Project Management in Developing A Communicable Disease Surveillance System
Hwa-Gan Chang1 Jacquelin Griffin2 Perry Smith1 York State Department of Health 2Keane, Inc
1New
Division of Epidemiology
Statistical Unit
Bureau of Communicable Disease
Control
Bureau of HIV/AIDS Epidemiology Hospital Aquired Infection Program
Bureau of Sexually Transmitted Disease Control
Bureau of Tuberculosis Control
Timeline of System Evolution
1997 Confcase1
! Counties report Commiunicable
2001 ECLRS2
! Laboratories report Communicable, HIV, Cancer, Lead
2004 PreConf3
! Load ECLRS reports ! Allow ICP to initiate a Case ! SARS Contact Tracking
1
Communicable Disease Confidential Case Reporting System 2 Electronic Clinical Laboratory Reporting System 3 A patient-based system that acts as a ‘bridge’ to link ECLRS with Confcase
Background – Previous Environment
ECLRS
PreConf
ConfCase
Labs
Hospital ICP
State/Regional CD, TB, STD
Upstate LHDs
Paper Reports
Reasons to Change
• Inconvenient and cumbersome to use multiple
systems
• Expensive to maintain multiple systems • Not all data gets transferred between systems,
causing redundant data entry
• The restrictive architectural design of Confcase
System
Background – Current Environment
ECLRS
CDESS
Labs
Hospital ICP
State/Region CD, TB, STD
Upstate LHDs
Paper Reports
Challenges
• Significant time required to navigate • Users were resistant to change • Difficulties in reaching consensus with
multiple stakeholders through an organization for approval
• Competing priorities
Methodology
Project Planning
Project Execution
Project Control
Project Management Methodology
Requirements Definition
Design
Development
Testing/ Acceptance
Implementation
System Development Life Cycle
Methodology - Deliverables
• Project Charter
!Mission !Objectives !Goals !Scope !Metrics !Team members
Project Charter - Objectives
• Create confidential case reports from laboratory data without data reentry • Integrate multiple applications into a single application (Bridge and Confcase) • Provide tracking and case management functions for hepatitis and other diseases (eg. SARS) • Provide patient centric, flexible architecture • Provide secured data access for users
! Local Health Departments by program areas ! State program areas for central and regional office ! Hospital Infection Control Practitioners
Project Charter – Team Members
• State: General Communicable, STD, TB, Immunization, Arthopod-borne, EIP • • • • • State: Regional Office State: Public Laboratory State: Information Technology Local Health Department: 3 Counties 1 Hospital
Methodology - Deliverables
• System Prospectus
!Background !Project Definition !Business Requirements !Security Requirements !Screen Mock-ups !Use Cases
System Prospectus
• Project Definition
! Create a patient-based, integrated system ! Collect laboratory reports from ELCRS to review, update and initiate case reports ! Serve as a hepatitis tracking system to allow monitoring of long term, chronic hepatitis cases
• Business Requirements
! Requirements were compiled by existing functionality in the current system(s) and proposed functionality ! Meetings were held to elicit new business requirements.
System Prospectus con’t
• Security Requirements
Category
Hospital ICP County Region State Program Area Type Data Access Type
Category Value
PFI Codes FIPS Codes 1-4 NY ‘CD’, ‘STD’, ‘TB’, ‘ALL’ ‘SEL’, ‘UPD’, ‘PRI’, ‘HEP’, ‘DEL’,‘DWL’, ‘UPL’, ‘MNT’
Methodology - Deliverables
•Technical Documentation
!Technical Specifications !Mapping documents !Conversion business rules !Database Model
Technical Documentation
• Technical specifications were developed and
included the following information:
! Dependencies ! User Interaction ! Output ! Business Logic ! Process Flow Diagram ! Data Flow ! Exception Handling
Methodology - Deliverables
•Test Plans
!Test Scenarios !Test Cases !Pass/Fail Criteria
•Training
!User manual !County/Region/State users
Testing Plans
• System Testing • Alpha Testing
! System testing was performed by the immediate project team ! Alpha testing was performed by the extended project team ! BETA testing was performed by all counties prior to the release of the application into the production environment
• BETA Testing
Critical Success Factors
• Stakeholder involvement and management • Correct SDLC for environment • Scope Management • Project Sponsor
CDESS Project Timeline
September 2004 2005 Project Charter Approved (9/04) Business requirements- 6 sessions (10/04- 01/05) County approval (02/05)
System Requirements
(02/05-08/05) Use Cases Screen Mock-ups Security Requirements
Coding
(04/05-11/05)
CDESS Project Timeline
2005 2006
Testing
Alpha testing (12/05) Beta testing (1/06) Prepare user guide
Training
Video Conference training 3 sessions (1/05) - state and 57 county users
Implementation
(02/06-03/06)
Revisions
Conclusion
• A dedicated project manager to manage
each phase
• Apply Project Management in the Software
Development Life Cycle (SDLC)
• The first phase of the CDESS system was
implemented within 18 months 800 users
• The product has been used daily by about