Statement of Work - Nicole Bammelnicolebammelcapstone.weebly.com/uploads/4/5/0/3/...Statement of Work 1.0 Introduction 1.1 Project Title This work is being performed for Springfield

Statement of Work

For

Springfield General Hospital Learning Management System

Nicole Bammel

Group 2

Northwestern University

MMI 408

April 6, 2014

Between: Springfield General Hospital

And: Midwest Software Solutions

Prepared by: Nicole Bammel

Effective Date: April, 6 2014

Under Contract #: LMS-12345

Under Contract Name: 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

Springfield General Hospital Learning Management System Page 3 of 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


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


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


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: [email protected]

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: [email protected]

mailto:[email protected]


2.2 Roles and Responsibilities Matrix

Contractor Staff, Roles and Responsibilities

Role Responsibility

Sales/Account

manager 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

Developer supplies list of educational offerings already existing

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 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

Quality

Assurance Lead 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

Project

Coordinator 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

Contractor

Liaison 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


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

Manager

John White 9 $90.00 $4,050.00

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)

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

Chief Information

Officer (CIO)

Nicole Bammel leads and supports major change in

organizational processes

manages the organization’s IT


suppliers

works with the contractor and hospital

to implement learning system

decision making authority

Chief Nursing

Officer (CNO)

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

Chief of Medical

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

Director of Human

Resources

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

System Operation

and Administrators

Compliance Officer-Eric

Chavez

oversees the hospital compliance

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

http://en.wikipedia.org/wiki/Leadership

http://en.wikipedia.org/wiki/Organizational_culture

http://en.wikipedia.org/wiki/Labour_law

http://en.wikipedia.org/wiki/Labour_law


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


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

for Contractor staff

Hospital 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.


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.


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

Project Coordinator

Adheres to SOW

template Project

Manager(s)

Hospital CEO

Employee Online

Contract

CNO and Nurse

Managers

Reviewed by legal

counsel and agreed on

upon by the executive

leadership

CNO

Executive Staff

Contractor Contract Project Manager(s)

and CEO

Reviewed by legal

counsel and agreed on

upon by the executive

leadership

Project

Manager(s)

Hospital CEO

Executive Staff

Use Case Sign Off Content Developer Use cases should

show a visual diagram

and narrative format

of how the workflow

of the learning system

will occur

CIO

CNO

Project

Manager(s)

Implementation Plan Project Manager(s),

CEO, and CIO

Describe the plan of

implementation and

milestones we plan to

accomplish

CEO

Project

Manager(s)

Performance

Measure Document

CIO and CNO Document describing

what performance

aspects will be

measured and

monitored by nurse

managers

CEO

Project

Manager(s)

Testing Program

Plan

CIO Testing the program

during a week in one

area of the hospital to

see the response of the

system

CIO

CEO

System Install Content Developer

and IT Installers

System will be

deployed on the

hospital’s servers and

pushed out to all

desktops and laptops

Project

Manager(s)

CIO

Content

Developer


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

Statement of Work - Nicole Bammelnicolebammelcapstone.weebly.com/uploads/4/5/0/3/...Statement of Work 1.0 Introduction 1.1 Project Title This work is being performed for Springfield

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