1. Information Systems Development Model, An Introduction for the Non-Technical 2005 National Immunization Conference March 22, 2005 Washington, DC

2. Authors Katie Reed Michael Spurchise

3. Historical Perspective Good decision making is a result of the collection of good data. The development of information systems makes it possible across all industries to collect better data. Public health officials and information systems professionals are working together to develop quality systems for public health. IIS has lead this effort in many public health arenas.

4. The Challenge In order to meet the needs of public health; the development of quality systems requires participation and commitment from both program oriented staff, technical staff, and third party vendors. The challenge is to create a model and a language where communication and expectations are understood from all perspectives.

5. System Development Phases Phase 1 – Project Initiation and Planning Phase 2 – Requirements/Operational Analysis Phase 3 – Design Phase 4 – Configuration/ Build/Development Phase 5 – Testing/Validation/Evaluation

6. System Development Model Phase One Project Initiation and Planning –Business Case –Proposed Solution –Evaluation Criteria –Proposal Selection

7. Roles and Responsibilities Public Health owns this phase. Problem identification. RFP developed and released. Contract awarded between Public Health and Vendor.

8. Caution Areas Scope of project must be clearly defined. –Understand RFP’s are estimates as to what one thinks it will take given the information provided. –Understand resource needs. Development process is articulated and clearly understood by both sides. –Fluidity, not rigidity allows for creative solutions. –Identify decision makers and escalation procedures.

9. Caution Areas As part of the RFP response and selection, changes may be made to the initial “proposed solution”, should be agreed upon through the selection process and contract negotiation. Is this a “big bang” project or can it be broken into sub-deliverables? Helpful to think this through up front and possibly tie payment as part of this.

10. System Development Model Possible Outcomes of Phase One –Project Charter –System Initiation –Risk Definition –Initial Project Plan –Define/Approve Deliverables Both Vendor and Public Health agree

11. System Development Model Phase Two Requirements/Operational Analysis –Typical Requirements Analysis JAD Sessions (Joint Application Development) SRS (Software Requirement Specifications) FRS (Functional Requirements Specifications)

12. Roles and Responsibilities Public Health and Vendor own this phase. Process is facilitated by Vendor. Subject Matter Experts provide the information that will drive the system, this is key! SMEs from Public Health part of JAD and SRS process. FRSs, understand your involvement.

13. Caution Areas Must have commitment from SMEs, maybe take off site for JAD sessions, made clear priority, train them well on process. Time commitments are not insignificant on the part of the Public Health SMEs. Do not underestimate who will be available. JAD sessions, don’t solutionize, focus on business requirements. Short change this part of the process, assume a rocky road. Recognize, this is an iterative process!!! Make sure infrastructure can support system requirements.

14. System Development Model Possible Outcomes of Phase Two –SRS, FRS, SOW –Possible mockups/screens/prototype Both Vendor and Public Health agree

15. System Development Model Phase Three Design –Architectural Design –Establish Data Model and Dictionary –High Level Documentation –Develop Test Plans QA - Programmatic Functionality - Technical –Updated FRS as needed

16. Roles and Responsibilities Design is predominantly owned by Vendor. Public Health may be involved in iterations of SRS/FRS.

17. Caution Areas Recognize possible warning signs –How often are SRS/FRS being updated? –Team still aligned with goals and objectives? –Resources still on track, any major gotchas? –Public Health, do you still feel you own this system?

18. System Development Model Possible Outcomes of Phase Three –FRSs updated as necessary –Development Plan –Use Case Models –Mockup or Prototype Ready to “throw over the wall”

19. System Development Model Phase Four Configuration/Build/Development –Change Requests –Vendor Testing Unit Integration

20. Roles and Responsibilities Vendor owns this as they construct system. “BLACK BOX” Public Health with Project Management team monitor activities, resource allocation, and scope. Communication between Public Health and Vendor routine and systematic. (Microsoft Project) –Status Meetings and/or Reports

21. Caution Areas If Phase 2 and 3 were done correctly this shouldn’t have many gotchas. Must feel comfortable that they can “show me” what has been done so far. Watch level of contact between vendor and SMEs, too much contact needs to be investigated, could be a warning sign.

22. System Development Model Outcomes of Phase Four –User Manuals –Product –Description of Release –Ready for “beta” Both Vendor and Public Health agree

23. System Development Model Phase Five Testing/Validation/Evaluation –Beta Testing –Parallel Operations –Tuning activates based on testing outcomes

24. Roles and Responsibilities Public Health and Vendor own this together. Public Health is critical in testing and validation. Commitment is key. Communication avenues and clearly delineated process. Public Health needs to be ready to “own” the product.

25. Caution Areas Recourses must be committed by Public Health to this process. Testing must be understood, see back to Use Cases and training the SMEs.

26. System Development Model Outcomes of Phase Five –Go live –System Maintenance –System Enhancements –Support Both Vendor and Public Health agree

27. Tools to Consider Project Plan Software Familiarize with development methodology prior to process, i.e. RUP: http://www- 106.ibm.com/developerworks/rational/lib rary/content/RationalEdge/archives/rup. html http://www- 106.ibm.com/developerworks/rational/lib rary/content/RationalEdge/archives/rup. html Communication Strategy –Project Team –Steering Committee –Stakeholders

28. Contact Information Katie Reed Vice President Partners in Health Systems 5789 Widewaters Parkway P.O. Box 249 Dewitt, NY 13214 315-446-1612 ext. 7217 kreed@phs-us.com