KSA PACS IMPLEMENTATION AT 200 MOH HOSPITALS PROGRAM

KSA PACS IMPLEMENTATION AT 200 MOH HOSPITALS PROGRAM PHASE I – 10 HOSPITALS PACS PROJECT Project Management Plan (PMP) PMP Course 2012 Chamber of Commerce

CONTENTS � � PACS Introduction Project Management Overview � Overview Objectives Constraints & Assumptions � Stakeholders Analysis � � � Analysis Diagram Strategy & Approach Work Breakdown Structure Diagram Project Schedule Project Critical Path Milestones & Deliverables Project Budget & Cost Project Org. & Mgt � � � � Organization Chart Roles & Resp. Matrix Positions Description Quality Plan � Context Diagram Register List Project Scope � � Quality Standards Benchmarks Review Communications Mgt. Risks Mgt.

PACS INTRODUCTION PACS stands for Picture Archiving and Communication System. This new system will allow users to acquire, transmit, store, retrieve and modify digital images taken from modalities in Radiology Departments throughout Group Health Cooperative.

PACS INTRODUCTION – BEFORE PACS Average 6 Days Turnaroun d

PACS INTRODUCTION – AFTER PACS Average <3 Days Turnaround

PROJECT MANAGEMENT OVERVIEW – OVERVIEW � � � MOH is implementing a comprehensive solution that will be used for archiving patient PACs in the Ministry of Health hospitals included in this project, achieving system, and digital communications support, the need to reduce radiology films print, and upgrade radiology departments to work in filmless and paperless solution environment with support of a wide range of diagnostic applications. This Program consists of multiple projects. This is the initial project, which will cover the complete implementation requirements, installation at MOH central site and deployment to 10 Hospitals. The project timing is 18 months implementation and 36 M of O&SM The Project includes the procurement for a full large scale PACS. This will include the following: Servers, LAN & WAN, Storage Media, Display WS, Image Data Compression SW, PACS SW, and others.

PROJECT MANAGEMENT OVERVIEW - OBJECTIVES � � � � Allow easy access of penitent's radiology image at any time from any location. Achieve excellency in health care, by better quality and reduced time. Remote consultants can participate in the diagnoses and review of any patient's radiology image. Establish the PACS platform and infrastructure to deploy and install PACS at the remaining MOH hospitals. Reduce Cost and operate a filmless environment. Allow better distribution of Radiology skills around the kingdom. Enrich the health care knowledge by allowing the access and share of critical and scares cases.

PROJECT MANAGEMENT OVERVIEW – CONSTRAINTS & ASSUMPTIONS Constraints: � � The rollout is at multiple cities and regions. The contract period is limited to 18 months including the rollout. Assumptions: � MOH is responsible to have all the sites ready and prepared for the system installation. � Communication Links will be paid by MOH directly based on requisition from PACS Team � MOH is responsible to have all hospitals assigned acceptance teams available as per the project schedule. � MOH is responsible to have all facilities available for installation teams as per the schedule.

PROJECT MANAGEMENT OVERVIEW – STAKEHOLDERS ANALYSIS Conceptual Diagram

PROJECT MANAGEMENT OVERVIEW – STAKEHOLDERS ANALYSIS Register List & SNAnalysis Stakeholder Requirements (Expectations) Submit SOW Submit Project Plans Submit Monthly Progress Reports Submit System Final Specifications and Design Obtain Project Acceptance Obtain Payment Acceptance based on Milestones Completion Request Site Readiness based on agreed specifications Obtain Site Acceptance Support Obtain Requirements Review via Super Users Workshops To Participate in System Acceptance Provide Users Training Request Site Acceptance Supervise their Operations at Sites Monitor Users System Utilization Submit Invoices Regularly Provide them with some updates of the system advancements when it is necessary to notify the public Provide them with the project advancements by inviting them to go live events and post Implementation Interest Power High Medium High Low 1 MOH – PACS Project Team Approval, Supervision and Authentication 2 MOH Hospitals – IT Dept. Site Tech Support 3 MOH Hospitals – Radiology Dept. Site Acceptance 4 Ministry of Finance Project Payments Support 5 Media Health Awareness 6 Private Hospitals Potential Customer/User Supply Support Provide complete customs requirements to avoid any delay Low High Tech Service Provider Request sites connectivity Follow up and monitor the installation Low High HR Support Submit recruitments application requests Low High 7 8 9 Customs Department Internet and Comm. Service Providers Ministry of Labor

PROJECT MANAGEMENT OVERVIEW – STAKEHOLDERS ANALYSIS Analysis Diagram & Strategy

PROJECT SCOPE - WBS

PROJECT SCOPE – PROJECT SCHEDULE

PROJECT SCOPE –CRITICAL PATH

PROJECT SCOPE – DELIVERABLES Deliverable Document Name Statement of Work (SOW) Project Management Plan Master Project Schedule Training Plan System Specification Description Includes detailed description of work and high level schedule to be performed by PACS Team and MOH Team, including project deliverables. Defines project, provides planning information for executing, monitoring, and controlling project. This includes the following components Master Project Schedule Project Execution Plan Deployment Management Plan Risk Management Plan Documentation Plan Configuration Management Plan PACS Master Project Schedule Training Plan specifies work required to develop training materials and to deliver training classes, or use operational system to provide additional experience. This includes Training and Awareness Sessions. Defines the Allocated, Design, and Product baselines as prepared during the project. Includes: Requirements specification Technical design Specialized software descriptions Security design and specifications Risk management approach Interface documents for HIS and RIS As-built documentation Technical documenation for airlines Language English English

PROJECT SCOPE – DELIVERABLES Deliverable Document Name Business Process Change Strategy Installation Procedures Final Test Plan Description Includes the following content: Concept of Operations Business Process Change Plan To Be Business Processes Benefits Realization Business Process Training Documents requirements and sequence of software installation on hardware systems. Addresses all site types. Maintained to address update installations Plan formal test and acceptance and includes Final Test Procedures. Defines overall approach, facilities, coverage, method of requirements acceptance, definition of test coverage per release Langua ge English Final Test Report and Test Case Results Documents results of formal test conduct. English Final Acceptance Document Defines and documents results of Final Acceptance Test English Operations and Service Management Plan Defines how PACS Team will work with MOH to operate and maintain the new PACS systems. Includes: Service Level Contract Document Disaster Recovery Planning IT Service Continuity Planning Hospitals Assistance Plan Spares List English System Operator’s Manual is reference handbook for system operators. English PACS User Manual PACS operations for External and Internal Users English, Arabic

PROJECT BUDGET & COST WBS Activity by WBS Cost Percentage % Cost Amount 1 Project Management 100% 3, 000. 00 1. 1 Initiation 10 % 300, 000. 00 1. 2 Planning 22 % 660, 000. 00 1. 3 Execution 23 % 690, 000. 00 1. 4 Monitoring & controlling 15 % 450, 000. 00 1. 5 Closing 20 % 600, 000. 00

PROJECT BUDGET & COST WBS Activity by WBS Cost Percentage % Cost Amount 2 PACS Sys Central Sites 100% 2. 1 Sys req & sizing 10% 1, 500, 000. 00 2. 2 Sys Design 12% 1, 800, 000. 00 2. 3 Sys Survay 1% 150, 000. 00 2. 4 Sys Preperation 15% 2, 250, 000. 00 2. 5 Procurement 2. 5. 1 HW 15% 2, 250, 000. 00 2. 5. 2 SW 3% 450, 000. 00 2. 5. 3 Others 2% 300, 000. 00 2. 6 Sys Cust & Dev 32% 4, 800, 000. 00 2. 7 Deployment & Installation 8% 1, 200, 000. 00 2. 8 Integration 2% 300, 000. 00 15, 000. 00 -

PROJECT BUDGET & COST WBS Activity by WBS Cost Percentage % Cost Amount 3 PACS Hospital Sites 100% 30, 000. 00 3. 1 Req Analysis 18 % 5, 400, 000. 00 3. 2 Design 21 % 6, 300, 000. 00 3. 3 Procurement 22 % 6, 600, 000. 00 3. 4 Development 28 % 8, 400, 000. 00 3. 5 Test 2% 600, 000. 00 3. 6 Approval 1% 300, 000. 00 3. 7 Pilot Site Deployment 8% 2, 400, 000. 00

PROJECT BUDGET & COST WBS Activity by WBS Cost Percentage % Cost Amount 4 PACS Hospital Sites Roll Out 100% 5, 000. 00 4. 1 Site Survey 0. 5 % 25, 000. 00 4. 2 Preparation 35 % 1, 750, 000. 00 4. 3 Deployment 30 % 1, 500, 000. 00 4. 4 Integration 10 % 500, 000. 00 4. 5 Test 24 % 1, 200, 000. 00 4. 6 Acceptance 0. 5 % 25, 000. 00

PROJECT BUDGET & COST WBS Activity by WBS Cost Percentage % Cost Amount 5 Training 100% 5, 000. 00 5. 1 Training Management 10 % 500, 000. 00 5. 2 Trainers Training 35 % 1, 750, 000. 00 5. 3 System Tech Training 30 % 1, 500, 000. 00 5. 4 User Training 23 % 1, 150, 000. 00 5. 5 Acceptance 2% 100, 000. 00

PROJECT ORG & MGT – ORGANIZATIONAL CHART

PROJECT ORG & MGT – ROLES & RESP. MATRIX

PROJECT ORG & MGT – POSITIONS DESCRIPTION PACS PM JOB DESCRIPTION Designation : Project Manager - Picture Archiving & Communications System (PACs) Grade : A Salary SAR 45, 000 Hours : 44 H per week Responsibleto : PACS Project Manager Will Attend: Phase One PACS Project Board Phase One PACS Project Meetings MOH PACS Project Meetings Role : The primary function of the post will be to manage the PACS Project from inception to completion. The role will involve working with Project Teams within Radiology and other MOH organisations in and suppliers. In terms of focus extensive liaison with clinical staff especially in Radiology will be required and ensuring that the completed project are capable of being supported by the First, Second, Third Line Support teams in PACS project. RESPONSIBILITIES (Smaple): Project Management: The primary function of the post will be to manage the PACS Project from inception to completion. This will require the post holder to. Specification Development: Review the national PACS Specification and work with the PACS Team to ensure local requirements are accurately reflected in the local version. Contract Development: Review the national PACS Contract and work with the MOH PACS Team to ensure local requirements are accurately reflected.

QUALITY PLAN - QUALITY STANDARDS DICOM The DICOM standard was established to aid the distribution and viewing of digital medical image data. Conformance to the DICOM standards helps devices within a (Digital Imaging and PACS to communicate. It should be noted that merely “conforming to DICOM” does Communications in not guarantee that any two devices will be able successfully to communicate; it must be ensured that the devices’ particular implementation of DICOM is complementary Medicine) IHE (Integrating the Healthcare Enterprise) IHE is an initiative by healthcare professionals and industry to improve the way computer systems in healthcare share information. IHE promotes the coordinated use of established standards such as DICOM and HL 7 to address specific clinical need in support of optimal patient care. Systems developed in accordance with IHE communicate with one another better, are easier to implement, and enable care providers to use information more effectively It is standard for exchanging information between different Information systems HL 7 deployed in healthcare setup. DICOM is used for the integration of RIS PACS with Modalities(CT, MR etc) but HL 7 is required for the integration of RIS with different Health Level Seven Information system in the hospital like HIS Master patient index, EMR etc. Currently, interfacing systems can be difficult due to the different standards – and implementation of those standards – employed by such systems. IHE aims to define how existing standards may be used in order to facilitate communications between computer systems used in healthcare; initially, IHE will concentrate on DICOM and HL 7 but mat extend to other standards if necessary.

QUALITY PLAN - BENCHMARKS REVIEW Project Area Benchmark PACS Implementation Lessons Learned /Approach Remote Access Fraser Health Authority (Canada) Consider how support will be provided to remote users, outside of the network. Project Team Logistics Fraser Health Authority (Canada) PACS Project Team should be on-site for at least three months - one month prior to Golive, one month during, and one month after Go live. Planning NHS (UK) A network survey must be done, the bandwidth of both backbone and branches must be assessed any upgrading work undertaken. Leadership/Pro Fraser Health ject Authority Management (Canada) Recognize that project fatigue can become an issue with large scale, multi-site implementations.

COMMUNICATION MGT. Communic ation Activity Description Project Senior Officers Meeting Repetit ion Commun Respon ication sible Media Audience Form To monitor the status of Weekly the project , constraints and additional needs Meeting PM Senior Officers in the Project MS Power Point Project Performance Meeting Review the completed tasks in daily basis. Daily Quick Meeting TLs TMs MS Project Customer Monthly Report Monthly reports that show the project achievements Monthly By Hand Project Controller Customer’s MS Word Project Team & Sponsor Change Request Orders Report To provide change As requests , and to follow Needed the approval procedures. E-mail TLs & PM Customer’s Project Team, PMO & Sponsor MS Word

RISKS MGT. No. Risk 1 Sites Infrastructure aren’t ready Connection isn’t ready H L Transfer, Outsource Site Survey H M Far Sites like villages 3 Delivery Delay from Vendor H L Transfer, to (V-SAT) Technology Avoid, Signing with other Vendor 4 Cost over Budget H L 5 Suddenly Terminations from Project team L M 2 Impact Prob. Response Indicators Manufactured outside the. Region with Limit vendors can delivery Mitigate, More mange & Increase price of control the budget and equipment and Reduce the extra costs manpower Transfer, Signing with many If no contracts with Outsourcing Companies. Project team

PACS TEAM � Jehad Aldobayyan � Amer Alsarhan � Saied Abo Qasem � Fahad Aldobayyan � Abdullah Alenizi � Abdulaziz Alfadhel � Abdullah Alzahrani