Queensland Health System: Implementation of Health IT Project Plan

This report presents a detailed project plan for implementing new health information technology within Queensland Health, focusing on the redesign of the education unit and the integration of electronic health records, particularly in cardiology and respiratory departments. The plan includes a comprehensive overview of the organization's background, problem statement, project goals, and objectives, which aim to improve patient care and streamline information access. A thorough risk analysis plan is outlined, along with a contingency plan adhering to HIPAA Security Standards to ensure data integrity and system availability. The report also provides a work breakdown structure, resource allocation, and a budget breakdown, including vendor and hardware costs. A detailed communication and reporting strategy is also included, ensuring effective stakeholder engagement. The implementation is designed to integrate seamlessly with existing IT infrastructure, improve data management, and enhance the efficiency of clinical pathways, ultimately improving the hospital's service delivery and patient outcomes.

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Queensland Health System Implementation
Name of Course Moderator
Name of Organization
Health Information Technology Project Plan
Name of Student
Date of Submission
Word Count: 2000

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Table of Contents
Introduction......................................................................................................................................3
Background of the Organization......................................................................................................3
Problem Statement...........................................................................................................................3
Project Goal.....................................................................................................................................4
Projective Objectives.......................................................................................................................4
Risk Analysis Plan...........................................................................................................................5
Contingency Plan.............................................................................................................................6
Work Breakdown Structure.............................................................................................................7
Project Resources.............................................................................................................................9
Budget..............................................................................................................................................9
Communication and Reporting........................................................................................................9
Conclusion.....................................................................................................................................10
References......................................................................................................................................12

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Introduction
As a newly appointed manager of the hospital I have been asked to redesign the
education unit. The software for electronic health records need to be implemented into the
hospital. The new functions will assists especially in the areas of cardiology and respiratory
functions performed in the hospital. The new release of software will expand the amount of
information currently shared with polyclinics and community based service programs. The
project funding that will be provided is to assist in the education of staff, clinical pathways and
other tasks that are identified as essential tasks in the hospital.
Background of the Organization
Queensland Health is the public health system of the Government of Queensland. Several
different types of services are provided for the residents of Queensland. From the business aspect
they call for tenders online and for the procurement of the logistics of the health system. The
performance measurements of the health system are based on the quality of the health services,
the health of the population of Queensland, the experiences of patients and the data that is
collected of oral health. The policies of the health system are based on the health service –
directives from the ministry of health and the standards of thee health services need to comply
with the national health standards of the country. The website of the health services provides the
information about the health legislation in the country and in Queensland and other health related
topics to educate the population on the prevention of illnesses. The focus of the health services is
based on the service delivery improvement and efficiency in the processes. The system has a
method of using electronic records which shows that the health system used the health
information technology that is available n the market for the health care industry The health
information technology provides the information of health records of patients, personal –
information of patients, privacy complaints and anonymous complaints under the Privacy Plan of
2015. (QH, 2015)

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Problem Statement
The concept of implementation in the method n which the entire plan that has been
created for a system is put into action when the plan finally becomes a project, The stage of the
concept deals with the
 Allocation of work responsibilities
 Allocation of resources for the project
 Checks that the plan matches the implementation steps and the business plans of a
enterprise
 Sets the performance targets
 Sets the budget that can be spent for the implementation project
 Sets the final completion date of the implementation of the design (Margraf,2016)
The information heath records need to be available to different clinical pathways and the
staff have to be educated in the health information technology that will be implemented in order
to ensure that records are readily available for the staff and the clinical pathways on the patient
records especially in cardiology and in respiratory sections of the hospital.
Project Goal
The goal of the project is to ensure that the new health information technology is
implemented in the hospital using a proper implementation plan for the project that will be
completed within the budget that is allocated for the project. It should be seamlessly integrated
with the legacy information technology that is in existence in the hospital and will have seamless
functions with all the clinical paths where the heath records of patients and new patients are
needed. The goal is also to lower the costs of information and to make information readily
available for the treatment team (Khan, 2013).
Projective Objectives
The volumes of data have increased in large quantities and floats through the internet in an
unstructured manner which has hidden information of value for health services. When this data is
captured by the system and it is processed to legal and intelligent information (Newton, 2015),
the data becomes valuable and useful to support business decisions. Business intelligence in

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healthcare helps to provide the insights into the patients’ records. The objectives of the project
are:
 To meet patients’ requirements
 To ensure that the family and patients can access all the information
 Improve the behaviour patterns of treatment teams by making information readily
available to them
 Improve visibility of the health organization
 Increase the levels of efficiency
The objectives of the project are also to combine business intelligence is the combined details of
with the inclusion of:
 Data from cloud – computing
 Data from healthcare – collaborations
 Data from different data centres
 Information from data management (Palmerini, 2014)
 Data from virtualized platforms
 Data from Innovations
 Data from security surveillance
 Data from different types of software/storage systems
 Big – Data (O’Donoghue,Herbert,2012)
Risk Analysis Plan
The risk management plan will consist of the:
 The identification of the risks to the implementation of the health information records
integration
 Find the options that can be used for the risks
 Prioritize the risks in order to mitigate them
 Assess the exposure of the new system with the risks identified
 Select a risk management team
 Communication the risks

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 Prepare a budget for the removal of the risks that have been identified
 Gain approval
 Implement the selected solution
 Test it (Schroeder, 2011)
 Monitor the solution and improve it depending upon the risk level (Nadu et al., 2017)
Contingency Plan
The HIPAA Security – Standards will be followed for the contingency plan. The areas that
will be focused on in the contingency plan are:
 Integrity of the system
 Confidentiality of the patient information in the system
 Availability of the health electronic system
The pre test security of the contingency plan will include:
 The deadline for HIPAA security standards
 The reasons why a contingency plan has been developed
 The people who are responsible to monitor the contingency plan when it is developed
 The location of the contingency plan which is the hospital
 Continuous improvements to the contingency plan in case of any event occurring.
There are 7 process steps that will be implemented in the contingency plan for the health
information records especially for the cardiology and the respiratory unit. The 7 steps that will be
implemented are:
 Assessment of the current situation
 Identification of the risks involved in the implementation of the new system
 Preparation of the contingency action plan
 The decision as to when the plan can be activated and under what circumstances
 Communicate the plan
 Train the people and the stakeholders
 Test the plan
 Monitor the contingency plan continuously. (Furukawa et al., 2008)

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The purpose of the contingency plan is to avoid any disruptions in the information system
which is needed for the treatment teams, it is also to ensure that the security standards are
complied with when the new health care record system is implemented in the hospital. The
importance of the contingency plan that has been developed is to ensure that the data remains
confidential, the integrity of the data is not compromised and the data is readily available for use
for the treatment teams in the hospital with clear access for al clinical paths to the stored
information in the system. It will also protect the new electronic information system from
anticipated threats or hazards to the persona information of patients. (Chaudhury et al., 2006)
Work Breakdown Structure
The overall project will be outlined, the deliverables will be listed, each task will be listed
and the activities in each task will be listed, the milestones that need to be reached will be placed
and the deliverables of the project will be documented.

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(Hans, 2014)
The project initialization, development of the project charter and the project plan,
analyzing the needs of the hospital, designing the system constructing the system, testing it
completing the miles tones that need to be achieved in the project, implementing the project,
closing the project and evaluating the project are the work breakdown structure that will be
followed. The tam for the project will be selected earlier and the tasks will be allocated
accordingly. (Bakar, 2012)

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Project Resources
The resources required to complete the project are the project charter approval, a budget,
the human resources, the development team, the design team, the information technology
engineers, the communication system, the testing system and the operators to input the health
information of the patients into the system. The software developers, the applications and the
suitable hardware will also be required for the project (Campbell et al., 2007).

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Budget
The budget that has been allocated at the high level is $ 500,000. This needs to be broken
down according to the work break down structure that has been shown above and the costs of
each activity which will be done when all the tasks are allocated to the team members and those
who are being hired for the project.
Labour cost

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Besides there will be hardware and vendor costs as follows:
Hardware - $80,000
System training - $100,000

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Support from vendor - $175,000
Total vendor costs - $325,000
Communication and Reporting
The components that will in the communication plan are shown in the above figure. The
communication with stakeholders will be done weekly, the communication with the investors
will be done bi-weekly, the communication with the employees will be done weekly and the
responses for the leadership and the stakeholders will be done as and when the queries come in,
specific communication persons will be allocated the tasks of keeping all the stakeholders
informed. The stakeholders will be identified the type of messages that will be used to
communicate are presentations, meetings, emails, text messages and reporting systems with
status reports. The frequency of the communication has already been mentioned above and the
source of the messages will be the project and the information gathered from the project team
every week (Brailer, 2004).
The reporting system for the project will depend upon when the reports need to go out.
The week reports will go out to all the stakeholders, the status reports will go out bi weekly and
the statutory reports will go out monthly as per the formats provided. There will be specific
persons that will be given the task to communicate to the leadership, the internal stakeholders,
the external stakeholders and the government agencies who need to be kept informed about the
project. Communication methods are vita because of which the responses to the queries of
stakeholders will continue to be provided on a need to know basis. The information and the
responses will be provided using email, phone calls, text messages and social media engagement.
This will also help all the customers of the hospital to remain updated about the new technology
that is being implemented for their convenience. Health costs are rising and so are treatment
costs therefore any amount of efficiency and cost savings that can be made can be passed on to
the profit margin of the hospital and or the customers of the hospital. (Emke, 2017)
Conclusion
The project framework has been developed for the project of implementing software and
hardware for the electronic records system, in the hospital where I work. The framework takes

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into account the purpose of the project, the goals of the project, the objectives of the project the
type of work breakdown structure that will be used, the risk analysis plan steps that will be
followed the reasons why a contingency plan has been added to the project plan and the method
in which the communication and responses will be provided to the stakeholders of the project.
The heath information technology system is an expansive system but it can be smoothly
implemented if the above mentioned project plan is followed and the steps are taken into
account. Analyzing the needs of the project it would be good to use the waterfall project model
as this will contain costs and to disallow any type of scope creep to set into the project to delay
the implementation schedule.

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References
Bakar, N.(2012). WBS Project, Pdf., pp: 1-29,Linked In, retrieved on June 1st 2018
Brailer, D. (2004). The decade of health information technology, HHS Report, retrieved on June
1st 2018
Campbell, E. M., Sittig, D. F., Ash, J. S., Guappone, K. P., & Dykstra, R. H. (2007). In reply to:
"e-Iatrogenesis: The most critical consequence of CPOE and other HIT, Journal of the American
Medical Informatics Association, retrieved on June 1st 2018
Emke,D.(2017). Five Step Process for RA Capital Project Communication Plan, Reston,
retrieved on June 1st 2018
Furukawa, M. F., Raghu, T. S., Spaulding, T. J., & Vinze, A. (2008). Health Affairs, 27, (3),
865-875, retrieved on June 1st 2018
Hans, R. (2014). Work Breakdown Structure: A tool for software project scope verification.
Retrieved 9 January 2017, from https://arxiv.org/ftp/arxiv/papers/1308/1308.2876.pdf
Khan, A. (2013). Project Scope Management. Retrieved 9 January 2017, from
https://brainmass.com/file/225952/Khan.pdf
Margraf,B.(2016) Business Systems Planning, Chron, retrieved on June 1st 2017
QH(2016) Health Systems and Governance, Queensland Government, retrieved on June 1st 2018
Newton, P. (2015). Managing Project Scope. Retrieved 9 January 2017, from http://www.free-
management-ebooks.com/dldebk-pdf/fme-project-scope.pdf
Palmerini, E. (2014). Guidelines on Regulating Robotics. Retrieved 9 January 2017, from
http://www.robolaw.eu/RoboLaw_files/documents/robolaw_d6.2_guidelinesregulatingrobotics_
20140922.pdf
Schroeder, B. (2011). Risk Management - A Key Requirement for Project Success. Retrieved 9
January 2017, from http://www.ap-networks.com/download-document/18-risk-management-a-
key-requirement-for-projects-success.pdf

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