Health Care Information Systems

Module 12: Strategic Information Systems Planning

The following objectives should be met by the end of this module:

1. Define a strategic information system plan and list its goals
2. Define and discuss the elements of an Information Systems Strategic Plan
3. Define end-user computing and discuss its importance in the strategic plan of IS
4. Understand the importance of organization-wide policy setting in IS implementation
5. Discuss the four areas of policy for implementation
6. Discuss the importance of a master plan for system development and implementation
7. Describe the ways the system and its software can be developed or acquired 

These notes are intended only to supplement your readings. The best way to ensure each module is absorbed is to complete all the readings prior to reviewing these lecture notes. I will try to highlight what I believe to be the most important topics from your module readings. If you have any questions or concerns or there is something you do not understand, please ask me. You can either post on the webboard the question you have (that way others can benefit from the response), or you can e-mail me if you want a more private response. Either way it is extremely important that you have a complete and thorough understanding of the material for the module.

"Strategic information systems (IS) planning is the process of identifying and assigning priorities to a set of computer applications that will assist an organization in executing its business plans and achieving its strategic goals and objectives."

We have previously discussed why information and the systems within health care are so important and vital to their functioning. Now, we will take the first step towards designing a system that operates efficiently in an organization, this step is planning. This is the most important step in IS design and all future direction will flow from these plans. Managers in this area must take the responsibility for a careful and organized planning process. The goal is to ensure that the system designed supports the strategic priorities of the organization. In healthcare, always remember the ultimate goal is to promote and maintain population health.

Without proper planning, an information system may suffer from "piecemeal" design. This means that computer applications had been established due to the operational crisis of the moment, rather than future planning. This leads to repetitive data collection, duplication of work, systems that are not integrated, and other gaps that may lead to a system that is not effective. Thus, strategic planning for the information systems in an organization can alleviate these and related problems.

Implementing a new computerized information system is an enormous project that requires a large amount of resources. Resources will include not only financial, but also interdisciplinary involvement and time. All departments should be represented in the planning stages of the system, this includes: nursing, dietary, medical staffing, marketing, administration, etc. Outside consultants may also be useful due to their technical expertise. Although, this technical expertise is useless without the input from those within the organization itself.

The "Critical Success Factor" (CSF) concept first arose in the business industry, but has now been embraced by the healthcare industry. It is a concept that can be especially useful in strategic IS planning. CSF indicate key areas in which favorable performances are necessary to ensure the survival and success of an organization. CSF poses the question.."What key performance indicators (information) are needed to measure the attainment of a set of goals whether they are identified at the level of the individual, group, or organization?" In other words, what areas must go right in order for success of the plan? (i.e. success of the IS system)

The two main functions of CSF are:

1. to encourage individual employees to focus on the issues that are most important
2. to help think through and sort of their information needs in these areas

CSF can be identified through five primary sources. These are industry, market, environmental, managerial and temporal. Industry, market and environmental are external factors while managerial and temporal stem from within the organization. The following is a graphical example of CSF found in a healthcare organization for strategic planning of IS.

 End user computing strategies are used when certain priorities are not identified during the planning stages. End user computing offers the potential for expansion within departments after the system is in place. It allows the end user certain freedom in designing specific systems for the departmental use. These include database development and management as well as creation of new functions by programming. If the departments are highly integrated with others in the organization, this must be approached cautiously to ensure data compatibility remains. Data standards, which use common codes and data definitions will help to maintain data compatibility.

Along with data definition standards, data security policies, policies regarding acquisition of hardware and software, and regulations regarding the use of the Internet should be strongly encouraged. This set of organization-wide policies should govern the design, acquisition, and operation of the information system.

Data security is becoming a national issue with the focus on the current pending legislation of the Patient Bill of Rights. Americans are sensitive about the issues of patient confidentiality and access to medical records. As more and more organizations are adopting a computerized medical record, these issues of security must be addressed seriously. Two essential elements of data security are:

1. protecting against system failure or external catastrophic events where information could be lost
2. controlling access to files by unauthorized personnel