Cphims 3 - Systems Analysis

Front 1

What is the definition of Systems Analysis?

Back 1

Is a set of tools and techniques for understanding an organizations current operating environment to help make decisions on improvement through the use of Information Technology.

Hint 1

Systems analysis is critical in organizations as it helps to identify if technology is aligned with the goals of the organization and that it will deliver anticipated benefits.

Front 2

Is systems analysis only about implementing technology?

Back 2

No. It involves analyzing people, processes, and technology to assess how all three will be part of a technology solution.

Hint 2

This is the three legged stool, "people", "processes" and "technology". This is the current model for healthcare systems analysis.

Front 3

What are the steps in SDLC?

Back 3

1. Systems analysis
2. Systems design
3. Systems implementation
4. Systems operation

Hint 3

4. Systems operation is also Systems Maintenance...

Front 4

Describe how Systems Analysis is the "Why" of SDLC.

Back 4

It is the "why" because it basically says, why a solution is being considered. It establishes a scope and value of a solution.

Hint 4

This is done by performing the following three tasks:
1. Problem statement
2. Needs assessment
3. Cost-benefit analysis

Front 5

What is the Strategic Information Systems Plan?

Back 5

It aligns IT projects with the goals of the overall organization.

Hint 5

It is the document that defines which IT projects are being performed and why.

Front 6

What are the phases of systems analysis?

Back 6

1. Problem Analysis
2. Preliminary Investigation: Needs Assessment and Feasibility Analysis
3. Requirements Analysis: Current State and Future State Analysis
4. Analysis of Alternatives
5. Proposal/Approval: Proposal and Executive Presentation

Front 7

What is Problem Analysis?

Back 7

It defines:
1. The problem
2. Where it is occurring
3. Size of the problem
4. Impact of the problem.

Hint 7

1. Define: What is the prob.
2. Where: which room, floor..etc
3. Size: 1 room, unit(s)..etc
4. Impact: severity of the problem

Front 8

What is a Symptomatic Cause of a problem?

Back 8

It is what APPEARS to be causing the problem, and not really the actual "root" cause..

Hint 8

Sometimes the symptomatic and root causes are the same.

Front 9

What is the Root Cause of a problem?

Back 9

The actual cause of the problem which if fixed will stop the issue from occurring.

Front 10

Preliminary Investigation: What is Needs Assessment?

Back 10

"To provide a recommendation on the scope and anticipated benefits of a new system."

It is not a full blown analysis of the prolemb, but a quick review of what a possible solution could be and how it will provide a benefit.

Hint 10

It is not a full blown analysis of the prob, but a quick review of what a possible solution could be and how it will provide a benefit.

Front 11

How do you assess the needs?

Back 11

By performing Interviews, Review of Documentation, Observations, Surveys, and Data Analysis.

Front 12

What is the meaning of Feasibility Analysis?

Back 12

It asks the questions, even though we don't have an exact solution identified, does the org have enough resources (people, funds, dedicated time) to take on a project successfully?

Front 13

How does the Needs Assessment answer the "Why's" and "What's" of a solution?

Back 13

Needs assessment points out WHY a solution is needed and WHAT is needed to solve that problem (at a high-level only).

Front 14

What is the output of Needs Assessment?

Back 14

1. The need or potential value of a solution

2. The scope of solution.

3. Whether the solution is feasible at this time.

Front 15

Requirements Analysis: What is defining Business Requirements?

Back 15

Expanding upon the basic requirements from Needs Assessment in to more detailed ones.

Hint 15

This is the detailed "What" of the solution. What the end users need.

Front 16

How do you effectively elicit requirements?

Back 16

By holding requirement gathering workshops with individuals involved in a particular process, guided by a facilitator, to describe their processes in detail.

Hint 16

This is establishing a Current State.

Front 17

What are some methods/tools to establish a Current State?

Back 17

1. Activity Diagrams
2. Data Flow Diagrams
3. Flowchart (Complex activity diagrams)

Front 18

What is Current State Analysis?

Back 18

It is identifying the current processes and system deficiencies.

Hint 18

Focus on current processes and system abilities only, and not let the group starting talking about any future enhancements.

Front 19

What is Future State Analysis?

Back 19

Development of the requirements of what the system should do in the future.

Hint 19

This is the "What" of the solution and more importantly NOT the "How" of the solution. The "How" is in the design phase.

Front 20

What is one good tool/technique for future state analysis?

Back 20

By making "Use-Cases", analysts can model different scenarios of future requirements.

Hint 20

Use-Cases can contain text, diagrams, and even detailed descriptions.

Front 21

What is important about gathered requirements?

Back 21

1. Clearly communicate to stakeholders how the solution will bridge the gap between current and future state.

2. There is a set of assumptions about process changes that are inevitable with tech implementation

3. Organizing the requirements as "Needs" and "Wants".

4. A sign-off from stakeholders after a "walk-through" of the requirements and anticipated process changes has occurred.

Front 22

What are the 3 components of Analysis of Alternative?

Back 22

1. Do nothing approach: Estimate what the impact to the healthcare org would be if nothing was done.

2. Enhance the Existing Solution: is to implement the solution to enhance/replace the existing solution.

3. Partially Implement the Solution

Hint 22

1. Will pt safety be impacted, will the org be able to absorb any negative impact of not implementing, etc?

Front 23

What is Cost-Benefit Analysis (CBA)?

Back 23

Cost-Benefit Analysis is comparing the anticipated benefits of the solution with the costs associated to implement it. Is the solution worth the cost? Will it fit into organizations resources limits?

Hint 23

Typically the CBA is done over a 5-year period to calculate a return on investment.

Front 24

In a Cost-Benefit Analysis (CBA), what are Tangible and Intangible benefits?

Back 24

1. Tangible benefits are those where you can assign a dollar value to it. [eg. faster transactions, less errors]

2. Intangible benefits are where you cannot assign a cost/price to it. [eg. improved pt safety, better user experience, increased pt satisfaction]

Hint 24

Examples of Intangible benefits are:
- Improves patient safety
- Increases patient satisfaction with services

Front 25

What is the purpose of the Executive Presentation?

Back 25

To present the solution to decision-makers for a go, no-go decision.

Hint 25

Depending on what the solution is mostly focused on, the presenter can be a CFO, a Senior Clinical Representative or appropriate representative.

Front 26

What are the 5 phases of a project according to the principles of Project Management?

Back 26

Project:
1. Initiation
2. Planning
3. Execution
4. Monitoring and Controlling
5. Closing

Front 27

What is an Entity Relationship Diagram used for in System Analysis?

a. A way to document the activities of a process in a clinical setting.
b. A detailed data flow diagram showing inputs, outputs, data storage, and relationships between segments of data.
c. Listing all nurse units, patient rooms, and operating rooms in a hospital.
d. Shows the sign-offs of stakeholders against collected requirements.

Back 27

b. A detailed data flow diagram showing inputs, outputs, data storage, and relationships between segments of data.

An Entity Relationship Diagram is a more detailed Data Flow Diagram.

Front 28

In which phase of a project is the Project Plan developed?

a. System Design
b. System Implementation
c. Project Initiation
d. Project Planning

Back 28

d. Project Planning

Front 29

What is the purpose of the Planning phase in project management?

a. Document basic stakeholder requirements in to a project charter document.
b. It is where objectives are refined and the work needed to achieve those objectives is analyzed and documented in a project plan.
c. Create plans for staffing and managing costs that will incur as part of project execution.
d. A way to manage changes that will occur as the part of project execution.

Back 29

b. It is where objectives are refined and the work needed to achieve those objectives is analyzed and documented in a project plan.

Front 30

What is the purpose of developing a Work Breakdown Structure?

a. To sequence the activities needed to completed the project.
b. To plan the resources needed to complete the project.
c. To break down the project in to smaller project deliverables.
d. It is used to document the needs assessment part of system analysis.

Back 30

c. To break down the project in to smaller project deliverables.

Answer d is somewhat true however it is not the complete definition of the WBS document.

Front 31

A project is 80% completed and the CFO suspects it has been mismanaged by the PM all along. He request the PM to generate a cost variance report, which shows there have been cost overruns throughout all milestones of the project. In this late stage of the project, the PM realizes there is limited funding left which is insufficient to complete the project within the estimated cost. In what phase of the project should the cost overruns have been caught?

a. Project Execution
b. Project Planning
c. System Implementation
d. Project Monitoring/Controlling

Back 31

d. Project Monitoring/Controlling

After the project has begun executing, the job of the PM is to monitor and control the progress of the project. Part of it is keeping a close eye on incurred costs as the project progresses. If the PM in this case had done so, the cost overruns would have been caught much earlier and action could have been taken at that early stage.

Front 32

A director of clinical IT has been tasked by the CIO to replace an outdated Pharmacy Order Entry System within their multi-facility health system. What is the FIRST step the director should take.

a. Form a testing plan to train all pharmacy staff who will use this system.
b. Setup a meeting with all the Pharmacy directors and managers from each of the facilities to assess their needs for a new system.
c. Assemble a design team, including analysts, end-users and pharmacy managers to start designing a system.
d. Send out RFIs to vendors to get an understanding of what products are out there that will support what the pharmacy directors at each facility would like to see in a new system.

Back 32

b. Setup a meeting with all the Pharmacy directors and managers from each of the facilities to assess their needs for a new system.

Answer (a) can only happen after a system has been selected and is already being implemented. Answer (c) can only happen after an analysis of the request can occur which includes a needs assessment. Answer (d) will happen in the system analysis phase but after a needs assessment, because you cannot sent out an RFI without knowing what the pharmacy departments want/need. This needed has to be documented first as part of needs assessment.