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34 Cards in this Set

  • Front
  • Back
Who are two important people to have on a system selection team?
1. An end user
2. A high level executive
What are the four main roles that should be on a system selection team?
1. Clinical
2. Operations
3. IT
4. Business
What two things are commonly overlooked during the system selection process?
Interfaces and interdepartmental dependencies
Once assembled, what is the first task of a system selection team?
Perform a gap analysis
What are four ways an initial search for vendors can be performed?
1. Trade shows
2. Trade publications
3. Web sites
4. Referrals from colleagues
RFI
Request For Information
RFP
Request for Proposal
What is the main purpose of an RFI?
To narrow the field of candidates
What is the difference between an RFI and an RFP?
An RFI is a less comprehensive version of the RFP
What is the main purpose of the RFP?
Allows the team to evaluate the vendors' proposals common criteria
What is the next step after the RFPs are received?
Application demos
What is a method to keep the vendor from highlighting only their best features?
Prepare scenarios that occur in daily operations and have the vendor demonstrate the scenario
What are four things on site visits should review?
1. Real life performance
2. Ease of use
3. Workflow integration
4. Quality of interfaces with other systems
What kind of client references should be sought out?
Clients who did not have a completely positive experience
How many vendors should be included in the negotiation process?
Two
What are the seven elements that are typically included in the purchase price?
1. Software licenses
2. Interfaces
3. Conversions
4. Third party software licenses
5. Training costs
6. Implementation services
7. Hardware purchases
What is a key component of change management?
The development of the strategic plan and the communication of that plan to the rest of the organization.
What are the two most common reasons that implementations fail?
1. Poor planning
2. Poor execution
What are two of the most popular implementation strategies?
1. Phase-in
2. Departmental
What is a phase-in strategy?
When a new system is brought live one major function at a time
What is a parallel implementation?
When you maintain the operation of the current system while also operating the new system
What four things have to occur before end user training can begin?
1. Infrastructure changes
2. New processes documented
3. Master files set up
4. Data converted from old system
What is the role of a super user?
A user who is trainedin all aspects in the system, will aid in the setup, assist with training and supporting other users
What is a key user?
Users who work with certain areas or departments and hold managerial positions.
A healthcare organization has decided to purchase a new clinical software application. Management is building a committee for the selection process. Which of the following should NOT be included as a member of the committee?

A. end-user
B. clinical manager
C. high level executive
D. financial manager
D. The budget for the project will be decided by the executive committee when deciding on the project, so the financial manager is not a good choice. The end-user will provide insight on the daily operations. The clinical maanger can ensure the clinical needs are considered and met. The high level executive is necessary for organizational buy-in and commitment to the project.
When developing downtime procedures for an electronic information system, it is necessary to

A. have an alternative site to continue to provide services
B. have procedures to communicate with other departments
C. continue to follow normal operating procedures
D. ref to the disaster recovery plan
B. When the department's electronic IT experiences downtime, your department must still interact and communicate with other departments to maintain proper patient care. Your department wil probably be able to provide services at its current location. Sinde your IT is down, you wil not be able to continue to operate normally. Since the only component of operations affected is the department's IT, the disaster recovery plan may not cover this scenario.
During the demonstration of a prospective software application the team should

1. prepare specific scenarios that a vendor might not be prepared to show
2. allow the vendor to control the demonstration
3. ask to work with the application themselves since they have not been trained
4. review the application's reports since there is no real data in the application

A. 1, 2, 3
B. 1, 3, 4
C. 2, 3, 4
D. 1, 2, 4
B. Vendords like to show the application's best features, as well as its bells and whistles. The team needs to have the vendor run specific operational processes of the organization. They should try to operate the system to get a feel for how the system works and its user friendliness. The team should work with the vendor to ensure there is enough data in the system to review the reportrs to ensure that the reports provide the necessary information in an acceptable format.
When performing a review of operations to build a list of requirements, the team should consider

1. regulation issues
2. interdepartmental dependencies
3. future growth plans
4. staffing issues

A. 1, 2, 3
B. 1, 2, 4
C. 2, 3, 4
D. 1, 2, 4
A. The team should always consider the regulatory issues and interdepartmental dependencies. When planning a new ssytem, future growth plans are important considerations. Staffing needs refer to day-to-day operations not related to the system requirements.
When implementing a new software application , which of the following should an organization do FIRST?

A. assign the responsibility of each activity to a member of the organization or vendor
B. use the implementation plan developed by the vendor
C. convert all data in the master files
D. load the application on the existing hardware and network
A. The first step in the implementation process is assigning individuals from both the organization and vendor to the responsibilities of the implementation plan. The vendor implementation plan is not specific to your organization until it has been adapted. The data cannot be converted or the application loaded until someone has been assigned those responsibilities.
When evaluating a vendor's response to an RFP, the committee must consider the:

A. location of the corporate office of the vendor
B. interfaces with other software applications
C. resumes of the vendor's support staff
D. vendor's user group meetings
B. Interfaces with other software applications.

While the location of the corporate office, resumes of the vendor's personnel working on your implementation, and information about the vendor's user groups are good to know, identifying current interfaces and vendor's ability to create new interfaces is essential to to the acquisition process.
Which of the following is not a technique of change management?

A. top level management support
B. buy-in
C. training
D. mandatory procedures and protocols
D. mandatory procedures and protocols

Successful change management includes support and buy-in, both of which can be gained by effective training. However, forcing staff to follow new procedures or processes without any input will create resistance to the change. In the end, the staff will have to abide by the new procedures and protocols, but it is better to have the staff change willingly.
When negotiating the purchase of a new software application, the organization should specify the payment terms based on

A. milestones
B. interest rates
C. return on investment
D. net present value
A. milestones

By tying payments to the completion of implementation milestones, you can ensure the vendor's incentive to staying on schedule or risk not being paid or facing other penalties.
When developing a training program for a new software application, the organization should

A. have the vendor train all the users
B. train as many users as possible at one time
C. develop an ongoing, continual training process
D. distribute the vendor's user manuals to every user
C. Develop an ongoing, continual training process

Developing an ongoing, continual training process is essential to the continuing success of the new system. Existing staff may need refresher training or training on updates and upgrades. New staff will need to be properly trained. Having the vendor train all users can be very expensive and unnecessary. Training as many users as possible may result in too large a group for training to be effective. The vendor's user manual can be made available online.
When developing a disaster recovery plan, the organization should:

1. analyze critical functions of the organization
2. develop procedures to shut-down operations
3. develop procedures to operate without the IT systems
4. test the plan

A. 1, 2, 3
B. 1, 2, 4
C. 1, 3, 4
D. 2, 3, 4
C. 1, 3, 4

A disaster recovery plan by definition should be a plan to continue or recover critical functions of the organization possibly without the IT systems, not to shut down the organization's operations