Information System Briefing Boston’s Mobile Mammography Van has been helping women receive a free mammography for the past five years. This mobile service travels around Massachusetts with licensed technologists and radiologists on board. Since the beginning of the Mobile Mammography Van all paperwork and documentation has been done manually. “The current lack of a software system introduces risks due to potential regulatory issues, patient safety issues due to potential missed follow-up, as well as program risks due to potential loss of funding” (Wager, Lee, & Glaser, 2009, para. 9). Implementing a new software system will benefit the Mobile Mammography Van greatly. This paper is intended to identify the process for selecting and acquiring an information system, explain how the organizations goals drive the selection process, and identify the roles each organization’s stakeholders play in the selection process.
Selecting and Acquiring an Information System When an organization is selecting and acquiring a new information system there is a great deal of planning and steps they must take to implement the system properly. The first step is to establish a project steering committee. “This committee’s primary function is to plan, organize, coordinate, and manage all aspects of the acquisition process” (Wager, et. al., 2009, pg. 150). After the committee has been formed the project goals should be outlines along with the scope of the project and committee. Many questions will need to be discussed during this step. For example, the committee will need to determine the methods, processes, communication techniques, resources, and type of system that will be used through the selection and acquisition process. Once project goals and the scope of the project are defined the next step is to screen the marketplace and review vendor profiles. “Concurrently with the establishment of project goals, the project steering committee should conduct its first, cursory review of the EMR marketplace and begin investigating vendor profiles” (Wager, et. al., 2009, pg. 152). Separate from the defined project goals should be system goals. These goals pertain to what features are important in a new system and how the organization hopes to benefit from the new system. After all project and system goals are defined the organization should define and prioritize the system requirements. These requirements include preferences from the organization on how they want the system to function. The organization should “… package these requirements into a structure that a third party can respond to …” (Wager, et. al., 2009. pg. 154). The organization can explore other options for acquiring the system by contracting with an application service provider, a system developer, or build in-house, evaluate vendor proposals, develop evaluation criteria, hold vendor demonstrations, make site visits, and check references (Wager, et. al., 2009). One of the final steps in determining which proposed system is right for the organization is to prepare a cost-benefit analysis. This allows the organization to compare cost and benefits of the proposed systems. Once a final system has been selected the organization will create a summary report of the entire process leading to the final selection. “The final step of the system acquisition process is to negotiate a contract with the vendor” (Wager, et. al., 2009, pg. 161).
Organizational Goals that Drive the Selection Process “The selection of a new healthcare information system (HIS) has always been a daunting process for clinicians, health care providers and policy makers” (Gortzis, 2010, pg. 1). This tough selection can be driven by the organization’s goals. The Mobile Mammography Van program has the goal of expanding with a new system by increasing the number of patients, acquiring the ability to handle scheduling g, registration, clinical and demographic data straight from the van, and more easily track patient data. The system will also allow this program to limit paperwork and easily store patient information from the van. The major goal of the Mobile Mammography Van program is to decrease breast cancer in women by early diagnosis and quick follow-up appointments and treatment. With the implementation of a new information system “Entry of the BIRAD result (mammography result) will occur much more quickly and efficiently. Patient follow-up based on the BIRAD will be done more quickly as well” (Wager, et. al., 2009. para. 12). This program has specific goals set to help those who cannot afford medical care receive free mammography’s. To reach this goal the program has decided that selecting a new information system is essential. The Mobile Mammography Van program has used its goal to drive the selection of this new system.
Roles of the Stakeholders Stakeholders consist of individuals or organizations who have interest, investment, or stake in the results of the project. Stakeholders are often a part of the project steering committee and are sometimes considered the backbone of the project. Stakeholders play a major role in the selection and acquisition process. They will provide guidance from the planning to implementation stages of implementing a new information system. Stakeholders will conduct research to find different options and offer input or recommendations for various issues. “Incorporating stakeholders' opinions is valuable for improving decision-making processes and project implementation” (Kivits, 2011, pg. 318).
Conclusion
Before an organization implements a new information system it is important to define the process for selecting and acquiring the new information system. It is also important to determine how the organization’s goals will drive the selection of the system and what roles each of the organization’s stakeholders will play in the selection and acquisition process. Through hard work, a great deal of planning, teamwork, and following many steps the organization can select and acquire a new information system effectively. “Ultimately, the program seeks to decrease breast cancer morbidity and mortality among medically underserved women and increase survival rates for those diagnosed with breast cancer” (Dana-Farber Cancer Institute, 2013, para. 7). Implementing a new information system for the Mobile Mammography Van will allow the program to reach their goals with ease.