Work Breakdown Structure (WBS) for EHR System Implementation

This article provides a detailed Work Breakdown Structure (WBS) for the implementation of an EHR system. It covers the project goals, objectives, scope, and constraints. The article explores the activities, tasks, and deliverables involved in the implementation process. The WBS is divided into ten activities, each with its own set of tasks, responsibilities, and deliverables. The article also includes milestones and references.

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EHR System
Work Breakdown Structure (WBS)
7/7/2018

Work Breakdown Structure (WBS)
Table of Contents
Introduction..............................................................................................................................................................2
Project Goals & Objectives......................................................................................................................................2
Project Scope Statement...........................................................................................................................................2
Assumptions & Constraints.................................................................................................................................3
Work Breakdown Structure (WBS).........................................................................................................................3
Activity A: Initiation & Planning........................................................................................................................4
Responsibility..................................................................................................................................................4
Tasks................................................................................................................................................................4
Deliverables.....................................................................................................................................................4
Activity B: System Evaluation............................................................................................................................5
Responsibility..................................................................................................................................................5
Tasks................................................................................................................................................................5
Deliverables.....................................................................................................................................................5
Activity C: Selection & Acquisition....................................................................................................................5
Responsibility..................................................................................................................................................5
Tasks................................................................................................................................................................5
Deliverables.....................................................................................................................................................6
Activity D: Milestone 1.......................................................................................................................................6
Activity E: System Design & Development........................................................................................................6
Responsibility..................................................................................................................................................6
Tasks................................................................................................................................................................6
Deliverables.....................................................................................................................................................7
Activity F: Milestone 2........................................................................................................................................7
Activity G: System Implementation....................................................................................................................7
Responsibility..................................................................................................................................................7
Tasks................................................................................................................................................................7
Deliverables.....................................................................................................................................................9
Activity H: Milestone 3.......................................................................................................................................9
Activity I: Control & Closure..............................................................................................................................9
Responsibility..................................................................................................................................................9
Tasks................................................................................................................................................................9
Deliverables...................................................................................................................................................10
Activity J: Milestone 4...........................................................................................................................................10
References..............................................................................................................................................................11
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Work Breakdown Structure (WBS)
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Work Breakdown Structure (WBS)
Introduction
The project includes the implementation of an EHR system in the provider’s office with an
aim to make the referral processes easier, enhance the data management and handling
efficiency, enhancement of information security, and patient records maintenance. There are
currently various issues that have been witnessed with the existing system. Some of these
issues include data duplication and replication, deteriorated quality of care, and reduced
patient satisfaction because of the same. The system that will now be implemented will allow
the resolution of all of such issues and will allow enhanced quality of care through
streamlining of all the processes. Also, the ease of operation will improve that will lead to the
enhanced satisfaction for the patients as well as for the providers.
In order to adequately implement the system, Work Breakdown Structure (WBS) has been
developed to list out all the system activities, tasks in each activity, responsibility associated
with each of the activities, deliverables, and milestones. Work Breakdown Structure,
popularly known as WBS is a tool that is used to represent the project tasks and activities in
hierarchical manner. There are levels that are included in the WBS to represent a tree like
structure for the project tasks and activities in the form of packages and sub-packages. There
is a detailed WBS included for the project in this case.
Project Goals & Objectives
 To implement an EHR system for the provider’s office as per the functional, non-
functional, and user requirements
 To carry out system evaluation, selection, and acquisition activities effectively and
adequately
 To accomplish all of the project tasks and activities as per the schedule estimated for
the project
 To accomplish all of the project tasks and activities as per the budget estimated for the
project
Project Scope Statement
To implement an EHR system for provider’s office as per the requirements identified for the
same. The following activities will be carried out by the resources in the project team
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Work Breakdown Structure (WBS)
 Conduction of the feasibility study for the system on the aspects as technical,
operational, environmental, and economic feasibility
 Conduction of requirements elicitation techniques to identify the system requirements
in the areas as functional, non-functional, and user requirements
 System evaluation on the basis of the evaluation criteria and market analysis of the
systems included in the list (Mirza, Pourzolfaghar & Shahnazari, 2013)
 Scheduling of vendor demonstration activities and selection & acquisition of the
system
 Contractual and licensing activities on the system finalized
 Design and development activities covering workflows, business rules, processes, and
master database
 Data migration tasks
 System implementation – training, testing, and infrastructure changes (Dalcher, 2015)
 Management of the system changes
 System reviews, audits, and inspections
 Final documentation
Assumptions & Constraints
 Project client along with the project stakeholders will be available for communication
and the business case will also be provided by the project client
 The project tools and equipment along with all the project activities will be funded by
the project client
 The project will be completed in the timeframe of 6 months
 The project resources required to carry out the activities will be available during the
project lifecycle
 Vendors and third-party resources will be involved in the project and will be open for
negotiations
Work Breakdown Structure (WBS)
WBS is a tool that is used to represent the project tasks and activities in hierarchical manner.
There are levels that are included in the WBS to represent a tree like structure for the project
tasks and activities in the form of packages and sub-packages. The WBS illustrated below in
an activity-based WBS that has been explained in detail. There are project activities that are
listed and each of these activities includes responsibility, tasks, and deliverables. The
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Work Breakdown Structure (WBS)
deliverables shall be provided by the responsible resources after carrying out the tasks listed
under each activity (Hans, 2013).
Activity A: Initiation & Planning
Responsibility
Project Manager, Finance Officer, Business Analyst, Data Analyst, Medical Specialist
Tasks
1. Kick-off meeting with the project client and internal meeting among the team
members
2. Conduction of feasibility study – technical, operational, economic, environmental
3. Development of project charter and its approval from the project client
4. Requirements elicitation techniques – interviews, domain analysis, observation, and
group discussions
5. Requirements analysis and classification in the categories as functional, non-
functional, and user
6. Listing of the key processes of the system
a. Patient records management
b. Data protection and privacy
c. HIPAA Compliance
d. Reporting & maintenance of medical history
e. Provider – Patient association
f. Ease of system usage and access
7. Development of project scope, budget, and schedule using bottom-up estimations,
Gantt chart, and work breakdown structure
8. Development of communication plan, stakeholder listing & management, risk
management, and quality planning
Deliverables
 Project Charter Document
 Project Plan
Activity B: System Evaluation
Responsibility
Market Analyst, Medical Specialist, Data Analyst
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Work Breakdown Structure (WBS)
Tasks
1. Development of evaluation criteria for EMR systems
2. Listing of 12 EMR systems to select from and evaluation of each
3. Development of final list of three – NueMD, athenahealth EHR, AdvancedMD
(Garcia-Fornieles, Fan, Perez, Wainwright & Sehdev, 2003)
4. Analysis of the project budget and mapping it with system acquisition budget
5. Market analysis of the three finalists
6. Documentation of pros and cons of each of the three systems
Deliverables
 List of EMR systems to be evaluated
 Details of three shortlisted systems
 Market analysis report of each of the three systems
Activity C: Selection & Acquisition
Responsibility
IT specialist, Project Manager, Business Analyst, Legal Specialist, Medical Specialist, Third-
party negotiator
Tasks
1. Development of supplier selection scorecard on the basis of evaluation criteria
2. Analysis of the three systems using the supplier selection scorecard
3. Site visits for observation of the system and collection of references from offices
already using the systems
4. Demonstration exercises with the vendors and selection on the basis of the parameters
as
a. Key features and unique selling point of the system
b. Training and support facilities (Sharon & Dori, 2015)
c. Documentation that would come along with the system
d. Systems interfaces and compatibility details with other hospital systems and
sub-systems
e. Licensing details – Per user-named/concurrent
f. Details of information security features, data protection and privacy
capabilities
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Work Breakdown Structure (WBS)
g. IT requirements – server needs, network bandwidth & needs in case of cloud
implementation, technological enhancements
h. IT infrastructure needed to implement the system
5. Final selection of the system
6. Development of contract covering terms of agreement and services
7. Signing of the contract with the vendor
8. Negotiation activities – price, services, implementation, support, training, IT needs,
budget, and schedule
Deliverables
 Report on the demonstration activity of each of the three systems
 Contractual terms with the vendor
 Final contract signed by all the parties involved
Activity D: Milestone 1
Signed contract with the vendor on the system that shall be acquired
Activity E: System Design & Development
Responsibility
Database Expert, Data Engineering, Data Analyst, System Designer
Tasks
1. Configuration details of the new system from subject matter expert
2. Development of the system workflows and activity diagrams with the aid of the super
users
3. Development of the process steps and master database for the system
4. Development of the business rules, organization structures, and blueprint
5. Re-engineering activities to fit as per the best practices applicable to the system
6. Changes in the existing processes through re-engineering system activities
7. Development of a data migration plan for migrating the data from old to new system
8. Migration of legacy patient data from the old system to the new system
9. Migration of the patient records, data properties, patient-provider maps, and medical
history
10. Maintenance of HIPAA compliance and regulatory standards while migrating the data
sets
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Work Breakdown Structure (WBS)
11. Earned value analysis to determine the cost and time values and variance
12. Cleansing data activities as per the estimated budget and schedule
13. Scanning data activities using automated legacy data management tool to identify the
records that need to be retained
14. Completion of the data migration activities
15. Migration of the existing system services to the new system
Deliverables
 System workflows, process, and business rules
 Data migration plan
 Data migration report
Activity F: Milestone 2
Migration of the existing data sets in the old system to the new system while keeping the data
attributes and properties intact
Activity G: System Implementation
Responsibility
Third-party vendors, Implementation Head, Trainers, Project Manager, System Tester,
Security Tester, Performance Tester
Tasks
1. Development of a training plan covering training schedule, training requirements, details
of the trainer, and training environment
2. Development of the training material and coordination with the vendors on the same
(Subhan, 2014)
3. Conduction of learner analysis
4. Involvement of super users in assisting new users with the newly deployed system
5. Development of practical scenarios and environment for training
6. Conduction of trainings – answering of the queries of the trainees
7. Follow up and feedback activities to understand measure the effectiveness of the sessions
8. Development of test plan covering testing activities, roles and responsibilities, test
scenarios, defect logging and management process
9. Develop a test plan for the new system.
10. Conduction of the testing activities as
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Work Breakdown Structure (WBS)
a. System testing to validate and verify the incorporation of all the functional
requirements of the system
b. Integration testing to validate and verify that all of the system components work
together as a single unit
c. Security testing to make sure that the system is secure from all the security risks
and attacks and is capable of detecting, preventing, and controlling the same
d. Regression testing to verify the resolved defects and understand their impact on
the existing functionalities and features of the system
e. Performance testing to validate and verify the system response time, throughput
time, and load balancing efficiencies
f. Usability testing to validate and verify the system usability, ease of usage,
navigation and layouts
g. Database testing to validate and verify the functioning of the database and
reliability of the same to provide the users with the valid information at all times
11. Use of defect reporting and management tool to develop an issue log. The log would
include the summary and details of each of the issue reported, resource assigned for
resolution, and resolution period.
12. Documentation of escalation procedures to be followed to report the matters to the
vendors
13. Development of bridges and interfaces
14. Documentation of the bridges
15. Addressing and resolution of compliance and information security issues
16. Review of audit logs and trails
17. Data verification and validation activities
18. Password and information security, user rights and permissions
19. Implementation of information security tools and controls for the new system covering
a. Advanced access control using role based and attribute based access control
b. Multi-fold authentication practices using single sign on, biometric recognition,
and one time passwords
c. Data encryption using advanced encryption standard and hashing algorithm
d. Anti-malware and anti-denial tools
20. Assessment of the current IT infrastructure and the loopholes in the same
21. Design and development of the IT infrastructure as per the needs of the system
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Work Breakdown Structure (WBS)
22. Upgrade activities for the servers, networks, and workstations to incorporate the technical
requirements of the new system
Deliverables
 Training plan
 Test Plan
 Defect Report
Activity H: Milestone 3
Implementation of the system
Activity I: Control & Closure
Responsibility
Project Manager, Quality Assurance Associate, Technical Writer
Tasks
1. System Inspections, reviews, and audits
2. Submission of the reports and implementation of the changes highlighted in each of
these reports
3. Change management activities
a. Change planning including development of a change request form
b. Analysis of the approved changed requests and execution of the changes
(Andrade, Albuquerque & Teofilo, 2016)
c. Management and reinforcement of the changes
4. Quality Assurance and control activities for continuous improvement of the system
5. System Documentation – User manuals, assistance & support guide, frequently asked
questions
6. Performance measurement of the resources using the key performance indicators as
360 degree feedback, absenteeism rate, and ratings
7. Reflection exercises and documentation of the lessons acquired during the project
8. Development and submission of project closure report
Deliverables
 Performance measurement report for each of the project team member
 Review/audit/inspection report
 Project closure report
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Work Breakdown Structure (WBS)
Activity J: Milestone 4
Completion of the all the project tasks and activities and submission of the project closure
report as the final deliverable
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Work Breakdown Structure (WBS)
References
Andrade, P., Albuquerque, A., & Teófilo, W. (2016). Change Management: Implementation
and Benefits of The Change Control in the Information Technology Environment.
International Journal Of Advanced Information Technology, 6(1), 23-33. doi:
10.5121/ijait.2016.6102
Dalcher, D. (2015). Going Beyond The Waterfall: Managing Scope Effectively Across the
Project Life Cycle. Project Management Journal, 46(1), e2-e2. doi:
10.1002/pmj.21475
Garcia-Fornieles, J., Fan, I., Perez, A., Wainwright, C., & Sehdev, K. (2003). A Work
Breakdown Structure that Integrates Different Views in Aircraft
Modification Projects. Concurrent Engineering, 11(1), 47-54. doi:
10.1177/1063293x03011001005
Hans, R. (2013). Work Breakdown Structure: A Tool for Software Project Scope
Verification. International Journal Of Software Engineering & Applications, 4(4), 19-
25. doi: 10.5121/ijsea.2013.4402
Mirza, M., Pourzolfaghar, Z., & Shahnazari, M. (2013). Significance of Scope in Project
Success. Procedia Technology, 9, 722-729. doi: 10.1016/j.protcy.2013.12.080
Sharon, A., & Dori, D. (2015). A Project–Product Model–Based Approach to Planning
Work Breakdown Structures of Complex System Projects. IEEE Systems Journal,
9(2), 366-376. doi: 10.1109/jsyst.2013.2297491
Subhan, A. (2014). Develop/Manage Staff Training Plan. Journal Of Clinical Engineering,
39(1), 8-9. doi: 10.1097/jce.0000000000000004
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