NURS 737 Nursing Informatics Concepts and Practice in

NURS 737: Nursing Informatics Concepts and Practice in System Adoption Module 4, Topic 1 The System Selection Process Part II: Development RFP This document is intended solely for the use of N 737. Not for distribution 1

Explore Possible Vendors 2

Vendor Identification n ONC Certified Health IT Product List (CHPL) (https: //chpl. healthit. gov/#/search) n Perform marketplace research n Networking § § § Vendor user groups, installed sites Health IT listservs Co-workers, IS department n Professional conferences and websites n Internet / Magazines/journals 3

Request for Information (RFI) n Developed early in process § § § Quick & inexpensive way to obtain information Allows for rapid disqualification Introduces ideas about features and capabilities not thought of n Give vendors few weeks to respond and “sell” n Considered a “screening” device 4

Based on the findings from your initial search, develop a list of potential vendors. . . (example)

Solicit Proposals 6

Objectives of RFP n Learn about the functionality of proposed systems n Provide information for objective comparison of vendors/systems n Document vendors’ claims of functionality, support, training, cost, implementation approach, etc. n Provide a basis for contract negotiation 7

Objectives of RFP (cont'd) n When you develop the RFP…. n The RFP document will go to the vendors that are not familiar with your organizations and systems. The majority of its staff members are non-nurses. n Use very clear statements n n n e. g. , System A can interface with System B. Vs. System A has XXX interface engines. e. g. , System A is secure. VS. Listing items on specific security measures. Carefully select response options. n Should I use a Y/N option, a Likert scale, or a narrative answer format (narrative answers are difficult to 8 quantify. )

Objectives of RFP (cont'd) n When you develop the RFP…. (cont. ) n Exercise a balancing act in developing items for requirements n Level of granularity – e. g. , listing different font sizes n Consider how you will analyze responses when you develop the RFP. n At the end, you will need to compare the answers from different vendors. n Development of RFP requires teamwork! 9

The Content of RFP n Review the examples on the BB course (maybe a bit outdated, but will give you fundamental information) and other templates from selected professional organizations (refer to the reading list). n Items in RFPS vary depending on systems and organizations. n Each organization may have its own template. 10

The Content of RFP The following is a list of usual items 1. Introduction 2. Instructions & selection process (an evaluation instrument(s)) 3. Vendor questionnaire 4. Functional requirements 5. Technical requirements 6. Implementation, training & support 11

The Content of RFP (cont. ) 7. Delivery and installation requirements 8. Contact provisions, System Acceptance 9. Pricing and Cost information 10. Others (e. g. , conversion of data) 11. Appendices 12

The Content of RFP n Format of requirement items (see example RFPs on the blackboard , reference sites, and other institutional templates) § Multiple choice questions § § e. g. , Does the system have a nursing progress module? : A. Currently Available; B. Under development; C. Not available; viable; comment Open-ended questions e. g. , Describe your system development plan for … ** Although some questions would require narrative explanation, when you compare answers from various vendors, the data from multiple choice questions are more manageable. 13

Request For Proposal: 1. Introduction n Corporate overview, mission & goals n Volumes/statistics n System goals n Current information systems 14

Request For Proposal: 2. Instructions & Selection process n Response procedure n Response format n Schedule instruction n Contacts n Selection procedure n Evaluation criteria 15

Request For Proposal: 2. Instructions & selection process (cont. ) n Evaluation criteria: weight of each criterion (item) § Weights for features and functions: E. g. , Mandatory (weight: 3); Desirable (weight : 2); optional (weight: 1) § Weights for responses: E. g. , Available (weight: 3); under development (weight: 2); not available now but planned (weight 1); not available and no planned (weight 0) 16

Request For Proposal: 2. Instructions & selection process (cont. ) n An example of overall evaluation criteria (next slide) 17

Evaluation Criteria Relative Weight (RW) Vendor Questionnaire · (specific items) 50 Functional Requirements/System Design · (specific items) 250 Testing and Certification Process · (specific items) 150 Cost Purchase Fee · (specific items) 250 Services and Maintenance · (specific items) 200 Rate (R) Score (RW x R) Score FINAL SCORE (score 100) Guide to Scoring Legend for Rate – R Excellent = 10 Outstanding in all areas and includes many special features that exceed the requirements and offer significant advantages. Very Good = 7. 5 Meets all of the essential requirements and includes some extra features not Required. Satisfactory = 5 Meets all the essential requirements. Poor = 2. 5 Does not meet a minimum of requirements of the system. Unacceptable = 0 Fails to meet several essential requirements. 18

Request For Proposal: 3. Vendor Business Information n Business history and current financial status n Functional organization n Qualification of vendor personnel n Product development method n Support & implementation n Client information 19

Request For Proposal: 4. Functional requirements n Detailed functions and features: Vary depending on systems n Approach: § § § Discipline-oriented Process-oriented Mixed approach n Identification of requirements are based on: § § Regulations (federal, state, professional organizations, insurance companies, etc. ) User survey /User interviews (formal or informal) Literature Opportunity to improve work processes 20

Request For Proposal: 4. Functional requirements (cont. ) n Attributes § § § Accessibility Ergonomics Real-time interactivity Ease of use (usability) Flexibility Reliability 21

Request For Proposal: 5. Technical requirements n Often written by IS department n Systems software § § Database management system Operating system n Application software § § § Security Back-up, recovery System reliability n Hardware § § Configuration Devices 22

Request For Proposal: 6. Implementation, training & support n Implementation plan n Standard services n Warranty n Maintenance service n Support: § What kind of support would you need? (24/ 7 vs. normal business hours) 23

Request For Proposal: 6. Implementation, training & support (cont. ) n Training: § What kind of training? (e. g. , The train-the-trainer methods, online); Training manuals; Ongoing-training n Documentation n Product updates 24

Request For Proposal: 7. Delivery and installation requirements 8. Contact provisions, System Acceptance Main points: n Detailed information on hardware and software n Clear responsibilities for site preparation, delivery, installation, and costs n Acceptance testing plan n Terms for violation of the contract n Specify maintenance and supports n Detailed pricing 25

Request For Proposal: 8. Contact provisions, System Acceptance (cont. ) n Engaging users: § § E. g. , Necessary modules of the system, if the HIS is using modular approach Identification of needed support 26

Request For Proposal: 9. Pricing and Cost information 10. Others (e. g. , conversion of data) will need to be included as needed. 11. Appendices 27

Send the RFP to vendors n Often the RFP was sent by the procurement/purchasing department. 28