21CIs Project Implementation Methodology

Project Steering Committee - PSC Formation & Orientation

Business Process Confirmation

Solution-Mapping

PSC Review To finalize solution Master data Preparation Configure System

User Acceptance Test & sign off End User Training

Key User Training

Delivery of Configured System

Onsite Post live Support

End User Certification

Parallel Run

Data Migration

GO LIVE Site Handover & Project Closure

Jointly-Done

Client

21CI

PSC and Project Team Formation & Orientation

PSC and Project Team Formation & Orientation
Scope Reconfirmation, Plan Preparation & Presentation Expected Team of Customer Senior Management Function Heads 21CI Team Composition Account Head Delivery Head PM Pre Requisites Senior Management & Key Users availability
Project Steering Committee PSC Formation & Orientation

Deliverables Project Plan including resource requirement plan Project Team Presentation of Kick-Off Meeting

Infrastructure Requirements 15 Seater Conference Room with White Board, Markers, Projector Typical Timeline: 1 Day

Project Progress

BPC
Business Process Confirmation
Understand Existing Processes
Recommend ICT Enabled Process Improvements & Finalize TO Processes & Policies Business Process Blueprint Preparation by 21CI Consultants & Acceptance by Customer Expected Team Composition of Customer 21CI Team Composition PM Functional Consultants

Senior Management
PM Function / Department Heads IT Resources
Business Process Consulting

Pre Requisites Availability of above Team Members Document of AS IS Processes (preferred) Infrastructure Requirements

Deliverables Business Process Blueprint

TWO 10 Seater Conference Rooms with White Board, Markers, Projector, Laser Printer in each Typical Timeline: BPC About a Month

Project Progress

Solution Mapping
Solution Mapping
Understand Existing Activity Details - Documents, Reports, MIS, Screens with Sample Data for clarity of discussion
Orient on the new system in light with the TO BE Processes & above understanding Identify Gaps & Approach to resolve the same by Workarounds, Customization Finalize the TO BE Solution Expected Team Composition of Customer Key Users PM Function / Department Heads Pre Requisites
Solution-Mapping

21CI Team Composition PM Functional Consultants

Deliverables Solution Mapping Document

Availability of above Team Members

Documents, Reports, MIS, Screens, Sample Data for clarity of discussion

Availability of AS IS Details

List of Equipments finalized & technical manual available. Infrastructure Requirements TWO 10 Seater Conference Rooms with White Board, Markers, Projector, Laser Printer in each

Typical Timeline: BPC 1 to 1.5 Month & SM 1 month

Project Progress

Master Data Preparation

Master Data Preparation
Orientation on Master Data Templates
Users to Create Master Data in Excel Sheets Update / Upload Master Data in the system Expected Team Composition of Customer Key Users IT Resources Pre Requisites Key Users availability.
Master data Preparation

21CI Team Composition Functional Consultants Techno Functional Consultants

Deliverables Master Data List Master Data Templates

Master data availability Availability of IT Resources Infrastructure Requirements

PC / Laptop for users to create master data in excel templates Typical Timeline: 1-2 Months

Project Progress

Configure System & Delivery of Configured System

Configure System & Delivery of Configured System Off Site
Prepare Traceability Matrix for each module
Prepare Client specific Acceptance Test Plan Configure / Customize the system Test and Release the Configured system Expected Team Composition of Customer
Configure System

21CI Team Composition Techno Functional Consultants

Pre Requisites Business Blueprint & Solution Mapping signed off. Sample / Large Part of Master data available Typical Timeline: 1-2 Months
Delivery of Configured System

Deliverables CD containing the configured licensed software and the database

Project Progress

Key User Training & UCT

Key User Training & UAT
Train the Key Users Access the training by quizzes / Tests Conduct UCT based on scenarios finalized during solution mapping Expected Team Composition of Customer Key Users
Key User Training

21CI Team Composition Functional Consultants PM

IT Resources PM Pre Requisites Key Users availability. Key Users continued from Solution Mapping stage Large part of master data is complete. Deliverables KUT - Training Manual & attendance sheets

UAT Sign off

User Confirmation Test & sign off

Infrastructure Requirements TWO Conference Rooms with White Board, Markers, Projector, Laser Printer in each, Internet access, PCs connected to the Test / Main Server to run the application Infrastructure specified for Test Environment available and ready to use. Gadgets agreed during solution mapping are procured & installed Typical Timeline: 1.5 to 2 month
Project Progress

End User Training

End User Training
Key Users to train the End Users Inform 21CI on completion of training Expected Team Composition of Customer End Users Key Users IT Resources Pre Requisites Trained Key Users availability. Deliverables Training Attendance Sheet 21CI Team Composition Techno Functional Consultants

End Users availability

Availability of IT Resources
End User Training

Intimation to 21CI of Training Completion

Infrastructure Requirements Training Room as per above specification Typical Timeline: 15 days to a month

Project Progress

End User Certification

End User Certification
Test the End Users
Certify End Users Expected Team Composition of Customer End Users Key Users IT Resources PM Pre Requisites
End User Certification

21CI Team Composition Techno Functional Consultants PM

Deliverables End User Training Certificate

Intimation to 21CI of Training Completion. End Users availability Availability of IT Resources Infrastructure Requirements Training Room as per above specification Typical Timeline: 2 -4 days

Project Progress

Parallel Run / Dry Run

Parallel Run / Dry Run
Parallel Run in the Training Environment Parallel Run in Production Environment Expected Team Composition of Customer End Users Key Users IT Resources PM Pre Requisites
Parallel Run

21CI Team Composition Techno Functional Consultants PM

Master data 100% Complete Lab Equipments available and ready to be interfaced. Imaging Modalities available and ready to be interfaced. Infrastructure Requirements Infrastructure specified for Production Environment available and ready to use.

Gadgets agreed during solution mapping are procured & installed

Typical Timeline: 2 Weeks

Project Progress

Data Migration
Data Migration
Data Migration Strategy Key Users & IT to Prepare Data as per strategy Map the Fields and Import data Test & verify the Imported data Expected Team Composition of Customer IT Resources End Users 21CI Team Composition Techno Functional Consultants PM

Key Users
PM
Data Migration

Pre Requisites Data Availability IT Team Infrastructure Requirements Production Server available for use. Typical Timeline: 2 -6 days

Deliverables Migrated Data as per Migration Strategy

Note: Data Migration is not relevant in a Green Field project if the Site goes live from the launch date.

Project Progress

Go Live
Go Live
Expected Team Composition of Customer IT Resources End Users Key Users Pre Requisites Parallel Run Signed off Data Migration Completed & Accepted. Typical Timeline: 1 Day in a big bang approach : 1 Day per Module in a modular approach Deliverables Live System 21CI Team Composition PM Functional Consultants Techno Functional Consultants

GO LIVE

Project Progress

Post Live Support

Post Live Support
On Site Support to Key Users & IT
Expected Team Composition of Customer 21CI Team Composition PM Techno Functional Consultants

IT Resources
End Users Key Users PM Pre Requisites Go Live Key Users availability
Onsite Post live Support

Deliverables Support Log

IT Team availability Infrastructure Requirements Support Room available for the work area of 21CI Consultants Typical Timeline: 15 Days

Project Progress

Site Handover & Project Closure

Site Handover & Project Closure
Prepare Project Closure document Conduct Closure Meeting Signoff on Project Closure Expected Team Composition of Customer PM Function / Department Heads Key Users IT Resources Pre Requisites Project Head Key Users IT Team Infrastructure Requirements 15 Seater Conference Room with Projector Deliverables Handover Document. 21CI Team Composition PM Techno Functional Consultants

Project Progress

Project Governance

Project Sponsor

Chief Executive Officer

Project Steering Committee (PSC)

Client CEO, CFO & CIO

21CI CEO, Consultant (PM) & Head Implementation

Client IT Manager

Project Head

21CI Senior Project Manager

Client Key Users

Client IT

21CI Business Analyst

21CI Implementation Consultants

21CI Configuration Consultants In India

Project Organization Roles & Responsibility

Project Steering Committee

To provide direction to project and take policy decisions Review Project status against plan Authorize any changes to project plan Authorize and drive Change Management Empower Project Team Control and confirm Project Scope

Project Organization Roles & Responsibility

Client Project Head / 21CI Project Head
Responsible for overall Success of the project ontime and within budget

Prioritize and provide required infrastructure

Report Project status and escalate risks and critical issues to PSC Manage & provide required information and policy decisions on time Manage operational project tasks and activities Maintain and manage Project reporting matrices Ensure availability of resources

Ensure availability of Key Users / Consultants

Managing Change Control

Project Organization Roles & Responsibility

Client: Key-Users
They are owners of new system and processes Provide/ confirm detailed Business Information about Processes Validate and confirm Solution Mapping Document Provide complete and validated Master Data Conduct End user training and provide Ist line of support after Go-live Prepare detailed User Confirmation test cases / data and conduct User Confirmation Test (UCT) Sign-off confirmation after successful UCT

Project Organization Roles & Responsibility

Client: IT Team
Provide/confirm detailed Business Information about Processes along with Key Users

Validate and confirm Solution Mapping Document

Conduct End user training and provide Ist line of support after Go-Live Prepare detailed User Confirmation test cases / data and conduct User Confirmation Test (UCT) Sign-off confirmation after successful UCT Provide required IT and other infrastructure Manage installation of required IT infrastructure and its operations Extract, transform and validate existing Master, history data and provide as per requirements for uploading to new system Co-ordinate with LOBs for Key Users availability Participate and learn in Configuration / Customerization of System Configure / Customerize the systems for all LOB locations after initial implementation by 21CI

Project Organization Roles & Responsibility

21CI Business Analyst
Recommend and finalize good clinical & business practices, business processes and policies TO BE incorporated Prepare Solution Mapping draft consisting of final documents
Policies Processes Input Screens Outputs & report layouts Gap analysis

Ensure quality and timely deliverables Provide guidance and system knowledge to Client team Regular status and activity reporting and maintaining required matrices information

Project Organization Roles & Responsibility

21CI Implementation Consultant
Facilitate and conduct UCT Conduct Key user training

Support during end user training and hand holding after Go-live
Maintain Issue log and update status

Project Organization Roles & Responsibility

21CI Configuration Consultant
Configure the system as per Solution Mapping Document

Train Client IT team on 21 CI IT team on configuration

Upload Master Data provided by Client Test the System functions meeting Solution Mapping Document Support Implementation team after delivery of configured system until hand over to Help Desk team

Assumptions
General Assumptions Client will provide the necessary IT infrastructure, manpower resources and timely decisions and sign-offs required for the smooth implementation of the 21CI Apex Enterprise Health Information System.
Client will adhere to the 21CI Rapid Implementation Methodology (RIM) to ensure effective implementation of the 21CI Apex Enterprise Health Information System as per schedules decided jointly by the management teams of both sides. Client will ensure active involvement of top and operational management and key users in the implementation process. It is understood that customization, if any, would be undertaken by 21CI only after it is ratified at the highest level within Client and 21CI. 21CI reserves the right to refuse customization, which in its opinion would compromise on the stability or data integrity of the 21CI Apex Enterprise Health Information System. If the project has to be extended / kept on hold due to non-availability of Users or infrastructure requirements from the Client, 21CI could discuss this with the Client Project Head and withdraw a few / all team members for a period that is mutually agreed upon.

Assumptions 2
Any additional system functions, business processes, source systems, etc. identified during the project would be handled through the Change Management process. Any additional system functions, business processes, source systems, etc. identified during the project may increase the overall project cost and/or timelines. No changes to Standard 21CI Apex Enterprise Health Information System basic code. Exceptions to this would be discussed and agreed in the Project Steering committee as it can have adverse effect on 21CI Apex Enterprise Health Information System support and maintenance. Project deliverables, if impacted due to external factors (Hardware issues, Software issues & manpower issues) would result in scope change request. This would have cost & timeline implications. There would be no breaks in the Project. If there are breaks in the Project due to factors beyond the control of 21CI then it would result in a scope change request & would have implications on the timelines & the associated costs.

21CI would be suitably represented in the Steering Committee.

The scope does not cover any customization effort. Project team (21CI & Client) will have access to the system & relevant processes during the concurrency of the project. 21CI consulting business is prone to normal attrition rate. 21CI at its own discretion may engage partner resources, as & when the need arises. Based on progression of the project, 21CI reserves the right to suitably increase or decrease the number of consultants, without affecting the deliverables.

Assumptions 3
Management of the Clients Project Team
It is assumed that the Management of the Clients Project Team will be done by the Client Project Head. As such, 21CI will not be responsible for the deliverables, quality of work, or any other related issue to the work of the Clients Project Team, and therefore will not be liable for any delays incurred by the Clients Project Team.

Training Assumptions
All training will be conducted on-site or as otherwise indicated. It is assumed that the CLIENT shall make arrangements to provide a training room, and facilities to conduct the training such as terminals, connectivity to Servers, Overhead Projector and whiteboard/Markers.

This training does not include any delivery of any prerequisite training identified by the training plan.
Course materials (One set soft & hard copy) will only be provided in the English language. Any changes to the number of Key users (i.e. maximum of 10 Key users per module) to be reviewed by 21CI.

Assumptions 4
Technical Assumptions
Data Conversion and Migration
Being a brown field project, 21CI assumes that there will be Data conversion of key masters as also important summary transactional data during migration. Interfaces Interfaces to External Applications except for Integration with Financial Accounting and Human Resources are excluded from the scope of this proposal.

Constraints and Dependencies

The Constraints and Dependencies for the successful completion of this proposal are presented below: Availability of required infrastructure for carrying out the activities at the Client sites. Availability of appropriate Client resources for the project. Prior Training of Core team members Availability of data in the required format.

Risk & Mitigation Plan

High | Med | Low

Risk Description

Impact

Probability

Mitigation Multiple presentations to Key users, Functional heads to be made. However it will still help if additional knowledgeable users go through the Solution Mapping Document and Identify the gaps or variations (if any) Solution Mapping Document will be forwarded to Functional Heads for their validation and identification of Gaps if any.

All sub-processes not communicated or communicated with some gaps during Solution Mapping by key Users

Medium (Some of the functionality may not be configured in the system)

Low

Some of the sub-processes being used in other branches not communicated during Solution Mapping exercise

Low (Some of the functionality may not be configured in the system)

Medium to High ( Wrong information or decision making / Inaccurate Billing in case of inaccurate service pricing / discounts

Low

Master Data incomplete or inaccurate

High

Master data should be prepared in advance and validated by two / three people.

Insufficient Knowledge by Key Users after training

Medium

Medium

Key User with good process knowledge and good communication skills shall go through the training and shall continue practicing after their training. Shall clarify all the doubts till confident. Testing of Key users is planned to mitigate this risk Being 'just sufficient' people in most organizations, it may not be possible to release all the people for training. It will help if the shift timings are aligned from the end user training till Go Live. End Users shall continue practice after training and also Key users shall support the End Users for one week after Go-Live. This period shall help End Users to gain sufficient experience

Non availability of End users for Training

Medium

High

Insufficient Knowledge by End Users after training

Medium

Medium to High

Risk & Mitigation Plan

High | Med | Low

Risk Description

Impact

Probability

Mitigation Complete patient details will not be available for future diagnosis and manual records will be required to be maintained. Management need to contnuously convince the Doctors to fill the required information and worst case Data Entry Operators may be used at very busy Doctors 1.Daily backup shall be taken on Tape media and tested properly and preserved to restore in case of such crash. 2. Hard Disk shall be configured in Mirrored image form (RAID 1) or RAID5) 3. Manual Process shall be initiated till the time New Hard disk is installed and all manual records shall be entered 1. Data Base Password shall be with one or two knowledgeable people 2. Daily Backup shall be taken / tested and preserved properly. 1.Daily backup shall be taken on Tape media and tested properly and preserved to restore in case of such crash. 2. Manual Process shall be initiated till the time New Hard disk is installed and all manual records shall be entered Proper validation mechanism shall be in place to get information from any individual, in case the person finds any deviation in atleast key and important Data. Printing Facility for EMR, MIS and other Patient related data etc. shall be limited.

EMR not being used by Doctors / Nurses

Low

Medium to High

Hard Disk Crash

High

Low

Deletion of Database

High

Low

Server Crash

High

Low

Malacious act by an Individual

High

Low