limpopo department of health project charter … · project blue print ... p a g e limpopo...

Limpopo Department of Health

Project Charter©

Telemedicine

PROJECT CHARTER VERSION 0.1

i | P a g e Limpopo Department of Health and Social Development-Telemedicine

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Document Information

© Information

Issue Date 01 November 2010

Last Saved Date 04 July 2011

File Name Telemedicine Project Charter 2011

Document History

Version Issue Date Changes

0.1 01 November 2010 S. Ngqandu 0.2 04 July 2011 S. Ngqandu

Document Approvals

Role Name Signature© Date

Project Sponsor

Ms. D. Mahubedu

Chairperson of Project

Steering Committee Dr. V. Buthelezi

GITO Mr. K. Hlahla


ii | P a g e Limpopo Department of Health and Social Development-Telemedicine

Table of Contents

1 INTRODUCTION ..................................................................... 2

2 PROJECT DEFINITION ............................................................... 3

2.1 VISION ............................................................................... 3 2.2 OBJECTIVES .......................................................................... 4 2.3 PROJECT GOALS....................................................................... 4 2.4 SCOPE ............................................................................... 4 2.5 DELIVERABLES ........................................................................ 7

3 PROJECT ORGANIZATION .......................................................... 10

3.1 USERS ............................................................................. 10 STAKEHOLDERS .......................................................................... 11 3.2 ROLES ............................................................................. 11 3.3 RESPONSIBILITIES ................................................................... 12 3.4 STRUCTURE ......................................................................... 15

4 IMPLEMENTATION PLAN ........................................................... 16

4.1 APPROACH ......................................................................... 16 COMPLETION MILESTONES ................................................................. 17 4.2 DEPENDENCIES ...................................................................... 18 4.3 QUALITY PLAN ...................................................................... 18 4.4 COMPLIANCE ........................................................................ 19

5 PROJECT CONSIDERATIONS ........................................................ 20

5.1 RISKS ............................................................................. 20 5.2 DISPUTE RESOLUTION ................................................................ 21 5.3 CHANGE CONTROL MANAGEMENT ....................................................... 21

6. SERVICE LEVEL AGREEMENT ....................................................... 22

A. IT AND MEDICAL EQUIPMENT SERVICE SUPPORT: ......................................... 22


2 | P a g e Limpopo Department of Health and Social Development-Telemedicine

1 Introduction

Introduction

Telemedicine has been identified as an important application that will benefit society by

using the significant improvements recently made in telecommunications. The

Information Revolution has mainly focused on the resourceful use and exploitation of the

computerised and electronic means of communication. Evidence of this "Digital

Globalisation" has surrounded, and now connects most urban communities. These

changes in many of our more developed and urban communities are now truly visible.

However, the challenge for us lies in reaching all our people, especially in the rural areas

and being mindful of not increasing the development gap between the 'have and have-

not'.

In the creation of our Information Society a fundamental step is the empowerment of all

our communities. The South African Position Paper at the Information Society and

Development Conference (ISAD) established a framework that has been adapted for the

implementation of Telemedicine in South Africa. The development of local expertise and

sufficient skills transfer to the Health District Level is stated as a priority .In ensuring

the sustainability of this initiative the evaluation and monitoring with detailed complete

documentation of every step is mandatory.

The System will be used to establish an amalgamation of South African medical schools

for cost-effective medical education and to facilitate recruitment and retention of health

care providers in rural communities.

Key Deliverables include:

Functional Clinical Services to remote rural Communities of South Africa.

Education and training of South African rural healthcare providers

Technical Task Teams for developing; Tele-Education, Clinical Protocols,

Legal Licensure Ethics & Infrastructure systems and guidelines.

Ensuring an affordable, clinically acceptable Primary Care Telemedicine

Workstation suitable for the region is researched-

Efficient management of the images (static and dynamic).

Using appropriate Telecommunication Infrastructure for sustainability.



A project of this magnitude and complexity typically depends on the following critical

success factors:

Stakeholder cohesiveness and focus arising from a shared vision

Effective communication

Speedy and timeous response

o Adhering to project timelines

Sponsor and stakeholder support

Availability of stakeholder time and resources

2 Project Definition

The Department of Health and Social Development in Limpopo Province is embarking on

phase two of their Telemedicine after completing a successful phase one. This Project

seeks to deliver health care services such as diagnosis, treatment advice and continuous

education for professionals at a distance, using Information and Communication

Technologies (ICT) to bridge the physical distance between patients and health care

providers.

Deployment will entail installation of Information Technology (IT) hardware, Connectivity

Hardware (Wide Area network and Local Area Network), Video conferencing hardware

and Medical Hardware for the Department of Health and Social Development in Limpopo.

The project is considered as a second phase from the pilot of four (4) sites and will be

implemented over a period of a year.

2.1 Vision

The vision of this project is:



“To provide the Department of Health and Social Development in Limpopo with a

sustainable Telemedicine solution in line with the National strategy for Telemedicine and

E-Health”

2.2 Objectives

The key objectives of this project are:

To connect fourteen (14) hospitals and clinics to a broadband Telemedicine

network for Limpopo.

To provide training to support staff in hospitals and clinics with Telemedicine

installation.

Create Awareness and buy-in on the goals, objectives and benefits of the

Telemedicine centers installations in Limpopo.

To develop a business plan for Telemedicine in Limpopo.

To develop a human resource plan for the Telemedicine vocation in Limpopo.

2.3 Project Goals

The goals of the project are as follows:

Provide access to medical diagnostics for remote and rural communities.

To bridge the physical distance between patients and health care providers.

Development of health systems by provision of continuous medical education to

health care personnel.

To transmit knowledge to the patient rather than to only transport patients to the

centres where the knowledge is available.

2.4 Scope



The project has been divided into four main components, Information Technology (IT)

hardware, Connectivity Hardware (Wide Area network and Local Area Network), Video

conferencing hardware, Medical Hardware and installation. Included in the scope are the

four pilot sites and ten (10) implementation in total fourteen (14) sites:

Pilot Sites

1. Polokwane Hospital

2. George Masebe Hospital

3. Mokopane Hospital

4. Rebone Clinic

Vhembe District

1. Musina Hospital

2. Tshilitzini Hospital

Mopani District

1. Sekoro Hospital

2. Letaba hospital

Sekhukhune District

1. St Ritas Hospital

2. Micklenberg Hospital

Waterberg District

1. Thabazimbi Hospital

2. Bela-Bela Hospital

Capricorn District

1. Helen Franz Hospital

2. Mankweng Hospital

The following items are considered to be within the scope of this project:

IT Hardware



IT hardware mainly comprises the equipment, which helps run the software,

interface with the user, connect to the medical devices, store data securely and

exchange data when required. This would include computers, multimedia devices,

scanners, security devices hand held devices.

Connectivity Hardware

Devices required for connectivity would include items like modems, routers, hubs,

switches and structured cabling.

Medical Hardware

This would comprise all the clinical instrumentation that would be attached to the

Telemedicine system to capture data from the patient. The list of equipment could

be enormous but those commonly used are as follows

Video Conferencing Hardware

These are equipment that permit full screen TV, plasma TV or Projection TV, live

two way audio and video conferencing.

IT Infrastructure

The IT scope entails the supply, installation and configuration of all the hardware

and software associated with the project. A local area network will be set up to

enable internal users to access the WAN for Video Conferencing and Research

institutions.



2.5 Deliverables

Deliverable Components Description

Deployment

Development

of

Telemedicine

Equipment.

User inputs to build, develop,

test and acceptance of the

application.

Detailed consultation will be made

with users to understand the

process flow and assess the state

and quality of documents.

Information Technology (IT)

hardware

Connectivity Hardware

Video conferencing hardware

Medical Hardware

Design and

Deployment of

the IT

infrastructure.

Wide Area Network, Local Area

network, Video Conferencing

System

Wide Area Network, Local Area network,

Video Conferencing System, will be

supplied, installed and commissioned.

System will be tested and supported

after installation.

Facilities

Preparation

Telemedicine Centre,

Room dimension, colour coding,

space compartments

,electricity, air conditioning etc.

The Facility requirements according to

specification for Telemedicine and ICT

requirements.

Telemedicine -

Website

About the project, Project

Documentation ,Frequently

asked Questions, Contact us and

services

This will provide communication and

document repository platform for the

project.

Help

Desk(Service

Desk)

Help desk and a telephone

number.

A help desk with a telephone line will be

set up and will be accessible by users.

Training of

staff.

Limpopo Department of Health staff. Limpopo Department of Health identified

staff will be trained on Telemedicine to

utilize and provide level one support on

the system. Training will cover Medical

Technology and Information Technology.

Human A human resource plan is a Skills Retention Strategy, Performance



Resource Plan systematic process of matching

the interests, skills and talents

Contracts, Job Descriptions, Facilitation

of Appointment of relevant skills.

Change

Management

Deliverables involved in this

phase include:

A communication plan

A roadmap for

stakeholders/sponsors

A plan for training

A plan for coaching

A plan for managing

change resistance

Branding of the project, Communication

and readiness of all stakeholders for the

Programme.

Procurement Financial Requirements,

Process and Activity

Business Case Development, User

Requirement Specification,Developemnt

of the Request for Proposal/Quotation,

Support and

maintenance

Equipment as well as software

application.

Applications Equipment

Installation and

Maintenance

Network Equipment

Maintenance

On completion of installation of

equipment, support will be provided to

handle any problems.

Project Blue

Print

Detailed description of the

project and the process flow

including lessons learnt.

Blue print will outline the work flow,

process flow, quality standards, timing

as well as forms used to implement the

solution. A full Service Level agreement

will also be part of the Blue Print.

Business Plan The Business Plan will be

having the following contents:

Vision and Mission

Statement Objectives

Primary goals over the

Develop a Business Plan that is aligned to

the National Telemedicine Strategy



next 5 year

Financing Plan

Procurement plan

Contracts and Service

Level Agreements

Ownership

Location and Facilities

Description of Products

and Services

Future Products and

Services

Industry Overview

Technology Selection

Promotion Strategy

Management and Staffing

Local Support

Regulatory Issues

Risks

Implementation Plan

Financial Plan

Data Collection and

Evaluation

o Sustainability

Phase

o Needs

assessment

o Early user input

o Understanding of

the existing

healthcare

delivery system

Conclusions

Telemedicine

Policy and

Procedure

The Policy and procedures will

be inclusive of the following :



Patient confidentiality

Billing of Patients

Referral System

Consent forms

Record Keeping

Post-

implementation

phase

'Sign Off' and 'handing over'

This is the phase when the Telemedicine

implementers collect the 'Sign Off' and

'handing over'. They generally have a

'Hand Holding' period when they watch

the client's staff carry out the tasks, on

their own and suggest corrections if

required.

3 Project Organization

This section presents the users, stakeholders, key roles, specific and general

responsibilities as well as the overall structure of the project.

3.1 Users

The following users are defined for the project:

User Group

Regional Hospitals

Clinics

Administration

Allied

Academic Hospitals

Primary Health



Nursing Colleges

Information Technology

Stakeholders

The following groups and organizations are the key stakeholders in this project:

Stakeholder / Group

National Department of Health

The Premiere of Limpopo

Member of the Executive Committee(MEC)Health and Social Development Limpopo

Head of Department- Health and Social Development Limpopo

Limpopo Citizens

Non Governmental Organisation-Health and Allied

World Health Organisation(WHO)United Nations

Medical Research Council

University of Stellenbosch

Centre for Scientific Research

University of KwaZulu-Natal

Donors: MTN Foundation

3.2 Roles

The following key roles have been defined for this project

Role Resource

Name

Organization Assignment

Status

Assignment

Date



Project

Sponsor

Ms.D. Mahubedu

Project Steering Committee

GITO Mr. K. Hlahla Assigned

CFO CFO

Dr V. Buthelezi

Project

Manager

Dr F.Ndhambi Assigned

Project

Manager-ICT

Sidwell

Ngqandu

GITO Assigned

Project

Coordinator

Nancy

Molokomme

Regional

Hospital

Assigned

Project Team Leaders

Dr

K.Ramakgopa

Assigned

Prof Mbokazi Assigned

Dr Lubinga Assigned

Dr Ngakane Assigned

Mr Maloba Assigned

Mrs Maraba Assigned

Mrs Mokolo Assigned

Mrs Motso Assigned

3.3 Responsibilities

Project Sponsor

The project sponsor will be primarily responsible for:

Leading the Project Steering Committee as Chairman



Defining the vision, purpose and objectives of the project

Approving the requirements, timetable and resources

Approving the provision of funds and resources

Authorizing acceptance of the final solution delivered by the project

Project Executive Steering Committee

The Project Steering Committee will be primarily responsible for:

Overseeing the progress of the project

Resolving all high level risks, issues and change requests

Ensuring that the project team has everything it needs to deliver successfully.

Programme Director

The Programme Director will be responsible for:

Managing interface with the sponsor

Project integration

Project Manager

The Project Manager will be primarily responsible for:

Delivering the project on time, within budget and to specification

Managing project staff, suppliers, customers and all other project stakeholders

Undertaking the activities required to initiate, plan, execute and close the project

successfully



Managing project deliverables, performance, efficiency, timelines, variances

(corrective actions) and quality

Submission of progress reports

Project Coordinator

The Project Coordinator will be responsible for:

Follow up on deliverables

Collating and analyzing key project data

Recording minutes of the project meetings



Project Team Leaders

The Project Team Leaders will be primarily responsible for:

Assigned project sectors

Undertaking all tasks allocated by the Project Manager per the Project Plan

Reporting progress of the execution of tasks to the Project Manager on a frequent

basis

Escalating risks and issues to be addressed by the Project Manager

3.4 Structure

The following organizational structure will be put in place to ensure the successful

delivery of the project:



4 Implementation Plan

The implementation plan will entail the provision of an integrated document management

solution. It should, however, be noted that the success of the project is largely dependent

on support from executive, availability of funds and availability Wide Area Network

Infrastructure

4.1 Approach

The following table describes the overall approach to be taken towards implementation of

this project. User inputs are key to the success of the project.

Phase Overall Approach

Initiation After this Project Charter document has been approved, we will proceed with

the deployment of the project team:

IT team members

Medical Team Members

Support Service ( Change Management and Human Resource)

Training and Capacity Building

Planning With the Project Office established, we will begin the detailed planning phase

of the project. We will create a suite of project planning documentation to

specify the detailed tasks, resources, finances and supplies needed to

undertake this project. We will also create plans for project communications,

risk management, quality review, and customer acceptance of the

deliverables.

Execution During the Execution phase (the longest in this project) we will prepare

facilities, procure and install the IT infrastructure. In addition DoH staff will

be trained during the Execution phase.

Closure After all the installation the project will be ready for the closure phase. This

phase will entail production of Business Plan, Policies and procedure,



Resourcing Strategy, review of supplier contracts, closing the Project Office,

releasing project staff and handing over the project to maintenance and

support ( Operations Team). Following closure, a post-project review will be

conducted to determine the success of the project and identify lessons

learned for the future.

Completion Milestones

The following milestones are highlighted below:

Milestone Date Description

Project

Initialization

08/11/2010 Confirmation of Project team and subject matter

experts

Client debrief

and sites

inspection

16/11/2010 Assessment of status quo (process mapping) and

finalise project terms of reference

URS

Planning and

Development

adjudication

08/11/2010 Develop User Requirement Specification . Send out

RFP to the industry for Information Communication

Technology procurement ,deployment. Design of the

solution.

IT systems

implementation

30/03/2011 Supply, installation and commissioning of IT equipment

Medical Systems

Testing

30/03/2011 Test Medical equipment on the WAN and LAN

Change

Management

08/11/2010 Change management and communication plan (that

takes into cognizance branding of the project)

Help

Desk(Service

Desk)

30/07/2011 Setup a centralized Service Desk to handle queries

and service calls.

Human

Resource Plan

04/07/2011 A human resource plan that incorporate Skills

Retention Strategy, Performance Contracts, Job

Descriptions and conclude with appointment of the

required resources and skills set for Telemedicine in

Limpopo.



Training of staff. 30/07/2011 Training will cover Medical Technology and Information

Technology.

Telemedicine

Policy and

Procedure

30/09/2011 Telemedicine Policy and Procedure document.

Project close

out

30/11/2011 Preparation and presentation of close out report

including project documentation

4.2 Dependencies

The key project dependencies are listed in the following table:

Impacts Is Impacted by Criticality

Overall project and time

line

Delay in availing the

project facilities

Very high

Project time line Delay in announcing

the team members

High

Delay in user training and

demonstration of the

system

Inability to connect

to the LAN and WAN

High

Project time line Delay in ordering

equipment

Very high

Project time line and

inability to scan all the

records

Poor quality and

condition of

documents

Very high

4.3 Quality Plan

The management processes to be undertaken during this project are summarized in the

following table. A detailed Quality Plan will be created later in the Project Planning phase.



Process Description

Vendor and equipment

selection

Equipment and vendors will be selected on the

basis(current contract with SITA and procurement

process)

Personnel selection and

training

Personnel selected will meet the highest standards

and training provided will enhance the quality aspect

Execution efficiencies The Project Manager will be responsible for ensuring

that the project is executed efficiently with due

attention being paid to quality. Project Director will

provide oversight on overall quality aspects.

Timeous Medical inputs Input by the Medical fraternity must be done

timeously

Communication and change

management

All change management requests will be in writing

and must be approved by the Project Steering

Committee

4.4 Compliance

The following table lists the criteria that must be met for closure of the project to be

approved.

Process Description

Vision The project vision, as stated within this document

must have been achieved

Scope The project must have operated within the scope

specified by this document

Deliverables The project must have produced the deliverable

specified by the document and equipment delivered

must be fully functional

Acceptance The sponsor must have signed off on all project

deliverables as complete



5 Project Considerations

5.1 Risks

The following risks have been identified for the project:

Risk

Description

Risk

Likelihood

Risk

Impact

Action to be Taken

to Mitigate Risk

Lack of critical posts

at the provincial

offices

High High A Human Resource plan will be

forwarded to the HOD for inclusion in

the following year strategic plan.

Inadequate budgets

and inefficient use of

available funds

High High Development of a Procurement and

Financial Management controls

Weak IT

infrastructure and

inadequate and

unreliable

connectivity

High High Planning and Design of a reliable

Wide Area and Local Area Network

Architecture

Coordination and

management of work

done by various role

players.

Med Low A process will be designed and

implemented to adequately address

project and service management of

Contractors and Stakeholders

Coordination and

leadership

Med Low Appointment of a Executive Steering

Committee by the HOD with a project

management team reporting to it on

Bi-weekly basis.

Equipment(Servers

and Medical

Equipment)

Med Low Fast tracking of equipment delivery

with service providers.



Procurement delays

5.2 Dispute Resolution

Any disputes that arise will be resolved through one on one interaction with the

involvement of project team leaders. If not resolved the dispute will be referred to

project management. If still not resolved, it will be further referred to the Project

Steering Committee for final arbitration.

5.3 Change Control Management

Any request for change will be in accordance with the following process:

a. Originator to submit in writing to Project Managers.

b. Request to be accompanied by detailed motivation including but not limited to cost

implications, project enhancements, impact on time lines and benefit to the DoHSD

and end users.

c. Changes that impact on cost or timelines to be referred to the Project Steering

Committee for final approval.

d. A register of all approved changes to be signed and maintained by Project

Managers.



6. Service Level Agreement

A. IT and Medical Equipment Service Support:

Calls are given a priority based on incident description; subject and overall impact to the

business e.g. impact of individual, site or organisation.

A „Response‟ is a response which will result in one or more of:-

A fix to the problem or completion of a service request.

A recommendation to implement a temporary workaround.

A request for further information regarding the problem or further

investigative procedures to be carried out

A written report on the cause of the problem and the likely effect(s) on the

system other than those already experienced.

All calls logged to the Help Desk will be provided with a unique number which can be used

for audit and tracking purposes. Following a call being logged either by telephone or

email the Help Desk system will automatically distribute an email within 4 hours of the

entry into the database. The email will contain the call information and the unique

number. This will provide a record for the Customer

IT will record all Service Requests and maintain a record of resolutions of faults in order

that any recurrence of the fault may be detected quickly.

Reporting a request for service or fault should initially be reported by Site Co-ordinators

either by telephone or the Email Support box. The communication will be recorded in the

IT Service Desk software.

Yunnan Sunpa Image Telemedicine Technology Company, LTD will supply DoHSD

with the above service for the Medical Equipment and Department of Health–

Limpopo Information Technology division will provide ICT support.

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