Introduction to
Information Systems
for Health Information
Technology
Chapter 4: System
Selection
2021 American Health Information Management Association
Learning Objectives
dentify the steps in the system selection process.
evelop the request for proposal.
xplain how the decision matrix will assist in the most
appropriate selection for the healthcare entity.
ollect data to be used in the systems analysis process.
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Introduction
egacy systems is a type of
information system that uses older
technology but may still perform
optimally
unset is the term used when a
vendor is no longer going to maintain an
IS after a specified date
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Introduction
ystem selection: Determining
which information system will be
purchased
ystem development life cycle:
Model used to represent the ongoing
process of developing (or purchasing)
information system
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Introduction – System Development
Life Cycle
Project Planning
Maintenance of
Information
System
System Analysis
Evaluation of
Implementation
System Design
System
Implementation
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Project Planning
nformation systems strategic
planning is development of a strategy
related to the information including
needs of an organization and defining
the ISs that best meet those needs
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Project Planning
lanning
rganization of the project
efining scope of project
ystems analysis
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Project Planning
mportance of planning
ack of planning
teps
onducting a feasibility study
etting the budget
oals and objectives
dentifying the project manager and project
team
btaining buy-in from management and
users
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Project Planning
easibility study
oes the proposed system meet
objectives?
valuates benefits and possible issues
angible benefits
ntangible benefits
esults of study determine if the
healthcare organization should proceed
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Project Planning
etting the budget
election and implementation expenses
osts of maintain system
oftware
pgrading infrastructure
ardware
raining
enovations
roject management
onsultant expenses
ravel expenses
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Project Planning
oals and objectives
ased on business goals
MART methodology
pecific

easurable
ttainable
elevant
ime-based
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Project Planning
roject Management
ormal set of principles and procedures
that help control the activities associated
with implementing a usually large
undertaking to achieve a specific goal
roject team
epresent multiple disciplines working
on project
roject manager
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Project Planning
btaining buy-in from management
and users

anagement support
ommunication
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Project Planning
hange management: Formal
process of introducing change,
getting it adopted, and diffusing it
throughout the healthcare
organization
educe fears
pdate staff on status
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Project Planning
rganization of the project
roject
pecific objective
eries of activities
efined start and stop dates
eliverables
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Project Team

embership varies
iscuss project and issues
IM frequently on team
nformation systems project steering
committee
hief information officer
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Project Team
ser task force
endor role
onsultant
roject manager
udget
esources
chedule
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Defining Scope of Project
roject definition
urpose
ink to business strategy
oals and scope
cope creep
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Project Plan
asks to be performed
omponents
easibility study
esources
esign
ardware and software procurement
ransition
mplementation
valuation and maintenance
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Project Management Tools
antt chart is a project management tool
that records specific tasks, their start and
end dates, the person responsible for the
tasks, and any connections between tasks
roject evaluation and review
technique chart PERT) is a management
tool that evaluates the tasks, the
dependencies on other activities, the activity
sequence, and the time required to complete
the task
ritical path
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Project Management Tools
roject plan
rouble tickets
tatus reports
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Systems Analysis
ollecting, organizing, and evaluating
data on the healthcare organization
and the information that it needs
unctional requirements
nternal scanning
xternal scanning
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Systems Analysis
ools to gather data
uestionnaire
nterviews
tructured
nstructured
emistructured
bservations
lowcharts
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System Phase
uild vs. buy vs. cloud computing
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System Design – Cloud Computing
dvantages
ollaboration
peed

obility
rivacy and security
ecreased costs
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Design Phaseìoud Computing
isadvantages
ess control
cheduling maintenance and upgrades
ental
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Design Phaseµild
uilt based on needs of organization
akes long time to develop
etailed planning required
ong-term maintenance
igh development cost
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Design Phaseµy

ay not completely meet needs
lpha site
eta site
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Design Phasentegrated vs.
Interfaced
ntegrated systems are separate
applications that are designed to work
together. Data are entered into one IS
and then are accessible to the other
ISs
est of fit
nterfaced systems are linked
through an interface
est of breed
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System Selectionôeps
equest for information
equest for proposal
valuation of proposed IS
election of IS
ontract negotiation
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System Selection
equest for information (RFI)
equest for proposal (RFP)
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System Selection†P
etter of introduction
idders conference
nformation for potential vendors
escription of system
unctional requirements

andatory
esirable
uxury
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System Selection†P
equired format
nstructions
ample
documentation/contract/resumes
endor profile
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System Selection†P
esting requirements
ystem selection criteria
raining requirements
eferences
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System Selectionvaluation of
Proposed Systems
nsite and online demonstrations
ite visits
eview of RFP
eference checks
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System Selection of an Information
System
oint system assigns points to the
evaluation elements such as the
functional requirements
eighted decision matrix is a
method used to help select an IS based
on what features are the most important
to the healthcare organization
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Contract Negotiation
ontract team
in-win situation
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Contract Negotiation: Clauses
oftware license
elivery dates
arranties and guarantees
esponsibilities of each party
he state whose laws govern the
contract
ost
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Contract Negotiation: Clauses

ilestones for payment
orce majeure
oftware in escrow
ancellation of contract
ersion of software to be installed
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Contract Negotiation: Clauses
enalties
cceptance testing

aintenance and updates
raining
ocumentation
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