Statement of Work For Springfield General Hospital Learning Management System Nicole Bammel Group 2 Northwestern University MMI 408 April 6, 2014 Between: And: Prepared by: Springfield General Hospital Midwest Software Solutions Nicole Bammel Effective Date: April, 6 2014 Under Contract #: Under Contract Name: LMS-12345 Learning Management Systems
Table of Contents 1.0 Introduction... 3 1.1 Project Title... 3 1.2 Background... 4 1.3 Objectives... 4 1.4 Reference to other applicable documents... 5 2.0 Staffing Roles and Responsibilities... 6 2.1 Staffing... 6 Project Manager Contractor... 6 Project Manager Organization... 6 2.2 Roles and Responsibilities Matrix... 7 Contractor Staff, Roles and Responsibilities... 7 Contractor Tasks, Staff, Hours, Rates, Cost... 8 Organization Staff, Roles and Responsibilities... 8 3.0 Key Assumptions... 10 4.0 Risks... 11 5.0 Scope of Work... 11 5.1 Inclusions... 12 5.2 Exclusions... 12 5.3 Deliverables... 13 5.4 Milestones... 14
Statement of Work 1.0 Introduction 1.1 Project Title This work is being performed for Springfield General Hospital in Springfield, Indiana. The hospital is looking for a new continuing education learning management system that will better keep track of everyone s progress. The learning management system will allow the hospital to improve their compliance with continuing education. Online services will include different modules to go through, various exams to take based on the modules, and keeping track of the employees work. It is the hospital s want to obtain assistance from an outside service to provide us with a system to monitor our employee s progress. The scope of the project will consider all of the resources necessary to design and analyze our employees. The scope will also establish a budget for the product installation, maintenance, and continued use. The roles and responsibilities will be outlined as well as those who are responsible to creating contracts and signing off on items. Various stakeholders and business owners include the following Nicole Bammel-Chief Information Officer Sandy Cadichon-Chief Nursing Officer Toni McLaurin-Director of Human Resources Eric Chavez System Operation and Administrators (Compliance Officer) This Statement of Work (SOW) is made and entered by and between Springfield General Hospital and Midwest Software Solutions, Inc. This SOW incorporates by reference the terms and conditions of Contract Number LMS-12345 in effect between Springfield General Hospital and Midwest Software Solutions, Inc. In case of any conflict between this SOW and the Springfield General Hospital Learning Management System Page 3 of 14
Contract, the Contract shall prevail. The Springfield General Hospital and Contractor agree as follows: 1.2 Background The current record keeping of continuing education at Springfield General Hospital is lacking and is in need of improvement. Each unit is currently responsible for providing the continuing education for their employees. The employed physicians are also given continuing education modules to complete but they are not very compliant with them. Other non-clinical employees have education modules that are essential to the hospital, such as HIPAA. One job as the CIO is to make sure everyone is completing these educational modules in good time. Springfield General Hospital was recently visited by the Joint Commission. The Joint Commission took a look at the continuing education records for all employees and the hospital received an unsatisfactory in this area. We are trying to complete this implementation before we implement our new EMR system. Stress levels will be high and this project will need to be done carefully and swiftly. The ease of this product will need to be displayed for all to see to help calm people down. They are in the process of learning a complicated EMR system, learning another system is not what they want right now. We choose a system what is easy to use and maneuver. This will ensure everyone will be able to use it without much trouble. As the CIO of this hospital, I will not stand for an unsatisfactory and will work with the organization to create a better way to keep the records for continuing education. 1.3 Objectives The learning management system will allow the compliance officer to adequately keep track of the employee s continuing education. The objective would be to install an online learning management system and manage all of the employee s progress. This will ensure that all Springfield General Hospital Learning Management System Page 4 of 14
of the hospital s employees complete their education modules on time and adequately. The nurse managers will be able to assign the proper modules to their nurses as it pertains to the specific unit they are on and the general modules for all employees. The system will be managed and kept up to date by the contractor s company. Some IT associates at the hospital will also have access to manage they system if something were to happen where immediate action is needed. If further assistance is needed, they can call in the contractor to help fix the problem. All employees will be required to have a username and password to the learning system and perform the learning modules. Each module will have a required grade to achieve to pass the item. Each module will have a limit of tries to achieve a passing grade. If this passing grade is not achieved, the user will be assigned another module that accompanies the one that was not done well. This will ensure the user is receiving the adequate learning on the topic. The nurse managers will monitor this and keep track of their nurse s progress. 1.4 Reference to other applicable documents Request for Proposal Contractor Contract Employee Online Learning Contract System Use Cases Project Plan Implementation Plan Springfield General Hospital Learning Management System Page 5 of 14
2.0 Staffing Roles and Responsibilities 2.1 Staffing Project Manager Contractor The Contractor s Project Manager is: Name: Al Helpful Address: 3333 Springfield Lane City/State/Zip: Kansas City, Missouri 66103 Organization: Midwest Software Solutions, Inc. Phone: 800-123-4567 Cell: 316-123-4567 Fax: 913-245-6789 Email: LMS@midwestsoftwaresolutions.org Project Manager Organization The Organization s Project Manager is: Name: William Todd Address: 1598 Augusta Dr. City/State/Zip: Springfield, Indiana 32081 Organization: Springfield General Hospital Phone: 800-985-3625 Cell: 654-786-3268 Fax: 654-985-1464 Email: toddwil@springfield-health.org Springfield General Hospital Learning Management System Page 6 of 14
2.2 Roles and Responsibilities Matrix Contractor Staff, Roles and Responsibilities Role Sales/Account manager Responsibility creates costs of service and products for hospital works with hospital to create payment plan Project Manager creates contract with hospital manages contractor staff provides updates and changes to the hospital s CEO approves all changes to SOW IT Installer installs the system on the server and syncs it to all of the computers confirms installation works correctly provides feedback to project manager about status of install works closely with IT security to ensure secure access on site and remote Content supplies list of educational offerings already existing Developer works with Compliance Officer and Director of HR to determine appropriate modules to include in LMS and any new modules that need to be developed specifically for Springfield General Hospital works with Quality Assurance lead to ensure adequacy of product/lms Educator/Trainer Quality Assurance Lead Project Coordinator Contractor Liaison develops a training manual and curriculum for training on the software product schedules and conducts initial software training sessions for clients schedules additional training sessions for clients as needed per client contract may conduct live or web-based training sessions as appropriate periodically reviews modules to ensure appropriateness of content participates and coordinates pilot testing to ensure adequacy/utility of product helps define metrics and insures appropriate data are being captured responsible for oversight and sponsorship/evaluation of the LMS assist Project Manager in coordinating the project between the hospital and contractor keeps the SOW updated as items are changed schedules meetings with project manager and hospital s board of directors liaison between hospital and contractor company works with project coordinator to keep various sections of the SOW up to date keeps the minutes during the meetings and sends them out to both organizations Springfield General Hospital Learning Management System Page 7 of 14
Contractor Tasks, Staff, Hours, Rates, Cost Major Task or Component Individual Contractor Staff Hours per day for each staff Rate (per hour) Cost (per week, not including weekends) Sales/Account John White 9 $90.00 $4,050.00 Manager Project Manager Al Helpful 9 $100.00 $ 4,500.00 Educator/Trainer Craig Steinman 9 $50.00 $2,250.00 Educator/Trainer Joseph Smith 9 $50.00 $2,250.00 Educator/Trainer Andrew Luck 9 $50.00 $2,250.00 Educator/Trainer Chris Ward 9 $50.00 $2,250.00 Educator/Trainer Brianna Pace 9 $50.00 $2,250.00 Educator/Trainer Christine McMann 9 $50.00 $2,250.00 Educator/Trainer William Straight 9 $50.00 $2,250.00 Educator/Trainer Daniel Quinn 9 $50.00 $2,250.00 IT Installer Jessica McCloud 9 $60.00 $2,700.00 IT Installer Allison Harper 9 $60.00 $2,700.00 IT Installer Lawrence Wrap 9 $60.00 $2,700.00 Project Coordinator Lauren Sharp 9 $70.00 $3,150.00 Contractor Liaison Michele Bradley 9 $75.00 $3,375.00 Content Developer Jerome Smith 9 $80.00 $3,600.00 Quality Assurance Kaitlin King 9 $65.00 $2,925.00 Organization Staff, Roles and Responsibilities Function Workgroup/Individuals Primary Responsibility Chief Executive Officer (CEO) Chief Information Officer (CIO) this role was not assigned in our group responsible for the overall management of the hospital leads the suite of executives responsible for developing and promoting the vision and mission of the hospital reports to the board of directors ensures the financial stability of the hospital communicates with external and internal stakeholders decision making authority Nicole Bammel leads and supports major change in organizational processes manages the organization s IT Springfield General Hospital Learning Management System Page 8 of 14
Chief Nursing Officer (CNO) Chief of Medical Staff Director of Human Resources System Operation and Administrators suppliers works with the contractor and hospital to implement learning system decision making authority Sandy Cadichon ensures nursing staff needs are met ensures nursing staff completes education works with CIO to facilitate appropriate LMS to capture expectations of nurses oversees the training of new hires on the system (may delegate responsibility to appropriate RN/educator) drives consensus amongst nursing staff Role not assigned enforces timely completion of LMS by physicians ensures that physicians are abiding by medical staff Bylaws (frequently requires timely completion of LMS) works with CIO to determine best use of technology to facilitate physician education via the LMS Toni McLaurin responsible for training of all new hires responsible for assessment, training and development of all employees assesses talent through use of performance appraisals; may give rewards for good performance oversees organizational leadership and culture ensures compliance with employment and labor laws Compliance Officer-Eric oversees the hospital compliance Chavez program reviews and evaluates the compliance issues of the organization ensures that hospital employees and the board of directors are in compliance with rules and regulations of all regulatory agencies ensures that company policies and procedures are being followed initiates, develops, maintains, and Springfield General Hospital Learning Management System Page 9 of 14
revises policies, procedures, and educational activities related to compliance Products, Data Services, and Facilities two training rooms for classes o each holds 20 people o 3 classes a day in each room o Classes held everyday o Trainers alternate days, 4 trainers a day Access to hospital servers, hardware, and software An area for the contractor and staff to work during planning and implementation stage 3.0 Key Assumptions Unknowns How many employees will attend their classes? Will there need to be make-up classes available? Turnover of employees and managers Status of system when implemented Potential Issues Being implemented around the same time as a new EMR system Employees not being compliant with system New employees and managers coming on during go-live period Contractor Assumptions The hardware and software available will accept the new learning system easily Springfield General Hospital Learning Management System Page 10 of 14
The staff will be compliant and willing to learn the system The hospital will honor all agreements Springfield General Hospital Assumptions Hospital staff will be compliant The Contractor will honor all agreements Training staff will be available during go-live period 4.0 Risks Hospital and Contractor Risks Risk Who Mitigation Strategy Not enough recourses available Hospital for Contractor staff Prepare a room a couple months in advance for the Contractor staff to work while training and implementation Insufficient time to train staff Contractor Budget for extra training classes or make-up classes before go-live Not enough training staff Contractor Prepare for extra trainers in any case there is a trainer that cannot make the trip Parts of the plan are missing Hospital and Contractor Budget for missing items in the plan on both sides. Prepare to change implementation plan to assess missing elements 5.0 Scope of Work The end result of this project is to accomplish a learning management system that allows the nurse managers and compliance officer to easily keep track of the employee s progress. We will try to accomplish what is listed in the inclusion list. Since we are implementing this quickly before we go-live with our EMR system, there is the expectation to learn this system first before we implement the EMR system. This system will be implemented first. Springfield General Hospital Learning Management System Page 11 of 14
5.1 Inclusions Board of Directors needs to be gathered to communicate with the contractor and their staff. They will be responsible for gathering the necessary technology, staff, and items needed for the implementation. CNO will be responsible for working with the nurse managers on learning how to monitor the nurses on their unit s progress. This will be done throughout the training sessions. Special training sessions for managers will be held to show them the full features of the program. Contractor will design and install the software on the hospital s server and make sure it is accessible on all hospital desktops and laptops. Content Developer will design the system and apply the hospital s color scheme and logo. CIO will be contact between IT Installers and Content Developers to help design the system so it is easy to understand and use for all employees Project Manager(s) will be developing different ways to communicate and share documents. A secure Dropbox will be used to share and edit the documents. Final documents will be saved as a PDF to ensure there are no changes made. 5.2 Exclusions Those items below will be the exclusions of our project. Making the usernames and passwords the same as other programs used in the hospital. Not all systems will be able to interact with each other easily. Employees will not be able to complete these learning modules outside of work. Springfield General Hospital Learning Management System Page 12 of 14
5.3 Deliverables The items listed below are the deliverables that are expected as this product develops and the parties that are responsible for the deliverables. The dates of delivery will be included in the Milestones section (5.4) of this SOW. Key Deliverable Responsibility Acceptance Criteria Approval Required Statement of Work Project Manager(s) and Contractor s Adheres to SOW template Project Manager(s) Project Coordinator Hospital CEO Employee Online CNO and Nurse Reviewed by legal CNO Contract Managers counsel and agreed on Executive Staff upon by the executive leadership Contractor Contract Project Manager(s) and CEO Reviewed by legal counsel and agreed on Project Manager(s) upon by the executive Hospital CEO leadership Executive Staff Use Case Sign Off Content Developer Use cases should CIO show a visual diagram CNO and narrative format Project of how the workflow Manager(s) of the learning system will occur Implementation Plan Performance Measure Document Testing Program Plan System Install Project Manager(s), CEO, and CIO CIO and CNO CIO Content Developer and IT Installers Describe the plan of implementation and milestones we plan to accomplish Document describing what performance aspects will be measured and monitored by nurse managers Testing the program during a week in one area of the hospital to see the response of the system System will be deployed on the hospital s servers and pushed out to all desktops and laptops CEO Project Manager(s) CEO Project Manager(s) CIO CEO Project Manager(s) CIO Content Developer Springfield General Hospital Learning Management System Page 13 of 14
associated with the hospital 5.4 Milestones The table below describes the essential dates associated with this project. The overall timeliness of the project will be gauged as the project is started and starts forming. Our hospital has a total of 2,100 employees. With three training classes held a day, we can train 120 employees a day. This will take three weeks to train all of the employees with some days to spare for make-up days and extra time for managers to learn everything. Milestone Date Stakeholders Identified May, 2014 Sign Contract May, 2014 SOW Complete June, 2014 RFP Complete July, 2014 Design Complete August, 2014 User Acceptance September, 2014 Install System on All Computers October 6-10, 2014 Start Training Classes October 13, 2014 Complete Training Classes November 1, 2014 Implementation Date November 10, 2014 Springfield General Hospital Learning Management System Page 14 of 14