CLINICAL INFORMATION SYSTEM BY: FILAMAE JAYAHR V. CADAY, RN

CLINICAL INFORMATION SYSTEM BY: FILAMAE JAYAHR V. CADAY, RN

DEFINITION:

Planning phase Begins once an organization has determined that an existing need or problem may be filled or solved by the development or implementation of a CIS. Establishing the committee framework to research and make recommendations for the project is an important first step. During the planning phase, the information requirements necessary to solve the problem or accomplish the goal are assessed and information needs for selecting, implementing and upgrading a CIS including their implications are identified. It is the most critical phase in the selection of a system.

The planning phase involves the following steps: Definition of the problem/ goal statement Feasibility study (statement of objectives, environmental assessment, determination of information needs, determination of scope and timeframe, recommendations) Documentation and negotiation of project scope agreement Allocation of resources

System analysis phase -fact finding phase where all the data requirements related to the problem defined in the project scope agreement are collected and analyzed to gain a sound understanding of the current system, how it is used and what is needed from the new system. Process analysis is foundational to the actual system design since it examines the objectives and project scope in terms of the end user requirements, the flow of information in daily operation and the processing of required data elements. Through the analysis effort, the individual data elements, interfaces and decision points of the project are identified.

Data collection Data analysis (data flowchart, grid chart, decision table, organizational chart, model) Data review (feasibility study, workflow document, and functional specification) and provide recommendations to the committee. Benefits identification System proposal development – it sets forth the problems and goals and the requirements for the new systems overall design. It outlines the standards, documentation, and procedures for management control of the project and it defines the information required, the necessary resources, anticipated benefits, a detailed workplan, and projected costs for the new system. It furnishes the committee recommendations concerning proposed CIS.

The system design phase -the design details of the system and the detailed plans for implementing the system are developed for both functional and technical components of the system. Functional specifications – uses the functional design document developed in the system analysis phase of a CIS and builds on the design by formulating a description of all system inputs, outputs and processing logic required to complete the scope of the project. It further refines what the proposed system will encompass and provides framework for its operation. Data manipulation and output – the departmental teams and users determine what the actual data will look like in its output form and gain consensus from departmental teams for the proposed design.

Technical specifications- technical personnel work closely with the project and departmental teams to ensure the technical components of the proposed system work in concert with technology and end user needs to assist in the development of the implementation plan. Hardware (select hardware) Application software (develop software) Interface systems Conversions – conversion of data from legacy system to new system

Implementation planning Personnel Timeframe Costs and budgets Facilities and equipment required Development or implementation of tasks Operational considerations Human-computer interactions System test plan

The testing phase The system whether newly developed or commercially available must be tested to ensure all data are processed correctly and the desired outputs are generated. Testing verifies that the computer programs are written correctly and ensures that when implemented in the program (live) environment, the system will function as planned.

Document system – the preparation of documents to describe the system for all users is an on-going activity with development of the documentation is occurring as the various system phases and steps are completed. Documentation should begin with the final system proposal. Several manuals are prepared: User’s manual – highlights how to use the system and describes what outputs the system can produce. Reference manual – used by the project team members to understand how the system works. It describes what data are input, how databases (files and tables) process the data and the mechanisms used to generate outputs. Operator’s maintenance Manual- enables operators to keep the system up and running by providing the functional and technical specifications needed by the system. It helps operators understand how the system is developed, how it operates and how it can be maintained, updated and repaired.

The training phase – to train the end users on how to use the system properly. The project team and selected members of the departmental team receive training from the developers or vendors. This training details the databases, processing logic and outputs of all system’s features and functions. End user training takes place once the departmental and project teams have finished profiling the system to meet the functional and technical specifications developed and functional testing has been completed. End user training stresses how the user will complete his workflow using the new system.

The implementation phase – organizes all the steps into a detailed plan describing the series of events required to begin using the system in the production or live environment and details the necessary computer and software maintenance operations required to keep the system running.

The evaluation phase –describes and assesses in detail the new system’s performance. Using the criteria established in the planning and system design phases, the evaluation phase summarizes the entire system, identifying both the strengths and weaknesses of the implementation process. It often leads to system revisions, then better system.