Functional Specification for the

Varian OSS China Employee Orientation Website

Prepared by Christine Barber, Cathy Hu, and Victoria Whitehead

Mercer University

Title Summary Varian is a company that offers solutions that provide information, technology, expertise and

quality care to patients fighting cancer. Varian’s OSS China branch creates products that allow therapists and other healthcare professionals to manage patients efficiently. Due to the complexity of these products and the high number of new employees at Varian OSS China, the employees do not have an efficient way to learn about the OSS China products, the organization and its people, operation processes, and general background information. Additionally, current employees may need refreshers on company processes and product information and do not currently have a source to reference.

The Varian OSS China employee orientation website will be an informational source that gives new and current employees the opportunity to learn or review information about Varian products, the organization and its processes, and general background information. This website will include a multitude of interactive elements, such as videos, quizzes, and animations, that will serve as visual aids for the employees and help them learn quicker.

The success of the multimedia product will be measured by employees’ mastery of the following

objectives:

● Demonstrate knowledge by listing essential functions of Varian products and services ● Analyze current and potential clients’ business demands and identify the appropriate Varian

product or service ● Describe the purpose and function of the OSS China organization ● Explain all operation processes and demonstrate strong background knowledge ● Identify the appropriate contact(s) for related reference, products, and/or services

Marketing Opportunities

The Varian OSS China employee orientation website is not meant to be used by consumers of Varian’s products and will therefore include no marketing opportunities or branding apart from the Varian logo.

Target Audience

The target audience of this multimedia product will be college-educated Varian OSS China employees who are predominantly male. As this website could be utilized by both senior managers and entry-level developers, there is no set age range.

Product Design The employee orientation website will feature a clean, clinical, and minimalist design similar to

the main Varian website. A color scheme of dark grey, blue, and white will be incorporated in the design.

A mock-up of a possible design for the homepage of the employee orientation website can be

seen below. This mock-up was created using Wix, but the actual website and its interactive functions will be created using Adobe Captivate.

Color will be primarily used to convey Varian’s design principles and incorporate them into this employee orientation website.

At the top left corner of the website will be a Varian logo that also serves as a link to the homepage. Next to the logo is the navigation bar, which includes another link to the home page and four main links: OSS China Organization, Product Introduction, Knowledge Sharing, and OSS China

Operation Process. The link that the user is currently on is highlighted in blue and all other links are a very dark blue. Below the navigation bar, a short looped video plays of two healthcare professionals examining an x-ray on a computer. This video is also in tune with the color scheme as well as Varian’s field of employment. The main body text of the homepage is located underneath the video. This section of the website will include a welcome message to all users and will detail the purpose of this website as well as a brief introduction of all four pages.

Node Map Introduction

The node map for the Varian OSS China employee orientation website consists of four pages that branch off from the homepage.

The first page will be the OSS China Organization page, which will introduce OSS China, its vision, mission, organization structure, and people. This page will include an interactive directory of important contacts in OSS China and ways to reach them.

The second page will be the Product Introduction page, which will introduce Varian’s OSS China

products that the employee should be familiar with. This page will include multiple videos that detail how to use and navigate the software.

The third page will be the Knowledge Sharing page, which will include references and

background knowledge that employees can quickly refer to. This page will include relevant references, images, and videos.

The fourth and final page will be the OSS China Operation Process page, which will detail three

processes: the software developing process, the customer issue escalation process, and the document publishing process. This page will include an interactive step-by-step process to help employees understand how to conduct these processes as well as quizzes at the end to check the employees’ understanding.

Directory/ Contact List Node Map

The OSS China employee organization node map is a sub-hierarchy from the OSS China Organization page. The directory contact page will feature an interactive design; as users hover over an employees’ name, employee contact and team member information will briefly appear for display. Users will have to click the selection for full details.

Tonny Lui, the Senior Director OSS China, will be the first employee displayed. This will also introduce the OSS China Departments. Upon clicking on Tonny Lui’s radio button, his contact information and the departments of Varian will be displayed. Clicking on a Varian department will take users to that department’s page, which will contain the managers and team members.

Expanded View Directory/ Contact List Node Map

Each department page will provide a road map for who to contact depending on the context of the problem. The Product Department page will inform employees about product roadmaps, product definitions, design details, go-to market, product training, and commercial support. The Cloud & Platform Department page will serve as a reference for application of Varian products and software. The Customer Success Department page will be dedicated to helping customers with sales support, project delivery and management, system integration and troubleshooting. The AI & Data Department page will assist in data analysis and management. The R&D Engineering Department page will focus on the processes for maintaining and improving the Varian software and usability. The Program Managers page provides contact information for program managers who report directly to Sr. Director Tonny Lui.

Product Introduction

The China Cancer Information Platform (CCIP) was born as a solution to address the current

challenges of radiation therapy in China. Varian Oncology has created an integrated family of products to improve the exchanging of patient diagnostic, management, and treatment data among patients and healthcare professionals.

Varian Oncology product introduction for ARIA Oncology Information System, ARIA OIS for

Medical Oncology, and Eclipse Treatment Planning System will be separated into individual sections. Sections will include an overview, benefits/features, resources, and contact tabs on a webpage.

The overview tab will provide a general introduction of the product, purpose and features. Information will be organized in short scannable paragraphs with bulleted points highlighting key features; the benefits tabs will detail ARIA’s potential to improve the workflow of its clinical and non-clinical users; the resources section will host instructional videos, downloadable forms, brochures, and additional educational information; the contact section will direct users to the appropriate team member for assistant base on survey-response form.

ARIA ONCOLOGY INFORMATION SYSTEM

OVERVIEW

ARIA Oncology Information System combines radiation, medical, and surgical oncology information into a comprehensive informational and image management solution. ARIAs’ design is optimized to improve workflow by ensuring secure access to synorized oncology patient data across desktop and mobile devices. An exchange of streamlined information will improve communication among healthcare workers in organizing and implementing individualized treatment and management plans for patients.

● Comparing diagnosis data for evaluating patient response to treatment ● Developing a consistent quality of care to facilitate a standard disease specific clinical protocols

● Assist in monitoring radiation dose and reviewing treatment progression for patient plan adjustment

BENEFITS

Support for a mulit-disciplinary approach for oncology treatment; by providing healthcare workers immediate access to patient data.

Key Features

● Medical and radiation support ● Decision support ● Clinical trial management ● Drug ordering and pharmacy dispensing

Disease Management

● Allows physicians to create personalized treatment plans for patients from initial diagnosis through follow-up.

○ Automates cancer stagings bases on AJCC guidelines ○ Creates graphs or groups to manage disease toxicities ○ Provides access to medical oncology information, lab results, and pharmacy orders

Cancer Registry

● Generates studies by analyzing past treatment patterns, complications and outcomes to aid in prospective treatment options

Active Patient Portal

● Web based portal that allows oncology patients to access information in their electronic medical record, manage appointments, and complete assigned treatment questionnaires

ARIA OIS FOR MEDICAL ONCOLOGY

OVERVIEW

ARIA OIS for Medical Oncology combines radiation, medical, and surgical oncology information into a state-of-the-art electronic medical record (EMR) system. ARIA is an oncology-specific EMR designed to assist healthcare providers in providing patients with individualized treatment and management plan; from initial diagnosis through post treatment follow-up.

ARIA’s features include disease management, chemotherapy and other orders, pharmacy, decision support, clinical trials, health assessment, data collection and analysis, charge capture, report generation,

information exchange and survivorship. Each feature will contain an embedded instructional how-to navigate video, that will link back to the resources tab.

● Disease management | designing personalized patient treatment plan, view patients’ labs and document disease response and adverse events

● Chemotherapy management |automated calculations drug dose(s) based on patients body statistics ● Decision support | constructing and applying treatment modification based on patients most

recent tests and labs ● Information exchange | electronic exchange of patient data and imaging with other healthcare

departments

ARIA’s encrypted communications provide additional security to protect patient’s information from breaches and malicious attacks.

BENEFITS

Support for Entire Clinical Process, Administrators, Physicians, and Nurses

ARIA OIS for Medical Oncology streamlines clinical workflow by providing on-demand access to patient information and medical imaging. ARIAs’ system offers comprehensive support for cancer centers and the development and managing of clinical trials

Allows:

● Administrators optimize staff and equipment for greater efficiency and submit claims for chargeable events

● Physicians to mangages the specifics of patients disease with unique tools for treatment and diagnostic

● Nurses to use PC tablets for convenient patient data entry, and graphing vital signs

ECLIPSE TREATMENT PLANNING SYSTEM

OVERVIEW & FEATURES

Eclipse Treatment Planning System is specifically designed to improve the speed, control and advance care. Eclipse is as an integral part of Varian LINAC, to help physicians assess a plethora of patient disease management and treatment options including;

● Advance Dose Calculation ● Fast AAA for Calculating dose Effects ● Acuros XB & BV for brachytherapy ● Proton Treatment ● eMC for Electron Radiotherapy ● Eclipse Registration and Smart Segmentation

● Interactive IMRT Planning ● SRS Planning ● Adaptive Therapy ● External Beam ● Low-Dose-Rate Brachytherapy ● Cobalt Therapy

Knowledge Sharing Description

The knowledge sharing node will inform the audience on background information relevant to

Varian Oncology. This section will discuss radiation, terminology, and patients by displaying videos, images, and useful references. The knowledge sharing page can be accessed by using the menu at the top of every page. All the information will be compiled on one page allowing the viewer to progressively scroll down to learn information. However, the top of the page will have a heading and short description of each subsection. If the user clicks on that heading the website will scroll down to the desired subsection. This operation allows the audience to skip to any information they need but also provides them with the opportunity to scroll down and view everything in order. Videos will be used in this section as a tool to educate the audience. Some of the videos that will be used were created by Varian, while others were created by outside sources and are referenced. These videos will be a primary way to educate the viewers along with added images and diagrams.

Knowledge Sharing Screen Design

The image on the next page shows the position of the different elements that will be included in

the knowledge sharing page. Each element is labeled to exhibit what component will be in that block. The background of the page will be white with black text for body paragraphs. In addition, the headings will have a blue color that draws the audience's attention and shows importance. Each subsection description will have a button to skip to the text of that section. The viewer could also scroll down on the page to view everything. The arrow in the image shows that the subsection and video sections can repeat until all the information is on the website page. The logo at the top of the page can be pressed in order to go back to the homepage. The user could also use the menu beside the logo to move from page to page with ease.

OSS China Operation Processes Description

The OSS China Operation Processes page will be divided into three major subsections. These subsections will detail different processes such as software developing, customer issue escalation, and document publishing. Each of these processes will have step by step descriptions detailing each process for new employees. After each section, there will also be interactive quizzes that check the audience's knowledge of each process. The Oss China Operation Process screen can be accessed by clicking the button with its name on the menu at the top of every screen. The information will be displayed on one page allowing the viewer to progressively scroll down to learn information. There will also be a heading describing the subsections. This heading will also function as a button and allow the user to access whatever section they desire to learn about. This allows the user to easily access whichever subheading they wish to learn about without having to scroll through the others. The quizzes will be composed of multiple-choice questions about their section. There will be 6-8 questions that will start off easy but progressively get harder. If the user doesn't get a high score on the quiz a statement will appear recommending they go back and read the section. If the user does well the quiz will congratulate them on their high score.

OSS China Operation Process Design

The figure below shows an outline of how the OSS China Operation Process page will look. Each

block represents a labeled element that will be included on this website page. This page will have a white

background with blue text for headings and black body text. There will be a colorful image included in the website banner with the page name noticeably on top. There will also be a button on each subsection box that when clicked will move the screen to that part of the website page. This allows the viewer to skip to the specific information they want to view and learn about. There will be three subsections total and the arrow is used to demonstrate that these will be repeating. The logo and menu at the top of the page allow the viewer to access another page when clicked. In addition, the quizzes will be interactive multiple-choice games with comments that appear if questions are answered incorrectly.