PECC Project Aims
Ballarat/VHA Project Aims
Phase 1 - complete December 1997
Phase 2 - post December 1997
Project management, steering and working groups
Project communications - email
Development of functional specifications for VHA and BBH computer systems
Establishment of EDI 'carrier' and appropriate mechanisms
Collection of 'base-line' data for evaluation purposes
Infrastructure development
Internet Web access for BBH pharmacy staff
Software/system development: VHA
Software/system development: BBH (STOCCA)
Testing
Live operation & 'bedding down'
Data collection period
Evaluation & Reporting (Phase 1)
Appendix A - Overview of Functional Requirements of VHA Warehouse system
Appendix B - Overview of Functional Requirements of BBH Pharmacy system.
Appendix C - Project Evaluation Criteria
PECC Project Aims:
Ballarat/VHA Project Aims:
Phase 1 - complete December 1997
Phase 2 - post December 1997
Summary
Time lines
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Commence software development |
mid September |
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Commence testing |
mid October |
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Commence live operation/data collection |
early November |
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Report |
mid December |
Project management, steering and working groups
The Project Steering Group consists of representatives of the main sponsors of the project and significant policy-makers.
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PECC board (PECC) |
Mr Pat Gallagher |
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Multimedia Victoria (MMV) |
Ms Alex Sawicki |
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Victorian Healthcare Association (VHA) |
Mr Ken Hudspith |
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University of Ballarat (UoB) |
Assoc. Professor Gerry Anderson |
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Department of Administrative Services (DAS) |
Mr Garry Downs |
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Project Manager |
Mr Ross Davey |
The Project Coordinating Group consists of one representative from each of the trial 'partners' or 'clients'. E.g. VHA, BBH, DFE . The Group's purpose and role is to coordinate the efforts of the actively participating organisations to ensure that they work in concert with the other partners.
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Victorian Healthcare Association (VHA) |
Mr Ken Hudspith |
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Ballarat Health Services (BBH) |
Mr Geoff McCurdie |
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Project Manager (University of Ballarat) |
Mr Ross Davey |
The Project Coordinating Group will meet monthly.
The Project Working Groups are specific to each participating organisation/partner in the trial. One working group is established for each organisation; representing the major stake-holders and decision-makers relevant to the outcomes for and effect on the organisation of the trial. Typically these stake-holders will be pharmacy, IT, logistics and management.
Recommended Working Group constitution:
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Ballarat Health Services |
Pharmacy |
Mr Geoff McCurdie |
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Management |
Dr Ian Graham |
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IT |
Mr Paul Mannix |
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VHA |
Pharmacy |
Mr Barry Russell |
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Logistics |
Mr Ken Hudspith |
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IT |
Mr Jim Sargeant |
Project communications - email
Most formal communication for the project management will be conducted by email. Urgent communications and those needing instant interaction will revert to telephone.
The main justification for using email as a communication means is that all project communications can be self-documenting, providing a useful project review resource. An additional benefit is that email is less intrusive than telephone contact, thus lowering the impact on participant time and interference with normal activities.
For this reason, it is recommended that each project participant has his/her own Internet email mailbox and maintains a PECC project management mailbox-folder. It is also a basic project imperative that all participants are able to view and respond to email communication once per day as a minimum.
Development of functional specifications for VHA and BBH computer systems
VHA trial system:
A 'trial' PC-based computer system, with portable bar code scanner connectablility, is to be developed for the VHA warehouse. It will have a capability to work in concert with a hand-held scanner for use by order pickers and also have capability of preparing EDI messages to be transmitted to BBH.
The trial system will emulate some of the major functions of the warehouse system which is to be introduced into the VHA warehouse over the next six to eight months.
The 'trial warehouse computer system' will be developed and implemented in two phases -
Major functions of the first phase should be:
Major functions of the second phase should be:
BBH Pharmacy System (STOCCA):
Modifications and additions must be developed for the BBH 'STOCCA' system to facilitate scanning of incoming shipments, reading of EDI messages from VHA, and enhancement of the order/delivery checking process.
The 'trial warehouse computer system' will be developed and implemented in two phases -
Major functions of the first phase system additions will be:
Major functions of the second phase system additions will be:
'Functional Specifications' will be documented by the Project Manager with input from the participants and stake-holders. These will guide the programming and development efforts of the relevant development teams in each of the organisations (VHA and Paramedical Software)
(Internet, X400, direct connect, store-and-forward, interactive)
It is preferred and expected that 'standard' Internet modalities will be used to carry the EDI messages of this PECC trial.
Further investigation needs to be undertaken before a decision can be made as to whether instant transmission of messages is necessary or whether mail box style 'store-and-forward' methods are appropriate. Appropriate security methods need also to be investigated to determine the level that would be appropriate for this business application.
Existing methods already in place and used by similar commerce applications will have a large influence on this decision. Message carriers and EDI modes already used by Discount Freight Express (DFE) will be considered for their appropriateness. This would suggest that FTP over the standard Internet and PGP encryption for message security would be a priority consideration.
Strong influences on these decisions will be whether the techniques and modes are widely available, economical, already in broad use, and tending towards 'standard' use.
Collection of 'base-line' data for evaluation purposes
Most 'base-line' data collection will need to commence immediately after the basic parameters/criteria are agreed upon.
BBH are already collecting information on numbers of errors of delivery.
Data collection related to the existing procedures will be collected right up to the time of implementation of the new picking process in the VHA warehouse.
It is desirable that a 'settling down period' is allowed before collection of data on the effects of the modified system and procedures. This will allow the dissipation of some of the inefficiencies brought about by the newness of the system and lack of personnel familiarity. This will also reduce the confounding effect of heightened awareness and hence greater attention to accuracy that a new system might induce. A period of one month is desirable for this.
Data collection for impact of the new procedures should extend for at least one month.
Infrastructure development
Internet/EDI access
Both VHA and BBH are at very preliminary stages of providing Internet access for staff.
Management of the PECC project relies on efficient written communication between the stake-holders; hence email has been chosen as the primary management communication medium. Both organisations presently have limited access to email facilities by channelling email via the personal email addresses of one single person on their PECC Working Group. Prompt action by the participants to establish accessible, convenient, personal access to Internet mail facilities is a critical and immediate management issue.
The BBH network needs to be enabled with Internet access for communication of the EDI messages from and to VHA. Otherwise a quarantined PC for Internet access will be an alternative (less convenient and cost-effective) option.
The issue of EDI access to the Internet is less an issue in the VHA organisation. The 'stand-alone' PC system for the trial can be simply Internet-enabled without compromising the security of the organisation-wide computer system.
'Firewall' implementation:
BBH must consider the viability and integrity of a 'firewall' approach to secure the hospital network against access from unauthorised persons from the Internet. The viability and penetrability of such a 'firewall' needs to be investigated before access to the Internet is made available on the hospital network.
It is important that decisions on the 'firewall' do not impede progress of the project. Hence it may be necessary to design the trial such that EDI processing and Internet connection is performed by a quarantined PC that is not integral to the hospital network. This PC may then pass transactions to the hospital network by serial connection under program control rather than by network connection.
Establishment of ISP for project participants:
Both VHA and BBH will need to investigate possible Internet Service Providers with whom they will arrange appropriate facilities for the trial. DFE already have arrangements with 'Access One'.
Internet Web access for BBH pharmacy staff
Web access will be arranged for the Director of Pharmacy and 'bookmarks' established for important pharmacy reference sites. NB There are over 10,000 sites accessed by Alta Vista search engine with reference to 'pharmaceutical'.
Access to sites that are relevant for 'day to day' reference will be investigated. Analysis of the 'Netscape' history file over a one month period will assess the degree of use of Web access.
Web access will then be made available to all professional pharmacy staff by locating Web access facilities in a readily-accessible location. After a period of familiarisation, analysis will take place of the history file for a one month period of use.
Software/system development: VHA
Once 'Functional Specifications' of the VHA warehouse system are agreed upon, the VHA IT section will prepare related technical documentation.
Responsibility for system development testing and implementation rests with VHA; however some assistance in these matters may be provided by the Project Managers where possible.
Software/system development: BBH (STOCCA)
When 'Functional Specifications' of the additions to the BBH pharmacy stock system are agreed upon, Paramedical Software will prepare cost estimates for consideration. A firm quote should be provided at this stage for detailed technical specification and preparation of project costing.
Areas of common requirements between the Ballarat PECC trial and Dept. of Defence PECC will be agreed and where possible, sharing of costs will be negotiated.
Paramedical Software should be contracted to prepare related technical documentation and provide firm quotes for all components. A firm commitment to time-lines should also be included.
It is recommended that a lead role in coordination and project management of development, testing and implementation should be undertaken by the PECC project Manager on behalf of the BBH.
Testing
It is recommended that each party be responsible for system testing their own systems to the point immediately before interface with the other party's system.
ie VHA should ensure that their system operates according to their requirements, and appropriate EDI messages are being placed at the remote end, ready for collection by BBH. BBH should compile 'dummy' EDI messages and transmit these from a remote location to have their system collect these and process according to the requirements of BBH. Return messages should be compiled by the system and transmitted to the remote location.
Appropriate 'test bed' systems should be established at VHA and BBH so that all system testing can take place without effect to the live operational systems.
Combined system testing should be undertaken separate from the live operational systems in each organisation.
Live operation & 'bedding down'
From the time that 'live operation' of the combined systems is deemed to have commenced, a 'bedding down' period should be observed (approximately 2 weeks). This will ensure that all functions are working according to specification and that personnel have the time to become familiar with the operations to the point that efficiencies can be realised.
Data collection period
Collection of information related to the evaluation criteria will continue for at least a one month period. The processes for collection of this data should be designed such that they have minimum impact on the factors being evaluated. It may be necessary to apply additional resources to the data collection process during this period.
Evaluation & Reporting (Phase 1)
The project will be evaluated by analysis of the objective data collected for 'bench-marking' against the agreed criteria as well as subjective evaluation on the basis of the project's contribution to the major objectives and aims.
The evaluation data will be collected during the progress of the trial (including prior to implementation for base-line data collection)
'Trial' computer system in VHA warehouse.
A 'stand-alone' PC system (with a 'link' to the main VHA computer for down-loading of BBH orders).
Scanner (VHA)
A bar code scanner capable of direct connection to computer for phase 1 operation and remote operation by accepting down-loaded order information, display of ordered items in picking order and input/storage of picked products for later up-load to PC.
Package label printer (VHA)
A bar-code label printer capable of printing EAN-compliant SSCC bar code labels and alphanumeric information. Labels should be self-adhesive.
Program development resources for VHA trial system.
VHA have the resources to specify the required system and oversee the development process, however their staff development resources are limited and are dedicated to the major system porting within the organisation.
VHA have suggested that they will need external resources to be available for the system development tasks for the PECC trial.
Internet connection. (VHA & BBH)
VHA and BBH need the ability to connect their relevant systems to the Internet. Both presently have inadequate Internet access.
Management of the PECC project relies heavily on email communication with stake-holders and participants. At this stage, BBH rout all email on project management through a private account of Dr Ian Graham; VHA have all email channelled through an account set up for Ken Hudspith.
Each of the participating staff members should have their own access to email facilities.
For the second stage of phase 1:
The VHA warehouse PC system should be capable of Internet connection or be networked such that Internet access is available through the network. This will permit EDI transmission of 'despatch advice' information directly and immediately upon dispatch.
The workstation at the BBH pharmacy 'loading dock' should be networked such that Internet access is available through the network (providing adequate 'firewalling' can be installed). This will permit receipt and immediate use of 'despatch advice' information by EDI at the 'loading dock'.
Bar code scanner for one-off auditing of BBH pharmacy stock (to quantify EAN code-compliant products)
A bar code scanner which can be programmed to alert the operator if a code is not EAN compliant, is required for a short period in the BBH pharmacy. This device will be used to audit the current stock to collect base-line data for a delta comparison.
Modifications and additions to STOCCA software.
The software company 'Paramedical Software' are the developers and supporting organisation for the STOCCA software. Paramedical Software will undertake to software modification work.
Necessary additions and changes to the STOCCA software will need to be funded. (There is a possibility that the costs of these software modifications may be shared between the Ballarat Base Hospital/Department of Human Services and the Department of Defence as modifications are common to both PECC trials).
PC at BBH pharmacy goods-receipt station.
A PC workstation is required in the 'goods-receipt' section of the BBH pharmacy to enable ready access to the scanner for recording the arrival of shipments and immediate checking of shippers (cartons) that have been received.
Further received goods checking must be performed using the computer and the scanner before goods are 'put away'.
'Firewall' facilities from BBH pharmacy system to Internet.
As soon as EDI facilities are to be introduced for receipt of the 'despatch advices' and other electronic commerce transactions, the network on which the STOCCA system resides must be connected to the Internet. A 'firewall' facility will be necessary to protect the hospital network from unauthorised remote access.
'Standard' API communications 'agent' software for EDI communication.
(for VHA and BBH systems)
It is recommended that a set of 'standard' EDI communication APIs be sourced from a third party or programmed specially for the project. These APIs will quarantine the application programs from the need to undertake data communications, access to the Internet or work with the complexities of EDI messaging, and will undertake all these functions as software modules suitable for integration.
Data collection resources
Staff time will be necessary to collect data on the 'base-line' information and analysis of staff time and costs.
Staff time is needed for audit of the entire BBH pharmacy stock to evaluate degree of use of EAN bar coding. A second audit will be required after 6 months.
Appendix A - Overview of Functional Requirements of VHA Warehouse system
Appendix B - Overview of Functional Requirements of BBH Pharmacy system.
Appendix C - Project Evaluation Criteria
Appendix A - Overview of Functional Requirements of Trial VHA Warehouse/dispatch system.
PROJECT PHASE 1 (to December 1997)
Stage 1 - Shipment checking at dispatch
Stage 2 - EDI transfer of 'dispatch advice'.
Stage 3 - Computer-assisted 'picking' using bar-code scanners
PROJECT PHASE 1 (to December 1997)
Shipment 'Despatch advice' by diskette (Stage 1)
Despatch advice EDI Messages (Stage 2)
Incoming Goods Scanning
Consignment Checking & Put-away
Order Reconciliation & Payment Authorisation (Stage 3)
Payment Documentation & File Transfer
Hypothesis:
Products identified at the picking stage using bar code scanners and electronically matched against the customer order will be correctly picked whereas products visually identified will result in a higher rate of incorrect selection.
Measured by:
Checking of order deliveries against original order at BBH receival point In stage 1 of VHA implementation, scanning will take place at the packing and dispatch point. Non-EAN coded products will continue to be checked visually but EAN coded product will be checked by the system against the order. An error will be defined as a disagreement between ordered items against delivered items in product type or quantity.
Hypothesis:
A warehouse/dispatch system which, prior to shipment, provides electronic checking of the picking process for products which have standard bar coding and facilitates visual checking of non-bar coded products against orders, results in fewer errors in order-filling reaching the customer.
Measured by:
Pre: Errors detected by pharmacy clerk under current system. Reason for errors noted after investigation.
Post: Errors detected by goods receivals/loading dock process of new system. Errors automatically logged.
Hypothesis:
The time saved by reduction of picking errors as a result of introduction of standard identification of articles and electronic commerce in the picking and shipping process will provide significant cost advantages to the BBH.
Measured by:
Pre: Present process observed by RD and timed. Sample number of occurrences observed.
Post: Savings extrapolated from change in number and type of errors as assessed after trial period.
Hypothesis:
The time saved by the introduction of computer-facilitated delivery checking using input from electronic notification of shipment details and standard article bar code scanning of incoming goods will provide cost advantages to BBH.
Measured by:
Pre: Present process observed by RD and timed. Sample number of occurrences observed.
Post: Computer-assisted process observed by RD and timed. Sample number of occurrences observed.
Hypothesis:
The time saved by the introduction of computer-facilitated approval for payment of items delivered will provide cost advantages to BBH.
Measured by:
Pre: Present process observed by RD and timed. Sample number of occurrences observed.
Post: Computer-assisted process observed by RD and timed. Sample number of occurrences observed.
Hypothesis:
VHA will experience quantifiable cost advantages by reducing the need to rectify incorrect deliveries against customer orders; brought about by the introduction of picking processes that are aided and checked using bar-coding and electronic reconciliation against orders.
Measured by:
Pre: Present process observed by RD and timed. Sample number of occurrences observed.
Post: Savings extrapolated from change in number and type of errors under new system.
Hypothesis:
BBH will experience quantifiable cost advantages by reducing the effort in updating pharmacy stock records; brought about by the introduction of electronic update of stock records as a by-product of the goods-receival and bar-code scanning processes.
Measured by:
Pre: Present process observed by RD and timed. Sample number of occurrences observed.
Post: Computer-assisted process observed by RD and timed. Sample number of occurrences observed.
Hypothesis:
BBH will experience quantifiable improvements in accuracy of stock records because of the reduced reliance on manual maintenance of stock information.
Measured by:
Pre: Manual stock inventory and check against present card system.
Post: Manual stock inventory and check against computer stock records.
Hypothesis:
BBH will experience improved response to queries on location and status of shipments; brought about by improved methods of identifying shipments using standard article numbering and integration with the VHA warhouse system and the carrier's shipping systems.
Measured by:
Pre: Observation a series of BBH tests to locate goods-in-transit or on-order. Evaluation of time and effort involved. Recording of number of occurrences by pharmacy staff.
Post: Observation a series of BBH tests to locate goods-in-transit or on-order. Evaluation of time and effort involved. Recording of number of occurrences by pharmacy staff.
Hypothesis:
Convenient to use and relevant information accessed via the Web will be utilised by professional pharmacy staff for assistance in their professional activities.
Measured by:
Analysis of the Netscape history file over a one month period. Two types of use will be analysed; by the Director of Pharmacy and by pharmacy staff.