Any company implementing a new healthcare supply chain software solution needs their go-live to be a success - the first time. The goal of implementing software at a healthcare organization is to put in place reliable IT systems to ensure the continuity of patient care and business operations. You need to guarantee the right product is at the right place at the right time. When patient outcomes are on the line, there is no leeway on the success of your implementation. Here are three tips to ensure the success of your go-live:
1. Clearly Define Scope & TimelineA software project can be a huge undertaking, which means it's easy to underestimate the time and resources needed. The best way to determine scope and timeline for your project is through regular communication with your implementation team. We recommend having scoping documents readily available to all project participants, as well as regularly reviewing any updates and changes in project meetings. Additionally, creating a timeline is vital to the success of your implementation project.
Some things to consider as you create your timeline are:
- Identify a PM: Identify a project management team that will be steering the implementation
- Documentation is key: As events are planned, make sure the dates and associated needs are documented and communicated
- Make sure there's space: Book rooms for testing and training
- Distribute schedules: Make personnel aware of their attendance schedule
- Have technology ready: Coordinate with your IT team to have the technology available for implementation
- Have a back-up plan: Consider adding back-up dates alongside your planned date—it is not unusual for project dates to shift due to unforeseen circumstances.
Pro Tip: Testing Events
Testing events are an investment in the success of a project. Make sure your team has ample time to do thorough testing. A rushed testing event results in issues later. Give your team time to reflect on the scenarios they are working through and leave room for testing common interruptions in their current state workflows. Robust testing now will bring to light problems that will otherwise only be identified at go-live.
Pro Tip: Include End Users in Decisions
Include end users in decision-making meetings. All too often, the reality of a workflow does not align with how management understands it. These gaps in understanding result in friction and frustration once converted and can grind your team to a halt.
One of the leading causes of confusion at go-live is a lack of training. Make it super simple and easy for users to get into the new system (and challenging to find the old system). Have decision makers take the steps of what a user will experience at go-live to predict problems before they occur.
Consider these tips for training:
Pro-Tip: Did We Mention Documentation?
Having proper documentation for each step in the implementation is the number one way to ensure you will have a successful go-live. Not only does it allow for preparation, it can also aid in risk management and training in the future.
About the Author:
Joseph LaRoche currently serves as the Healthcare Product Owner at RF-SMART in Jacksonville, Florida. In his role, Joey coordinates with our developers to oversee the execution of RF-SMART's Healthcare roadmap. Prior to joining RF-SMART, Joey consulted on and implemented Oracle ERP SCM modules at hospitals while working at Cerner Corporation. Joey is a Certified Materials & Resource Professional as recognized by ARHMM (The Association for Health Care Resource & Materials Management).
