Copy of 408-Assignment 4: Vendor Selection Process copy.docx

SGH Vendor Selection2Springfield General HospitalVendor Selection ProcessLearning Management System Acquisition and ImplementationNicole BammelSandra CadichonEric ChavezToni McLaurinMay 30, 2014

19Table of Contents

1.0 Introduction32.0 Requirements32.1.Required Features42.2.Desired Features53.0 Vendor Selection Process54.0 Use Case Scenarios and Vendor Scenario Scoring Sheets74.1.Scenarios74.1.1. Scenario #1 Reporting, Exporting, and Importing74.1.2. Scenario #2 Adding new learning content84.2.Vendor Scenario Scoring Sheets94.2.1. Scoring Sheet Scenario #1 Reporting, Exporting, and Importing94.2.2. Scoring Sheet Scenario #2 Adding new learning content125.0 Appendices145.1.Appendix A-Questionnaire with Required Features145.2.Appendix B-Questionnaire with Desired Features155.3.Appendix C-Vendor Selection Scoring Sheet16

1.0 IntroductionSpringfield General Hospital (SGH), located in Springfield, Indiana, is a healthcare organization serving local residents as well as those from the surrounding areas. Our mission is to deliver exceptional, efficient, timely, safe and quality care to all of our patients. Similarly, we seek to provide our employees with an exemplary environment that will promote excellence in patient care and service. A fundamental step in this process is conversion of our current paper based Learning Management System (LMS) to an electronic version that will allow for tracking, monitoring, scoring, alerting (both employee and human resource staff) of failures and successful completion of required educational modules, independent of that required for continuing professional licensure (e.g. CME, CUE, etc.). The ideal system will allow the hospital to satisfy all requirements of the OIG, federal, state and organizational laws and regulations, and TJC, and monitor employee participation in the e-learning.

2.0 RequirementsOnly experienced vendors will be evaluated. We seek a partnership that is collaborative whereby the vendor will provide certain modules and assist us in customizing others to suit our needs. In exchange the vendor will have access to our de-identified data and modules. SGHs required and desired features are outlined below. The required features are absolute needs. If a vendor is unable to fulfil these obligations their LMS will not be considered. Appendices A and B are mandatory questionnaires based on our requirements. Our required features will be given greater consideration than our desired features, but both play important roles in our selection process. Please fill out the questionnaire to determine whether or not you are able to meet our needs. 2.1. Required Features1. Guarantee that your product will be in compliance with all federal and state of Indiana requirements as well as mandates by The Joint Commission and the Indiana Department of Public Health2. SaaS product3. SCORM compliant4. Able to provide at least a 3 year contract5. Ability to add new content as needed in compliance with new (future) regulatory requirements6. Up-to-date and easily upgradeable system7. Establish security role/permissions assigned to each domain on the LMS8. Provide at least 200 licenses for our employees to access the system simultaneously9. User-friendly interface for our staff to access and complete the required modules in a timely fashion10. Individual-based plans that are tailored to each employees role in the hospital11. Performance assessment (e.g. offer feedback and suggestions for improvement)12. Self-paced with the ability to pause and return to the last saved entry in the module13. Allow the individual to schedule his/her own courses14. Course catalog15. Custom reporting16. Export the data to an Excel document or other enterprise systems (e.g. HR, compliance) for reporting purposes17. Import data from at least the past 2 years18. Authentication of the user19. Defined user roles20. Display transcripts/audits to help facilitate determination of deficiencies, both individual and aggregate/departmental2.2. Desired Features1. Experience working with a single facility moderately sized healthcare environment2. Site visits to existing clients3. Track the completion and performance status of our employees for up to 10 years4. Unlimited users5. Work with SGH to develop the certain necessary content and incorporate existing content developed by our IT staff6. Access via an Internet-based portal (i.e. intranet as well as remote access via secure ID)7. Internal and remote access8. Career tracking at the individual and administrative levels9. Content management10. Custom functionality11. Registration management12. Administrative reporting13. 3.0 Vendor Selection ProcessThe selection process will include multiple steps: 1. From the responses received, each vendor will be scored based on the Vendor Selection Scoring Sheet (see Appendix C) on the required and desired features, as well as the price and implementation services.2. A shortlist of the top three scoring vendors will be compiled3. The top three vendors will be invited for a demonstration and proposal of their systema. Use case scenarios for our required and desired functions will be provided and the vendor will be graded based on demonstration of these use case scenarios (See example use case scenarios listed in Section 4.0)4. Vendors will be scored and compared based on their performance during the demonstration utilizing the scoring sheet for the use case scenarios listed below (Section 4.2) 5. A site visit at another organization where the top vendors have operational LMS is desirable, but is not an absolute mandate6. References will be contacted for the top two vendors to facilitate selection of a vendor that will best accommodate our needs7. Finally, a minimum 3 year contract will be awarded to the system/vendor that best meets our needs. We anticipate that this will be the vendor with the highest scores, strongest reference(s) and best demonstrated ability to meet our stated goals and budget.

4.0 Use Case Scenarios and Vendor Scenario Scoring Sheets4.1. Scenarios 4.1.1. Scenario #1 Reporting, Exporting, and ImportingThe human resources manager gets word from the chief operating officer that The Joint Commission will be visiting for an accreditation review in three days. In order to prepare for the review, she must compile reports so that the hospital can attest that infection control, blood-borne pathogens, HIPAA, and falls prevention training has been completed by all employees within the past 365 days.Functionality to be demonstrated: Custom reportingSpecifications and considerations: Search training records of all hospital employees Search by specific course and compile a list with most recent date complete for all employees Search by employee and generate a list of all courses completed within the past 365 days and all courses that are incomplete/delinquent Generate organization-wide list of all employees who have deficiencies in required training courses in the past 365 days Generate a report with attestation of completed required courses within the past 365 days for all employees Export all types of reports to Excel files

The compliance officer wishes to digitize records of employee trainings. He has paper records of completed employee trainings dating back for two years. He wishes to add these records to the new electronic Learning Management System so that these records will be stored in the database and can be accessed in searches for reporting purposes.Functionality to be demonstrated: Importing paper records into the LMSSpecifications and considerations: Certificates of completion with date of most recent training which took place prior to the implementation of the electronic LMS can be manually entered or imported by automated system into the LMS Certificates of training completion which have been imported into the system should be fully searchable and available for display in custom reports 4.1.2. Scenario #2 Adding new learning contentThe hospital has installed a new wireless network in all departments throughout the building. Because wireless networks come with security concerns that are different from wired networks, the CIO has mandated that all employees attend a training course on wireless network security. During the training, employees will learn about wireless networks, wireless network security features, and security vulnerabilities. Employees will be trained on how they can use wireless devices in the hospital, and the new policy on bring-your-own-device (BYOD) will be discussed. The CIO and his staff have developed the new course and they want to deploy it to all employees via the electronic learning management system.Functionality to be demonstrated: The ability to add new course content to the LMSSpecifications and considerations: The LMS should allow the hospital to develop and deploy new course material based on organizational needs and new regulatory requirements Ideally the LMS will have a semi-automated module or template to assist hospital employees in designing course material and a user-interface that will facilitate course development The hospital should be able to use multiple media types including Powerpoint slides, text, audio, and video in the development of new course content The LMS should allow for the development and deployment of exams to test employees knowledge of the new material The LMS should record and certify when employees pass exams for new courses

4.2. Vendor Scenario Scoring Sheets4.2.1. Scoring Sheet Scenario #1 Reporting, Exporting, and ImportingScorer______________________Vendor_____________________Demo Date___________________

The human resources manager gets word from the chief operating officer that The Joint Commission will be visiting for accreditation review in three days. In order to prepare for the review she must compile reports so that the hospital can attest that infection control, blood-borne pathogens, HIPAA, and falls prevention training has been completed by all employees within the past 365 days.3- Excellent/Functionally Superior2-Acceptable/Usable1- Unacceptable0-Unavailable or not shown

Functionality to be demonstrated: Custom reporting3 2 1 0

Specifications and considerations Search training records of all hospital employees Search by specific course and compile a list with most recent date complete for all employees Search by employee and generate a list of all courses completed within the past 365 days and all courses that are incomplete/delinquent Generate organization-wide list of all employees who have deficiencies in required training courses in the past 365 days Generate a report with attestation of completed required courses within the past 365 days for all employees Export all types of reports to Excel files

Pluses:Minuses:

What is missing?Comments/Questions

The compliance officer wishes to digitize records of employee trainings. He has paper records of completed employee trainings dating back for two years. He wishes to add these records to the new electronic Learning Management System so that these records will be stored in the database and can be accessed in searches for reporting purposes.3- Excellent/Functionally Superior2-Acceptable/Usable1- Unacceptable0-Unavailable or not shown

Functionality to be demonstrated: Importing paper records into the LMS3 2 1 0

Specifications and considerations Certificates of completion with date of most recent training which took place prior to the implementation of the electronic LMS can be manually or by automated system imported into the LMS Certificates of training completion which have been imported into the system should be fully searchable and available for display in custom reports

Pluses:Minuses:

What is missing?Comments/Questions

4.2.2. Scoring Sheet Scenario #2 Adding new learning contentScorer______________________Vendor_____________________Demo Date___________________The hospital has installed a new wireless network in all departments throughout the building. Because wireless networks come with security concerns that are different from wired networks, the CIO has mandated that all employees attend a training course on wireless network security. During the training employees will learn about wireless networks, about wireless network security features and security vulnerabilities. Employees will be trained on how they can use wireless devices in the hospital and the new policy on bring-your-own-device (BYOD) will be discussed. The CIO and his staff have developed the new course and they want to deploy it to all employees via the electronic learning management system.3- Excellent/Functionally Superior2-Acceptable/Usable1- Unacceptable0-Unavailable or not shown

Functionality to be demonstratedThe ability to add new course content to the LMS3 2 1 0

Specifications and considerations The LMS should allow the hospital to develop and deploy new course material based on organizational needs and new regulatory requirements Ideally the LMS will have a semi-automated module or template to assist hospital employees in designing course material and a user-interface that will facilitate learning The hospital should be able to use multiple media types including Powerpoint slides, text, audio, and video in the development of new course content The LMS should allow for the development and deployment of exams to test employees knowledge of the new material The LMS should record and certify when employees pass exams for new courses

Pluses:Minuses:

What is missing?Comments/Questions

5.0 Appendices5.1. Appendix A Questionnaire with Required FeaturesRequired Features QuestionsYesNoComments

1. Will you guarantee that your product will be in compliance with all federal and state of Indiana requirements as well as mandates by The Joint Commission and the Indiana department of public health?

2. Will you deliver a SaaS product?

3. Will your product be SCORM compliant?

4. Can you provide at least a three year contract?

5. Does your product allow the ability to add new content as needed in compliance with new (future) regulatory requirements?

6. Will your system be up-to-date and easily upgradeable?

7. Is your system able to establish security role/permissions assigned to each domain on the LMS?

8. Will you be able to provide at least 200 licenses for our employees to access the system simultaneously?

9. Does your product have a user-friendly interface for our staff to access and complete the required modules in a timely fashion?

10. Does your product allow for individual-based plans that are tailored to each employees role in the hospital?

11. Does your product show performance assessment (e.g. offer feedback and suggestions for improvement)?

12. Is your product self-paced with the ability to pause and return to the last saved entry in the module?

13. Will your product allow the individual to schedule his/her own courses?

14. Does your product allow for a course catalog to include modules for all employees (e.g. environmental services, maintenance engineering, physicians, nurses, support staff, etc.)?

15. Does your product allow for custom reporting?

16. Does your product allow the exporting of data to an Excel document or other enterprise system for reporting purposes?

17. Would we be able to import data from at least the past 2 years?

18. Will your product allow for authentication of the user?

19. Does your product allow for defined user roles?

20. Does your product display transcripts/audits to help facilitate determination of deficiencies, both individual and aggregate/departmental?

5.2. Appendix B Questionnaire with Desired FeaturesDesired Features QuestionsYesNoComments

1. Do you have experience working with a single facility moderately sized healthcare environment?

2. Are you willing to allow site visits to existing clients?

3. Will your product be able to track the completion and performance status of our employees for up to 10 years?

4. Does your product allow for unlimited users?

5. Will you be willing to work with SGH to develop the certain necessary content and incorporate existing content developed by our IT staff?

6. Does your product allow for access via an internet-based portal (i.e. intranet as well as remote access via secure ID)

7. Does your product allow for career tracking at the individual and administrative levels?

8. Does your product allow for content management?

9. Does your product allow for custom functionality?

10. Will your product allow for registration management?

11. Does your product allow for administrative reporting?

5.3. Appendix C Vendor Selection Scoring SheetRequired FeaturesScoreComments

1. Product will be in compliance with all federal and State of Indiana requirements, including mandates by The Joint Commission and the Indiana Department of Public Health1-5

2. SCORM-compliant 1-5

3. SaaS product

4. Ability to add new content as needed1-5

5. Up-to-date/upgradeable system1-5

6. Ability to provide necessary number of licenses1-5

7. User-friendly interface1-5

8. Individual-based plans1-5

9. Show performance assessment1-5

10. Self-paced product1-5

11. Course catalog1-5

12. Custom reporting1-5

13. User authentication1-5

SECTION TOTAL65

Desired FeaturesScoreComments

1. Experience with healthcare1-3

2. Track completion and performance status1-3

3. Unlimited users1-3

4. Work with SGH to develop necessary content for LMS1-3

5. Allow access internally and remotely1-3

6. Career tracking1-3

7. Content management1-3

8. Custom functionality1-3

9. Registration management1-3

10. Administrative reporting1-3

SECTION TOTAL30

Implementation ServicesScoreComments

1. Implementation plan and methodology1-10

2. Timeline1-10

3. Documentation1-10

4. Training1-10

SECTION TOTAL40

PricingScore 1-10Comments

SECTION TOTAL10

GRAND TOTAL145

References:Gautam, A. (2012, April, 10). How to Evaluate an LMS--Use Case Scenarios. Retrieved May 25 2014, from:: http://www.upsidelearning.com/blog/index.php/2012/04/10/how-to-evaluate-an-lms-use-case-scenarios/

Pollex, H., Johnson, C., Wood, A. (2008). Selecting a Learning Management System. Canadian Journal of Nursing Informatics. Vol 3, No 1, pp 28-36.