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									Enterprise Intelligence System (EIS) Project – Stage Plan

Worcestershire ICT Services
Enterprise Intelligence System (EIS) Project

Stage Plan – Stage 1 (Historical Data Input) (Draft)
Purpose of this document
It is important that work commences on a stage only when the Project Board says it should; this avoids the problems of projects continuing just because no one thinks to stop them. To enable this to happen the project should be broken down into manageable sections (stages), at the end of which the Project Board has to approve whether work is to continue or not. The Stage Plan will include the following:  identifies all the products which the stage must produce  provides a statement of how and when a stage’s objectives are to be achieved, by showing the deliverables, activities and resources required  identifies the stage’s control and reporting points and frequencies  provides a baseline against which stage progress will be measured  records the stage tolerances  specifies the quality controls for the stage and identifies the resources needed for them. The document should be assessed against the following quality criteria:  is the plan achievable?  do any Team Managers involved in its operation believe that their portion is achievable?  does it support the Project Plan?  does it take into account any constraints of time, resources and budget?  has it been taken down to the level of detail necessary to ensure that any deviations will be recognised in time to react appropriately?  has it been developed according to the planning standard?  does the Stage Plan contain activities and resource effort to review the Issue Log?

Version History.
Version 01 02 Issue & Circulation Date rd 23 September 05 th 11 October 05 Brief Summary of Change Refine Responsibilities

Date of Issue Reference

Worcestershire Health ICT Services Worcester Royal Hospital Charles Hastings Way Worcester WR5 1DD th 12 October 2005 eis_sp_01_v02.doc

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Enterprise Intelligence System (EIS) Project – Stage Plan

Contents 1. 2. 2.1 2.2 2.3 3. 4. 5. 6. 7. 7.1 7.2 8. Plan Overview ...................................................................................... 3 Activity Plan......................................................................................... 3 Stage 1a – Standard Cassius (SUS) System .................................... 3 Stage 1b – Uploading Historical HPS System Data ........................... 6 Stage 1c – Uploading Historical Acute System Data ......................... 8 Plan Prerequisites / Dependencies & Assumptions ...................... 10 Tolerances ......................................................................................... 11 Controls & Reporting ........................................................................ 11 Quality Plan ....................................................................................... 12 Resource Requirements ................................................................... 12 Manpower ........................................................................................ 12 Financial .......................................................................................... 12 Management of Risk ......................................................................... 12

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Enterprise Intelligence System (EIS) Project – Stage Plan

1. Plan Overview
This next stage plan follows on from Stage 0 (technical installations) of the project and covers the generic stage called Stage 1 – Clearnet / SUS / PbR Information Capture. Stage 1 – ClearNet / SUS / PbR Information capture. (outline delivery end Oct 05) Stage 1a – Installation of Standard Cassius System & Link to SUS Stage 1b – Uploading Historical HPS System Data Stage 1c – Uploading of Historical Acute Data Closely related to the above is Stage 2 - Uploading of NCRS Community & Mental Health Data. Stage 2 runs parallel to Stage 1 but is kept as a separate stage due to the relationship with the national programme, the anticipated complexity of the stage, and the potential for deviation to the project plan, outside the control of this project. Prior to accepting this stage plan and agreeing to move to more detailed planning Board members attention is drawn to Section 3 regarding dependencies from Stage 0 (Technical Installation) that are either incomplete or nearing completion.

2. Activity Plan 2.1 Stage 1a – Standard Cassius (SUS) System
Ref Task
Confirm work groups required for this stage:  EIS Development Team (EIS Developers & Administrators)  County Information Group Confirm meeting for EIS Development Team  Confirm Group ToR  Confirm JD for Administrator & Developer Roles Confirm members and existence of County Information Group (may be necessary to initially establish County EIS Information Group)  Confirm Group ToR  Confirm meeting for Group

Stage 1a1 – Workgroup Creation Responsible Time scale

a b

(NHS) Project Manager (NHS) Project Manager (NHS) Project Manager (NHS) Project Manager (NHS) Project Manager (via Organisational Leads) (NHS) Project Manager (NHS) Project Manager

6th Oct 05

c

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Enterprise Intelligence System (EIS) Project – Stage Plan

Stage 1a2 – Cassius System Loading Ref Task
Confirm standard system modules (as per CQE background information) and reports: APC – Admitted Patient Care OPA – Outpatient Attendances OPF – Outpatient Future Appointments OPR – Outpatient Referrals AAE – Accident & Emergency Attendances WLE – Waiting List Events ELA – Elective Admissions Lists PbR – Payment by Results POP – Practice Populations GPT – GP Targets APC-Rates – Hospital Admission Rates OPA-Rates – Outpatient Attendance Rates Arrange loading of modules on system Confirm modules loaded Arrange loading of test data Confirm test data loaded Confirm access to system from 3 main URLs:  f   g http://wwwrhdww01/ardentia/portal http://192.168.42.111/ardentia/portal http://212.148.71.102/ardentia/portal EIS Development Team (Lead = Malcolm Hunt) (NHS) Project Manager 23rd Sep 05

Responsible

Time scale

a

(NHS) Project Manager

b c d e

(Ardentia) Project Manager (via IT) (NHS) Project Manager (via EIS Development Team) (Ardentia) Project Manager (via IT) (NHS) Project Manager (via Malcolm Hunt)

Quality criteria for download testing and reporting to be defined

Stage 1a3 – Generation of Download Procedures from SUS Ref Task
Determine SUS information to be downloaded (SUS) Confirm downloading responsibilities Preparation of downloading and uploading procedures Preparation of Information availability list report in Cassius and PUNCH Agreement on maintenance of information availability list (Cassius & PUNCH)

Responsible
(NHS) Project Manager Via County Info Leads & EIS Development Team (NHS) Project Manager (via Mary Heffernan) (NHS) Project Manager (via Mary Heffernan) (NHS) Project Manager (via Mary Heffernan) (NHS) Project Manager (via Mary Heffernan)

Time scale

a b c d e

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Enterprise Intelligence System (EIS) Project – Stage Plan

Stage 1a4 – Initial Download of SUS Data & Upload into Cassius Ref
a b

Task
Agreement on date to proceed Initial download supervised by Ardentia

Responsible
(NHS) Project Manager (via Mary Heffernan) (Ardentia) Project Manager & (via Mary Heffernan) (NHS) Project Manager (via Mary Heffernan – supported by Trust Information Contacts to verify data)

Time scale

c

Confirmation of successful download

Stage 1a5 – Identification of End Users for Standard Cassius Reports Ref Task
Prepare standard Cassius module / report list (i.e. what is initially available on standard Cassius system) Prepare initial user list form (from Stakeholder List) – to incl. name, tel., e-mail, org, level of access to system, what areas (probably all in Standard System) Prepare Registration Process Policy Identify Trust organisational leads to act as user list ‘preparer’ (PCT to incl. GPs) Seek updated lists from org contacts Prioritise list if exceed licences (Note current discussion re named V concurrent licences) User list placed on system Confirm username and passwords to users

Responsible
(NHS) Project Manager & (Ardentia) Project Manager (NHS) Project Manager (Via Mary Heffernan) (NHS) Project Manager (via County RA Lead) (NHS) Project Manager Mary Heffernan (NHS) Project Manager Mary Heffernan + Team Mary Heffernan + Team

Time scale
23rd Sep 05

a

b

12th Oct 05

c d e f g h

Stage 1a6 – Customer Quality Expectations Management Ref
a b c d

Task
CQE form created CQE form distributed CQE forms returned, analysed, grouped Project Board – to incl. CQE consideration

Responsible
(NHS) Project Manager (NHS) Project Manager (NHS) Project Manager (NHS) Project Manager

Time scale
23rd Sep 05

12th Oct 05

Stage 1a7 – Stage Communications Ref
a

Task
Preparation of Stage 1a Newsletter (A) to include  Notification of work to take place (post Board stage plan agreement)
th

Responsible
(NHS) Project Manager

Time scale
19th Oct 05

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b

c

 Actions necessary from various parties  Anticipated Outputs from actions  Contact points for further information  Draw attention to CQE forms Arrange Post Stage Workshops  Arrange number to be held (probably 4 sessions) – accommodate up to 20 per session  Arrange location – will require live link to system  Arrange Demonstrators Preparation of Stage 1a Newsletter (B) to include notification of:  Completion of initial loading of SUS` based data  Drop-in workshops pre formal training  Contact points for further information

(NHS) Project Manager

25th Oct 05

(NHS) Project Manager

?

Stage 1a8 - End User Training Ref
a b c d

Task
End Users confirmed via stage 1a5 Option for training method confirmed (see Dependencies) Dates confirmed with End User roles End User Training

Responsible
(NHS) Project Manager EIS Project Board (NHS) Project Manager Preferred Method

Time scale

Stage 1a9 – Pre Stage 1b and 1c Planning Ref Task
Agreement is required on historical mapping to the Cassius reports section – is it via HPS or Acute historical sources, or a mixture of both? Note – this does not preclude loading both sets of historical data for each service to use for reference – it relates to the mapping that all other end users will see.

Responsible

Time scale

a

EIS Specialist Meeting

2.2

Stage 1b – Uploading Historical HPS System Data
Ref
a b

Stage 1b1 – Identifying HPS Data Task
Establish preferred format of HPS data set information Establish existing HPS data sets to be
th

Responsible
(Ardentia) Project Manager (NHS) Project Manager

Time scale

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Enterprise Intelligence System (EIS) Project – Stage Plan

transferred (prioritised), to include:  Data sets  Reference Tables c Confirm information sent to Ardentia Quality criteria for download testing and reporting to be defined

(via Nick Bayes)

d

(NHS) Project Manager (via Nick Bayes) (NHS) Project Manager (Nick Bayes – supported by Trust Information Contacts to verify data)

Stage 1b2 – Uploading 2 Year Data Sets (Supervised) Ref
a b c d e f

Task
Determine list of 2 years data including reference tables and associated demographics Determine date for supervised construction of data sets Establish procedure for transferring data from HPS system to EIS Construct data sets Transfer data from HPS to EIS Data quality checks and sign off (2 years data)

Responsible
(NHS) Project Manager (via Nick Bayes) (Ardentia) Project Manager with Nick Bayes (NHS) Project Manager (via Nick Bayes) (Ardentia) Project Manager with Nick Bayes + Ray Fletcher (Ardentia) Project Manager with Nick Bayes (Nick Bayes – supported by Trust Information Contacts to verify data)

Time scale

Stage 1b3 – Uploading Remaining Data Sets (Unsupervised) Ref
a b c

Task
Construct data sets Transfer data from HPS to EIS Data quality checks and sign off

Responsible
Nick Bayes + Ray Fletcher Nick Bayes + Ray Fletcher Nick Bayes + Ray Fletcher

Time scale

Stage 1b4 – Mapping Historical Data Sets to SUS Data Sets (Supervised) Ref
a

Task
Establish which historical sets to be mapped and which to remain available for reference (e.g. Public Health) but not mapped. Agree date with Ardentia to undertake mapping and any further pre-requisites Perform mapping Data quality checks and sign off

Responsible
(Nick Bayes – supported by Trust Information Contacts) (Ardentia) Project Manager with Nick Bayes + Ray Fletcher (Ardentia) Project Manager with Nick Bayes + Ray Fletcher (Nick Bayes – supported by Trust Information Contacts to
th

Time scale

b

c d

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Enterprise Intelligence System (EIS) Project – Stage Plan

e f

Test reports and sign off Update of Information availability list report in Cassius and PUNCH

verify data) (Nick Bayes – supported by Trust Information Contacts to verify data) Nick Bayes

Stage 1b5 – Stage Communications Ref
a

Task
Preparation of Stage 1b Newsletter to include  Notification of work undertaken and new functionality available  Actions necessary from various parties  Contact points for further information  Draw attention to CQE forms

Responsible
(NHS) Project Manager

Time scale

2.3

Stage 1c – Uploading Historical Acute System Data
Ref
a

Stage 1c1 – Identifying Acute Data Task
Establish preferred format of Acute data set information Establish existing Acute data sets to be transferred (prioritised), to include:  Data sets  Reference Tables Confirm information sent to Ardentia Quality criteria for download testing and reporting to be defined

Responsible
(Ardentia) Project Manager (NHS) Project Manager (via Malcolm Hunt) (NHS) Project Manager (via Malcolm Hunt) Malcolm Hunt (copy to NHS Project Manager)

Time scale

b

c d

Stage 1c2 – Uploading 2 Year Data Sets (Supervised) Ref
a

Task
Determine list of 2 years data including reference tables and associated demographics Determine date for supervised construction of data sets Establish procedure for transferring data from Acute system to EIS Construct data sets
th

Responsible
(NHS) Project Manager via Acute Informatics section of EIS Development Team (Ardentia) Project Manager with Acute Informatics section of Development Team Acute Informatics section of EIS Development Team Acute Informatics section of

Time scale

b

c d

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e

Transfer data from Acute to EIS

f

Data quality checks and sign off (2 years data)

Development Team supervised by Ardentia (Ardentia) Project Manager with Acute Informatics section of Development Team Acute Informatics section of Development Team

Stage 1c3 – Uploading Remaining Data Sets (Unsupervised) Ref
a b c Construct data sets Transfer data from Acute to EIS Data quality checks and sign off

Task

Responsible
Acute Informatics section of Development Team Acute Informatics section of Development Team Acute Informatics section of Development Team

Time scale

Stage 1c4 – Mapping Historical Data Sets to SUS Data Sets (Supervised) Ref
a

Task
Establish which historical sets to be mapped and which to remain available for reference but not mapped. Agree date with Ardentia to undertake mapping and any further pre-requisites

Responsible
Acute Informatics (Ardentia) Project Manager with Acute Informatics section of Development Team (Ardentia) Project Manager with Acute Informatics section of Development Team Acute Informatics section of Development Team Acute Informatics section of Development Team EIS Development Team

Time scale

b

c

Perform mapping

d e f

Data quality checks and sign off Test reports and sign off Update of Information availability list report in Cassius and PUNCH

Stage 1c5 – Stage Communications Ref
a

Task
Preparation of Stage 1c Newsletter to include  Notification of work undertaken and new functionality available  Actions necessary from various parties  Contact points for further information  Draw attention to CQE forms

Responsible
(NHS) Project Manager

Time scale

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Enterprise Intelligence System (EIS) Project – Stage Plan

3. Plan Prerequisites / Dependencies & Assumptions
The following items regarding unfinished activities in Stage 0 (Technical Installation) that require completion, but in some cases not necessarily before the starting of Stages 1 and 2:  Test Server - A request for a test server has been made from the Technical Sub Group (issue EIS_10) and requires Board approval. However, the use of the test server relates mainly to post Stage 1 and 2 activities and should not be seen as a prerequisite to commencing Stages 1 and 2. Development Access to System - Two of the nominated EIS Developers are based in Isaac Maddox House and are unable to access the EIS server development environment. In the short term there may be an option of working through a ‘terminal server’ type environment and news is awaited on this. In the longer term access will be available once the two IMH Domains are merged and absorbed into the new countywide domain. At the time of writing this is likely to take 6-8 weeks and so should be available for around mid November. This would, if the short term solution is unavailable constitute a significant risk and may require temporary relocation of the staff involved to a site that does have access to the development server. NetQuery – confirmation is awaited on inclusion on the contract. Not a pre-requisite to starting stage 1 (although Stage 2 may require this functionality for report development), however, training is scheduled for early November and loading of the NetQuery module should be done before this to ensure that skills and knowledge are not wasted on return from training. PbR Module – completion and installation is awaited KPI Module / NetMatrix – The previous reference to a KPI module requires clarification. The module NetMatrix allows various metrics from the system to be highlighted and drawn into a single report structure, thereby producing a KPI environment. The inclusion of this module in the contract needs to be formalised. End User Training Options - Once the SUS environment (Stage 1a) has been completed training of end users is required. This is initially expected to be in the order of 80 people (and probably 250 by close of project) and a mechanism for training is required. It is generally undertaken on site with local data. Option A - Training via Ardentia Pro Experienced trainers Limited impact on local trainers Con Details of extent of training agreement have not been finalised Limited transfer of knowledge to local training team Additional cost Only covers initial trainees





 



Option B - Training via Local ICT Training Team via Train the Trainer
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Enterprise Intelligence System (EIS) Project – Stage Plan

Pro

Transfer of knowledge to local training team providing resource into the future Reduction in additional cost to Ardentia

Con

Potential delay in getting trainers trained Limited local resource with other projects being deployed

Option C - Training via EIS Development Team Pro Transfer of knowledge to local training team providing resource into the future Reduction in additional cost to Ardentia Con Potential delay in getting trainers trained Not trainers

Option D – Training via Ardentia to Local Information Staff (Initial then Cascade) Local training to senior information managers in organisations who then cascade training to staff identified by them in their organisations Pro Transfer of knowledge to local information team who know the data / information involved Covers initial training to information staff Reduces impact on local training team Reduction in additional cost to Ardentia Con Not trainers

An issue exists with all options – potential lack of training facilities – this projects will require most training at a time when both the NCRS (Community & Mental Health) system will commence major training rollout as well as potentially the county pathology project.

4. Tolerances
General – 10%

5. Controls & Reporting
As per PID

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Enterprise Intelligence System (EIS) Project – Stage Plan

6. Quality Plan
To be defined in sign off criteria by EIS Development Team

7. Resource Requirements 7.1 7.2 Manpower Financial

As defined in outline plan above

TBD – largely based on issues raised on network access, test server environment, modules to be confirmed and training option chosen.

8. Management of Risk
As per PID and Project Summary Spreadsheet

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