2. RalsFreedom Project Management
Methodologies Training
Wednesday Session
Full day discussion of process details
• System Requirements
• Training
• Interfacing
• Testing
• Go-Live
End of Day Recap – Q and A
3. System Setup and Configuration
Analyte Setup
Notification Comments
Calculations and Corrections Setup
Product Overview
System Setup
4. Add a Facility
Edit a Facility
Delete / Inactivate a Facility
Product Overview
Facility Setup
5. Add a Workstation/Location
Edit a Workstation/Location
Workstation Options
Product Overview
Workstation / Location Setup
6. Setup configuration for analyzers.
Edit, inactivate, and delete an analyzer configuration.
Product Overview
Analyzer Configuration
7. Add a panel for configured instruments.
Edit and delete existing panel.
Product Overview
Setup Test Panel
8. Normal and critical range setup.
Edit and delete range
Product Overview
Range Setup
9. Add an Analyzer. ( Hidden settings )
Edit, inactivate, and delete instrument settings.
Product Overview
Add Analyzer
10. Add QC material.
Activate and deactivate QC material
Enable relationship to instrument
Product Overview
QC Material
11. Add a operator group
Edit, inactive and delete operator groups
Group with no permissions for unused operators
Product Overview
Operator Groups
13. Operator certification screen.
Certification of operators and set up testing.
Certification Import.
Product Overview
Operator Certification
14. Add a physician. ( Done by interface.)
Edit, activate, inactivate, and delete physicians.
Group with no permissions for unused physicians.
Product Overview
Physician Setup
15. View patient information from the Patients menu
Add a new patient
Add and Inactivate a John Doe patient
Edit and deleting a patient
Merge patient function
Inactive and purge old patient results
Manually enter results for patient
Product Overview
Patient Management
16. View patient results
Edit a patient result with an exception
Edit a previously processed patient result
Reassigning a patient sample.
Delegating patient results
Reviewing Patient Results
Product Overview
Results Management
19. Roles and Responsibilities
Project Manager
A project manager is the person responsible for accomplishing the stated project objectives.
Project Stakeholders
Project stakeholders are those entities within or outside an organization which:
1. Sponsor a project.
2. Have an interest or a gain upon a successful completion of a project.
3. May have a positive or negative influence in the project completion.
20. Return of all ISW paperwork
Procurement of and installation of server (May
include Alere sales.)
VPN access to hospital network
Server access
Configuration of the analyzer (May include analyzer
manufacture and Alere project manager )
Analytes used in the system
Roles and Responsibilities
Stakeholders
21. Authoring the panels to be used in the system through the
ISW for each analyzer.
Custom demographics if needed.
Complying the location list.
Complying the user list.
ADT authoring and scenario testing.
ADT mapping created.
ADT moved to prod after testing completed.
LIS authoring and scenario testing.
Roles and Responsibilities
Stakeholders
22. Production Results ready to receive data
QA check of the system
Project Signoff sheet
Roles and Responsibilities
Stakeholders
23. All ISWs have been returned and are accurate.
Send interface requirement sheet.
Send all import sheets that are required (Facility,
Locations, Users, QC.)
Confirm server meets required benchmarks.
Install Software ( Is there a test instance? )
1 hour initial POCC training
Confirm all analyzer configurations have been received and
loaded into system.
Roles and Responsibilities
Project Manager
24. Confirm all analytes required are activated.
Confirm all panels are created.
Confirm all custom demographics are created.
Confirm QC information is loaded.
Confirm ADT interface is finished and accurate.
Confirm ADT mapping is finished.
Move ADT interface to prod.
Backup, restore and cleaning of test database to prod.
Roles and Responsibilities
Project Manager
25. Confirm all training has been done.
Confirm Results interface has been tested and is
accurate.
Move Results programming to prod.
Be available for go live day to solve issues.
Monitor system for 1 week after.
Project signoff sheet sent
Completion of all ISO project paperwork
Roles and Responsibilities
Project Manager
26. Recording all steps in tracking system ( sugar? )
Storing all paperwork in the correct places in
SharePoint.
Roles and Responsibilities
Project Manager
27. Project Overview
Stages Timelines, Documentation, Tools
High level overview of Stages
• Stages
• Timelines
Detailed review of timeline
• Documents
• Tools
28. Kick-Off Call:
This call marks the start of your project when all the sales and
licensing paperwork has been completed. This call will include your
full team, the Informatics Executive, and the Alere Informatics
implementation team – the Team Lead, the Interface Resource, and
the Training Resource. During this call, any outstanding questions
will be addressed, timeline and target go-live set, and resources
assigned. Successful completion of the project depends on close
collaboration between the Facility and Alere Informatics. To this
end, weekly conference calls will be held. Record this on the AICS
tracker sheet
Project Overview
High Level Overview of Timeline
29. WEEK 1
Final completion and return of ISWs (customer)
Conference call with stakeholders review ISWs for
completeness and accuracy
Set installation date data manager in place and
devices connected
Installation assigned to Deployment Specialist
Project Overview
High Level Overview of Timeline
30. WEEK 2
Depending on your order one of the following points
will apply:
Alere Informatics supplied server (hardware or
virtual) prepared, or…
Customer supplied server (hardware or virtual)
prepared
Conference call with stakeholders to review progress,
status of server procurement, and answer questions
Project Overview
High Level Overview of Timeline
31. WEEK 3
Continued work on set-up and installation of server
Conference call with stakeholders
iron out remaining details for remote connectivity,
joining server to network, VM Ware conversion, if
applicable, etc.
Next set of documents for completion and reference
are sent including the operator list template.
Project Overview
High Level Overview of Timeline
32. WEEK 4
Conference call with stakeholders review progress
and outstanding tasks
Review of timeline confirm adherence
Confirm availability of POCC and ADT resources for
the following week
Continued work on server and connection to network
VPN tunnel established
Project Overview
High Level Overview of Timeline
33. WEEK 5
Remote connectivity verified
Conference call with stakeholders kick off the next
steps
Deployment Specialist works with POCC on data
manager set up
Interface Resources works with Facility to established
and tested the ADT feed
Project Overview
High Level Overview of Timeline
34. WEEK 6
System Installed and Devices Connected
During this week, the System is fully configured and the devices
are connected
Deployment Specialist works with POCC on completing the data
management set
Training given to POCC and other users of the System on data
management
Conference call with stakeholders to review status and move
forward with the results interfacing
Connectivity and transaction testing of the results interface to
the LIS
Project Overview
High Level Overview of Timeline
35. WEEK 7/8
Results interface set up for hospital verification
testing
Weekly conference call with stakeholders to review
and address any outstanding issues
Hospital conducts testing and signs off on the
provided functionality
Final preparations made for go-live
Project Overview
High Level Overview of Timeline
36. WEEK 9
Go Live
At go-live, result interface pointed to LIS production
POCC sends selected live patients to LIS and confirms
results posted
Result interface set to run automatically
Final training given on managing patient results
Project Overview
High Level Overview of Timeline
38. A. Get assigned project during weekly workload meeting.
(server specs and OP should have already been taken care of by this point )
B. Add your project to Implementation Board
C. Add folder directory to SharePoint
D. Create Project in Sugar.
E. Make sure sales filled in the sales portion of the project sheet otherwise send back to
sales to finish ISO process.
F. Schedule or wait for first meeting depending on who is leading the install process.
Sometimes this is the analyzer manufacture.
G. Scope of Project statement/note in sugar
Project Overview
Detailed Review Steps, Documents and tools
Start of New Project Process
39. The Date the PO was received and the project can
begin.
Record this on the AICS tracker sheet
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
PO Received Alere
40. The Date the server was ordered regardless if it was
ordered by the hospital or Alere
Who ordered the server
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Server Order Date Hospital
41. The date the server has need installed by the hospital.
Specifically the date the IT department has brought the
server up on their network.
Record this date on the AICS workload tracker.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Server Installed Hospital
42. The date the hospital has granted us VPN access and
we have confirmed we are able to connect to the
hospital network and RDP to the server.
Record this date on the AICS workload tracker.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
VPN Access Hospital
43. At this point, if we haven't done so already we need to
send our interface specifications so the ADT and Results
people will know what to expect.
Record this on the AICS tracker sheet when sent and again
when received.
Aegis/Freedom system: Interface specifications,
facility/workstation import, user import, QC material and
all suitable ADT/LIS ISW paperwork found in SharePoint.
Operator Import help sheet
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Send Interface Docs Alere
44. Have a meeting with hospital POCC and step through all
configurations of all go live meters. This may include the
analyzer manufacturer or the project manager may do this
with just the hospital resources on the phone.
Where is the paperwork for each analyzer configuration?
You will have to step through this process in the system.
Be sure you have turned on the required analyzers and add
a fake analyzer to be able to access the configuration.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Configuration Meeting Alere / Manufacturer
45. Once server is installed and access granted the server
must be benchmarked to ensure it is powerful
enough to run all the analyzers the expect to connect
to the system. This tool is accessible n the hidden
settings of the system by using the lds logon. For
further details see Jared's document located in
SharePoint.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Benchmark Server Alere
46. VM Requirements
1. We must have the same hardware resources
dedicated to the virtual environment setup as
we would have for a stand-alone server.
2. All resources must be reserved just for our
installation.
3. Our program must be the only application running
within the virtual server environment that is created.
Project Overview
Detailed Review Steps, Documents and tools
47. This entry indicated the date the server has passed
the benchmark test.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Prerequisites Meet Alere
48. This entry indicated the date the purchased software
has been installed.
Must confirm the purchase of a test instance and
recommend if one may be needed. This includes
situations where hospitals have purchased
connectivity of multiple analyzers but will only be
going live with 1 or 2 at the start.
Send e-mail to Monica to bill client ( still happening? )
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Software Installed Alere
49. Before software can be installed you must retrieve a
license for it. The spread sheet used to generate this
information can be found in SharePoint.
Record the date the software was installed on the AICS
sheet as well as any 3rd party software needed for go live.
Location:
http://ldsdocs/sites/LDSOffice_Docs/Docs/Customers/Comput
eKeys.xlsx
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Software Installed Alere
50. If not completed by now all customer paperwork
should have been sent and returned.
Import sheet for locations/QC/Users
All ISW paperwork location – Found in SharePoint
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Send POCC facility/user/workstation/ QC
import sheets. Also LIS and ADT
paperwork with interface requirements.
Alere
51. Meet with hospitals ADT/LIS resources to ensure ISW
paperwork is accurate and complete.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Schedule meeting with hospital to fill
out interface paperwork ( notice to
interface manager )
Alere
52. Meet with hospitals POCC and give a very brief
overview of the system.
Request for training form is filled out at this point.
Record this date on the AICS workload tracker as well
as the trainer for the account when assigned.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Initial POCC training Alere
53. The date the analyzer configuration has been received. ( It
comes from hospital resources if they are working on
gathering requirements, it comes from the analyzer
manufacturer if they were involved in the meeting or it has
already been configured by Alere during the configuration
meeting.)
Store configuration paperwork in SharePoint.
If Configuration is not done during meeting hand off to
support to input the requirements.
Consult interface support guide to learn how to hook up
analyzers to the system.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Analyzer configuration received /
Setup
Hospital/Alere/Other
54. The date the system is set up to use the requested
analytes and panels the analyzers will be using.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Analytes and Panels loaded Hospital/Alere/other
55. The date the system is set up to use the requested
custom demographics if any.
These changes are made in the
Demographics_Map_En-US.xml
O2Mode_Demographics_Map_En-US.xml
Patient_Demographics_Map_En-US.xml
Customization Guide
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Custom Demographics Hospital/Alere
56. The date all analyzer configurations are loaded for
analyzers that will be resulting patient tests for go
live.
This information should be available in SharePoint.
Record this date on the AICS workload tracker.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Analyzer Configuration Loaded Alere
57. The date all analyzer QC material is loaded and in the
system.
NOTE: AT this point you may only have a few analyzers
hooked up to the system. Please keep in mind that when
you go live new analyzers will be added and the QC
material must be associated with those meters before they
will download the QC materials.
Record this date on the AICS workload tracker.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
QC Loaded Alere
58. The date the hospital has sent back to us the list of
facilities and locations to import into the system.
Requesting a list of locations from Rals+ seems to
work very well here.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Location List Received Hospital
59. The date the hospitals locations have been loaded
into the RalsFreedom system.
Record this date on the AICS workload tracker.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Location List Loaded Alere
60. The date the hospitals user list has been received
from the hospital.
Check the amount of users in the system with the
amount of users the analyzers can hold.
Taking the user list from Rals+ can make this process
difficult. It may contain duplicate data, unnecessary
data and incorrectly formatted data that will drag out
the user import process.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
User List Received Hospital
61. Will the hospital be validating their users on the
barcode or on the operator ID?
How will certifications be done?
All at once?
Through Certification Import Sheet as people are
trained?
Recertification interface? ( multi facility problem )
Online quizzes?
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
User List Loaded Alere
62. With the users loaded Alere should preform the
preliminary training.
Lasts about 2 to 4 hours.
Record this date on the AICS workload tracker.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Preliminary Training Alere
63. This is the meeting the hospitals interface people and
interface people from Alere go over the requirements
before the final build of the interfaces.
Excerpt of the project concerning times for interface
work.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Interface Meeting Alere/Hospital
64. If that were any changes in the meeting or if we are
missing an ISW they must all be received at this point
for the interface analyst to author the interfaces.
All ISW paperwork should also be stored and available
in SharePoint.
Old ADT interface questionnaire. More extensive.
Record this date on the AICS workload tracker.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
ADT/Results paperwork returned Hospital
65. The time it takes the interface analyst to build the
ADT and Results interface according to the
paperwork received.
Record the interface analyst assigned in the AICS
workload tracker.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
ADT/Results Build Time Alere
66. This is the point where the hospital is now responsible
for testing the interfaces to ensure everything is
acting as expected.
We will not provide the hospitals and testing
scenarios for the ADT interface.
Record this date on the AICS workload tracker.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
ADT/Results Testing Time Hospital
67. This is the point where the hospital has tested the
interfaces to their satisfaction.
Get this approval in an e-mail from the hospitals
interface people and the POCC.
Record this date on the AICS workload tracker.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
ADT/Results Approved Hospital
68. Only after all the ADT testing is completed can the ADT
mapping be finished. The POC must work closely with the
hospitals ADT analyst to ensure proper mapping of patient
information.
How location mapping works
Location Mapping Sheet
This step may be skipped if the number of active patient
visits in the hospital will not exceed the number of active
patient visits allowed on the analyzers for the entire
hospital.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
ADT Mapping Finished Hospital/Alere
69. When everything has been completed on the test
system the test database is moved to prod and
cleaned in preparation for live ADT information.
Useful DB scripts
Be sure to move the custom folder
Edit the ldsconnect2.ini telnet connection windows
Create any new ports for live analyzers
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Move Test DB to Production Alere
70. Change the result interface IP and port to point to the
live server
Change the ADT port in the Ldsconnect2.ini to the
agreed upon production port.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Move Test DB to Production Alere
71. Take this time to do a few tests on production with
the POCC to ensure the information from the ADT is
flowing into the system correctly, out to the meters
correctly and out the results interface correctly.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
System Quality Check Alere/Hospital
72. 2 weeks before go live ADT should be up and running
to ensure an accurate patient list when the nurses go
out to the floor to do testing.
2 ways around this would be to have the ADT people
send a 1 month back log from the ADT if available or
the could use the always add function. The always
add function is not as reliable and will generate
admits that may never be discharged.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
ADT live / Results live Alere/Hospital
73. Before go live the main training should be preformed
for the hospital.
Sometimes the main training is put off till a few days
after go live because the customer feels comfortable
with the system and the trainers would like to have
some active patient data in the system to work with.
Record this date on the AICS workload tracker.
Send e-mail to Monica to bill client. ( still happening? )
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Main Training Alere
74. Everyone should be available for assistance this day.
Record this date on the AICS workload tracker.
Send e-mail to Monica to bill client ( still happening? )
Issues to watch out for include but are not limited to
1. Invalid patient errors
2. Unknown/uncertified operator errors
3. Results not passing to LIS
4. ADT not sending admit information
5. ADT mapping incorrect
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Go Live ALL
75. Passive monitoring of the system by Alere
Active monitoring of the system by Hospital.
The helps to ensure customer satisfaction. Any
serious problems in a system are usually found within
this time period and, if resolved quickly, will result in
good customer relations.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Monitor System 1 Week Alere/Hospital
76. Optional training but something that should be
offered to the client.
Record this date on the AICS workload tracker.
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Follow Up Training Alere
77. Marks the closing of the installation project.
Officially when the first result on a live patient goes
through the analyzer, into Freedom, out to the LIS
and posts successfully the software is considered live.
Most clients do not return this sheet. If they don’t just
make a note saying you sent it out. If they do return it
place it in the customers folder in SharePoint.
Project Signoff Sheet
Project Overview
Detailed Review Steps, Documents and tools
Task Name Resource
Project Signoff Sheet Alere
78. 1. Move project sheet to customer folder in QMS
directory in SharePoint.
2. Insert placeholders for signoff sheet
3.Mark project as completed on the AICS board
4. Complete and close project in sugar.
Project Overview
Detailed Review Steps, Documents and tools
Project Wrap up
79. RalsFreedom Project Management
Methodologies Training
Wednesday Session
Full day discussion of process details
• System Requirements
• Training
• Interfacing
• Testing
• Go-Live
End of Day Recap – Q and A
80. Freedom Hardware Specs – What sales people use
Jared's Specs – What we use
Process Details
System Requirements
92. 2 Training Walkthrough Checklists
User Checklist – Admin
User Checklist – Tech
Process Details
Training
93. Material I give to users
Run Anomaly List and how to resolve issues ( now
outdated )
Operator How To
Operator Groups How To
How to merge patient samples
Reports explanation ( now outdated )
Overall quick reference guide
Process Details
Training
94. Interfacing analyzers to the system
Interface Support Guide
Looked for updates to this Guide in SharePoint
Interfacing ADT / Orders and Results
RALS-Freedom_HL7_Interface_Specification_En-US
Process Details
Interfacing
95. Tools for interfacing ADT / Orders and Results
HL7 Analyst – Free, fast, easy
7Edit – Robust functionality, error checking, send
and receive data.
HisEmula – Allows you to send ADT data into the
system for testing and receive results
from your system for troubleshooting.
Process Details
Interfacing
96. Tools for interfacing ADT / Orders and Results
Order in testing – Good for sending custom ADT
messages into the system and receiving
result transmissions.
SQL server scripts for testing
1. Active visits going to meters by facility
2. Active visits going to meters by patient class
3. Breakdown of all analyzers in the system
Process Details
Interfacing
97. Testing procedures can vary greatly depending on what
analyzers you are working with and/or what interfaces
you are working with. If you are working with a
relativity new analyzer that has not been connected
before you will need to depend heavily on the POCC to
confirm, in writing, that everything they expect to
receive from the analyzer is received during the system
quality check phase of the project.
Process Details
Testing
98. HIS/LIS systems can vary greatly as well. Just because
you have worked with a Cerner interface 5 times before
that does not mean you should assume the 6th one you
are working with will be set up the same as the last 5.
This is why it is critical that the hospital and/or the LIS
interface analyst author and step through their testing
scenario to confirm everything is processing correctly.
Alere should be vigilant in making changes when
requested but should never be the one doing the bulk
of the testing or assembling testing scenarios.
Process Details
Testing
99. Testing analyzers
Make sure the analyzer can send all required run
types that are outlined in the interface support
guide then confirm from the POCC that all run types
expected are coming into the system and posting
correctly. Example, istat and the EQC runs.
Overall you will have to read about the
functionality of the analyzer in question in the
interface guide to determine exactly what needs to
be tested.
Process Details
Testing
100. Testing ADT/Results interface
Again the bulk of the testing needs to be done
through the hospitals POCC and the LIS analyst to
determine if there is an unexpected error in their
workflow or to determine what needs to be changed
to cause a result to post. We can only mimic their ADT
and Results interface according to the ISW that was
sent to us. If it is created to ISW specifications and still not
posting or if there is an error in workflow, they will need
to determine the issue and form a resolution.
Process Details
Go-Live
101. All resources should be available to respond on this
day.
Issues to watch out for include but are not limited to
1. Invalid patient errors
Occurs because the patient information was not sent
to the meter for validation. Look to the ADT log to
confirm the patient was sent into the system with an
admit, the confirm routing table is set up correctly.
Process Details
Go-Live
102. 2. Invalid operator errors uncertified operator errors
Occurs when the operator in question has not
been pushed to the meter. This could be
because the operator is not in the system, the
operator is not certified in the system,
communication problems are happening with
the meter when trying to communicate with the
software or operator list is not being pushed to
the meter.
Process Details
Go-Live
103. 3. Results not passing to LIS
If the POCCs are not seeing their results pass to the
LIS you will have to look in the software to determine
the exact issue. Please consult the Run Anomaly list
for further details.
Process Details
Go-Live
104. Any Questions?
Additional topics for discussion
Overcoming roadblocks
Add-ons
Underpowered servers
Non responsive stakeholders
CLEW updates
Process Details
Recap - Q and A