Strategic planning for an information system

1. BACKGROUND. This strategic plan was developed by members of the Ontario Nursing Informatics Group (ONIG), an affiliated group of the Registered Nurses Association of Ontario (RNAO), in response to priorities set by its membership. This project management approach is an overview of the step-by-step approach described in the workbook Framework for Planning Nursing Information Systems [1]. 2. PLANNING PROCESS. The first phase, "Getting Ready," of the planning process emphasizes the importance of developing a strategic vision and preparing a business case. The objectives to be attained include a review of the current healthcare trends and state-of-the-art, the development of commitment from managers, and the establishment of a project structure. Secondly, one must "Analyze the Needs" of the health care facility. The current system is reviewed and future information requirements are defined. To facilitate this analysis, a detailed review of the current system is undertaken, the current system costs are identified, the technical and functional requirements are determined, and anticipated costs and benefits are outlined. Phase three, "Choosing a System," involves selecting system(s) that best meet the needs of the healthcare facility. A detailed system review is undertaken; it includes planning for the selection process, developing a request for information and/or a request for proposal, attending vendor demonstrations, attending site visits, and negotiating the contract. "Implementing the System" outlines the project plan for integrating the selected system in the work environment. The activities involved in managing the change process include the identification of the project team, defining the project plan, reviewing the budget, tailoring the system to meet the health care facility requirements, developing policies and procedures, outlining educational requirements, installing new hardware and software, piloting the system, and managing the transition. During the "Going Live" phase, the new system is integrated in the health care facility work activities. To manage this transition, an implementation checklist is developed, all staff that will be using some component of the system is educated, and the old system is converted to the new system. Following implementation of the system, a preventative "Maintenance" program must be developed to ensure the optimum level of functioning of the new system. This includes maintenance of the healthcare facility processes implemented during the conversion and maintenance of the application software and hardware. The last phase of the planning process is "Continuous Quality Improvement" (CQI). This phase stresses the importance of evaluating the system on an ongoing basis. A CQI program should be developed, on-going review must be scheduled, and the evaluation documented and communicated.