Typical EDMS resourcing requirements

Key roles for the EDMS Programme team

The following roles are key to the successful implementation of an EDMS:

The Project Manager will:

  • Manage day-to-day supplier relationship(s).
  • Authorise expenditure against the project budget.
  • Authorise any necessary remedial action if the project terms of reference or project tolerances are exceeded.
  • Co-ordinate the delivery of the project.
  • Direct the project forward on a day-to-day basis.
  • Be the guardian of the project timetable.
  • Supervise the project team.
  • Prepare all plans for project board approval.
  • Monitor overall progress and initiate corrective action where necessary.
  • Update the project board on progress against plan.
  • Operate procedures for issue, change and risk management.
  • Ensure that the project products are delivered as agreed.

The Training Manager will:

  • Oversee the development and delivery of training to Hospital staff
  • Help develop the products required for the specification of supplier-led ‘Train the Trainer’ sessions.

Specific responsibilities will include:

  • Training Needs Analysis – to identify key stakeholder training requirements
  • Training Strategy – to ensure that ‘the right people receive the right training at the right time’
  • Training Design – including topics to be covered, physical training environments and required support materials
  • Management of training administration and assessment processes – the ongoing support of Hospital staff in the administration of user training, and the processing of assessment returns by its attendees.

The Clinical Change Lead or CCIO will:

  • Be responsible for the methodical investigation, analysis and documentation of all or part of a business in terms of business functions and processes, and the information they use.
  • Be responsible for the definition of requirements for improving any aspect of the processes and/or systems and for the creation of viable specifications in preparation for the improvement of business processes and/or the construction of information systems.
  • Assist in the development of the programme’s benefits management strategies.

The appointed person will work as part of the EDMS programme change team in support of the following activities:

  • Stakeholder engagement – working with key stakeholders to identify requirements and issues that will adversely impact the transition to the EDMS viewer.
  • Identification and mapping of current and future process and patient flow models for departments and operational units in the Hospital.
  • Production of a formal report on a per department basis – this report will identify current ‘as is’ and ‘to be’ processes for formal review (and sign-off) by each individual department. The report will detail information pertinent to each department, including a training strategy for that department, a list of currently used forms, and new operational procedures.
  • Service Improvement Analysis – detailing the service improvements identified from the future state process models
  • Organisational Readiness Assessments – to assess business-readiness to deploy all or part of the scanning and EDMS and the change processes that are required to support the operational system.
  • Cutover Planning – to minimise business impact and deliver any expected service
  • Business Continuity Planning and Management – to provide adequate mitigation for possible solution impacts, including any solution component failure
  • Transition Planning and Management – to ensure that all possible business impacts are identified and their mitigation activities are planned and adequately resourced (including agreed use of Hospital staff).
  • Establishment of Change Networks – to ensure that adequate internal Hospital support structures are established to support the solution during and after implementation.
  • Post Go-live Assessment – support the review processes that will consider the broader strategic and operational impact of the EMR and recommend areas of further development and expansion for the service.

The role of the User Acceptance Testing team is to:

  • Quality assure specific end-products as requested by the Project Manager
  • Prepare any necessary test scripts and identify scenarios for testing
  • Highlight potential problem areas and possible solutions where appropriate
  • Provide opinions and comments as requested on any specific issues that arise during the project
  • Be responsible for acceptance of the system
  • Ensure user documentation is delivered and appropriate training carried out

The role of the Technical lead is to:

  • Provide a focal point for discussions with the supplier technical architect
  • Arrange installation of necessary hardware
  • Provide input to solution of technical issues
  • Roll out selected software
  • Ensure adherence to technical standards
  • Ensure capacity and security requirements are satisfied
  • Ensure that appropriate procedures are in place to support the system becoming operational

The role of the Systems Development/Integration lead is to:

  • Provide a focal point for discussions with the supplier application designers and developers
  • Provide input to solution of technical issues and in particular systems integration
  • Provide development capability that will code, test and deliver the various interfaces/feeds required