Planning an Information Systems Project A Toolkit to help ICT and global health professionals communicate Kate Wilson September 19, 2013

November 1, 2015

Why do so many health information systems fail? 11/1/2015 Page 3 Widespread recognition of the positive impact information technology (IT) can have on efficiency and strategy. Decision-makers in public health are interested in technology but struggle with what and how to invest. Small-scale electronic health (eHealth) and mobile health (mHealth) projects and pilots proliferate in Africa and Asia. Duplication of pilots; new systems aren’t integrated or interoperable; staff are overwhelmed dealing with numerous pilots, donors, and partners.

Typical barriers and pitfalls of information system projects Taking shortcuts; not investing in problem scoping, system analysis and design. Not taking a user centric design approach or misunderstanding user interests. Building a pilot that has not planned for future scale, scope and context. Underestimating budget and schedule. Failing to document and evaluate results, impact, and value of pilots. Lacking staff capacity and resources to plan and sustain information system project. 11/1/2015 Page 4

Solution: A practical guide for planning an information systems project 11/1/2015 Page 5 Toolkit developed by PATH and the World Health Organization that provides decision-makers with specific, step-by-step guidance on planning an information systems project.

Step 1: Define outcomes Make a clear case for how an information system can help strengthen the health system. How should you define the scope? How will you measure success? 11/1/2015 Page 6 Which problems (or opportunities) in your health system could be solved if you or other health workers had better (more accurate, complete, timely, or relevant) information? Strategic planning Decision- making Control and oversight Adminis- trative burden

Step 2: Form your team Information systems are a combination of people and technology. What skills and roles are required? What skills are available? Who are your stakeholders and what to they care about? 11/1/2015 Page 7 Project Functions

Step 3: Define what your system needs to do Define and document user requirements to help mitigate the risk of misunderstanding and ensure that design meets needs. Define business processes. Analyze processes for how the system can improve efficiency and accuracy. Define functional and non-functional requirements. 11/1/2015 Page 8

QUESTIONS? 11/1/2015 Page 9

Step 4: Find the right solution What systems and standards already exist? Infrastructure, information, and functional architectures How do you evaluate different systems and select the best fit for your needs? Find out what others are doing. Evaluate benefits and risks. Build or buy? Open-source or proprietary? Total cost of ownership? Find a solution that matches requirements. 11/1/2015 Page 10

Step 5: Select the right vendors How do you make sure you select the best providers of technical services? Issue a request for proposal, clearly specifying criteria and requirements. Evaluate merit of proposals; create a short list and request interviews, demonstrations, etc. Evaluate cost of proposals. Make contract or memorandum of understanding. 11/1/2015 Page 11

Step 6: Estimate implementation and operating costs Total cost of ownership: how much will your project cost to pilot, scale, and maintain? Understand variables and drivers of cost. 11/1/2015 Page 12 Cost profile of a typical information systems project

Step 7: Create an implementation plan How long will it take to develop, pilot, and scale up? Define work plan. Track milestones for progress. Maintain accountability and assess team performance. 11/1/2015 Page 13

Step 8: Understand and manage project risks What can go wrong and how can you plan for and manage it? Avoid risk Transfer risk Mitigate risk Accept risk 11/1/2015 Page 14

QUESTIONS? Thank you very much for your time. 11/1/2015 Page 15