Technical Approach and Methodology for Manage Service of Hospital Automation System’

Technical Approach and Methodology

Table of Contents
OBJECTIVES OF THE ASSIGNMENT: ............................................................................................................................................................................................... 2

APPROACH TO THE SERVICES: ......................................................................................................................................................................................................... 3

METHODOLOGY FOR CARRYING OUT THE ACTIVITIES AND OBTAINING EXPECTED OUTPUT: ........................................................................ 4

DEGREE OF DETAIL OF SUCH OUTPUT (WAY TO ANALYSIS OF THE OUTPUT IN TERMS OF INPUT): ................................................................ 5

HIGHLIGHT THE PROBLEMS BEING ADDRESSED AND THEIR IMPORTANCE, AND EXPLAIN TECHNICAL APPROACH FOR SOLUTION:
......................................................................................................................................................................................................................................................................... 6

EXPLAIN METHODOLOGIES TO ADOPT AND HIGHLIGHT COMPATIBILITY OF THOSE METHODOLOGIES WITH PROPOSED
APPROACH: ................................................................................................................................................................................................................................................ 7

WORK PLAN:.............................................................................................................................................................................................................................................. 8

TRAINING PLAN:................................................................................................................................................................................................................................... 10

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Technical Approach and Methodology for Manage Service of Hospital Automation System’

OBJECTIVES OF THE ASSIGNMENT:

1. Customization of Existing Modules:
• Customize the existing modules of OpenMRS in Maternal Child Health & Training
Institute (MCHTI) and Mohammadpur Fertility Services and Training Centre
(MFSTC) & 100 Bedded ‘Mother and Child Health Hospital’.
• Ensure that the customization aligns with OpenMRS standards and guidelines.
• Incorporate specific requirements of the hospitals into the modules, ensuring
seamless integration with the existing systems.
2. Development of New Modules:
• Develop new modules as per the requirements of the hospitals.
• Ensure that the new modules are designed and implemented in compliance with
OpenMRS standards.
• Integrate the new modules into the existing system, providing enhanced
functionalities and improved user experience.
3. Hardware Maintenance and Troubleshooting:
• Provide maintenance and troubleshooting support for the existing hardware
infrastructure in MCHTI, MFSTC, and the ‘Mother and Child Health Hospital’.
• Address hardware-related issues promptly to minimize downtime and ensure
uninterrupted system operation.
• Regularly monitor hardware performance and implement necessary upgrades or
replacements.
4. Network Maintenance:
• Maintain and optimize the network infrastructure in MCHTI, MFSTC, and the
‘Mother and Child Health Hospital’.
• Ensure reliable and secure network connectivity for smooth data transfer and
system operation.
• Perform regular network maintenance activities, including monitoring,
troubleshooting, and implementing necessary security measures.
5. Server Maintenance:
• Maintain and manage the servers hosting the OpenMRS system in MCHTI, MFSTC,
and the ‘Mother and Child Health Hospital’.
• Ensure server stability, security, and optimal performance.
• Perform regular backups and implement disaster recovery measures to safeguard
data.
6. Hands-on Training for Users:
• Conduct hands-on training sessions for users at MCHTI, MFSTC, and the ‘Mother
and Child Health Hospital’.
• Train users on the customized modules and new functionalities of the OpenMRS
system.
• Provide comprehensive training to ensure users can effectively utilize the system,
input data accurately, and extract relevant information.
7. Physical Presence of Engineers:
• Ensure the availability of engineers physically at the hospitals as required for
maintenance, troubleshooting, and training purposes.
• Promptly respond to any technical issues or user queries on-site.

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 Technical Approach and Methodology for Manage Service of Hospital Automation System’

• Collaborate closely with hospital staff to address their needs and provide
necessary support.
The objective of this project is to enhance the functionality and usability of the existing OpenMRS
system in MCHTI, MFSTC, and the ‘Mother and Child Health Hospital’ by customizing modules,
developing new modules, ensuring hardware and network maintenance, and providing hands-on
training to users.

APPROACH TO THE SERVICES:

1. Requirement Analysis and Documentation:
• Conduct a detailed analysis of the requirements for customization and new
module development.
• Collaborate closely with the hospital staff and stakeholders to gather specific
needs and expectations.
• Document the requirements in a comprehensive manner to ensure clarity and
alignment with the project objectives.
2. Customization and Module Development:
• Utilize the OpenMRS framework and follow the established standards for
customization and module development.
• Work closely with the hospital staff to understand their workflows and
incorporate the necessary changes into the existing modules.
• Develop new modules using the OpenMRS technology stack, ensuring
compatibility and seamless integration with the existing system.
3. Agile Development Methodology:
• Adopt an agile development methodology to facilitate iterative and incremental
progress.
• Break down the project into manageable sprints, allowing for continuous
feedback and adjustment.
• Conduct regular meetings with stakeholders to review progress, address any
concerns, and prioritize tasks.
4. Quality Assurance and Testing:
• Implement a robust quality assurance process to ensure the reliability and
accuracy of the customized modules and new developments.
• Perform thorough testing, including functional, integration, and performance
testing, to identify and rectify any issues.
• Follow best practices for code reviews and conduct user acceptance testing to
validate the functionality from the end-users' perspective.
5. Hardware and Network Maintenance:
• Assign a dedicated team to handle hardware and network maintenance tasks.
• Perform regular checks and proactive monitoring to identify and address any
hardware or network-related issues promptly.
• Implement preventive maintenance measures to minimize downtime and
optimize system performance.
6. On-site Support and Training:
• Deploy skilled engineers to the hospitals for on-site support, troubleshooting, and
training.

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• Provide hands-on training sessions to the hospital staff, ensuring they have a clear
understanding of the customized modules and new functionalities.
• Offer comprehensive training materials and resources for future reference and
ongoing learning.
7. Collaboration and Communication:
• Foster a collaborative and transparent working environment with open lines of
communication.
• Maintain regular communication channels with the hospital staff, project
stakeholders, and the consulting firm's team.
• Actively engage in feedback collection and incorporate suggestions and
requirements into the project plan.
8. Project Documentation and Knowledge Transfer:
• Document all customization and development activities, including configurations,
code changes, and system specifications.
• Provide comprehensive documentation to the hospital staff, enabling them to
manage and maintain the system effectively.
• Facilitate knowledge transfer sessions to ensure smooth transition and empower
the hospital staff to independently handle routine system operations.
By adopting this approach to the service, we aim to deliver a highly customized and efficient
OpenMRS system that meets the specific needs of the hospitals, while providing comprehensive
support, maintenance, and training to ensure seamless operations and user satisfaction.

METHODOLOGY FOR CARRYING OUT THE ACTIVITIES AND OBTAINING

EXPECTED OUTPUT:
When carrying out HMS software development activities, it's important to follow a structured
methodology to ensure that the project is completed on time, within budget, and meets the
expected output. Here are some steps that can be followed to achieve this:

1. Requirements gathering and analysis: The first step is to gather the requirements of
the HMS system. This involves identifying the business processes, workflows, user roles,
and integration points with other systems. The project team should work closely with
stakeholders to understand their needs and expectations. The gathered requirements
should be documented and analyzed to identify any gaps or issues.

2. Design and planning: Based on the gathered requirements, the project team should
design the system architecture and create a detailed project plan. This includes selecting
the technology stack, defining the system's modules and components, and establishing
timelines and milestones.

3. Development and testing: Once the design and planning are completed, the
development phase begins. The project team should follow a structured development
approach, including coding standards, version control, and testing procedures. The
system should be tested at each stage to ensure that it meets the requirements and
functions as expected.

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 Technical Approach and Methodology for Manage Service of Hospital Automation System’

4. Deployment and maintenance: After the development is completed, the system should
be deployed and configured on the production servers. Ongoing maintenance and support
are critical to ensure the system's reliability, security, and performance. This includes
monitoring the system for issues, applying updates and patches, and providing technical
support to users.

5. User training and acceptance: Once the system is deployed, users should be trained on
how to use it effectively. The project team should conduct user acceptance testing to
ensure that the system meets the requirements and works as expected. Any issues or bugs
should be addressed promptly.

By following this methodology, the project team can ensure that the HMS system is developed
efficiently and effectively. To obtain the expected output, it's important to have a clear
understanding of the requirements, establish a realistic project plan, follow a structured
development approach, test the system thoroughly, and provide ongoing support and
maintenance. Effective communication between the project team and stakeholders is also
essential to ensure that expectations are managed and any issues are addressed promptly.

DEGREE OF DETAIL OF SUCH OUTPUT (WAY TO ANALYSIS OF THE

OUTPUT IN TERMS OF INPUT):
The degree of detail of the HMS software development output should be in line with the level of
detail of the input requirements. This means that the output should be analyzed in terms of how
well it meets the input requirements. Here are some ways to analyze the output in terms of input:

1. Requirement Traceability Matrix (RTM): An RTM is a document that maps the

requirements to the system's functionality. The project team can use this document to
ensure that each requirement is fulfilled by the system. By analyzing the RTM, the team
can determine the degree of detail of the output in relation to the input.

2. User Acceptance Testing (UAT): UAT is a critical step in the HMS software development
process. During UAT, users test the system to ensure that it meets their requirements and
functions as expected. The results of UAT can be used to analyze the degree of detail of the
output in relation to the input.

3. Performance testing: Performance testing is another critical step in the HMS software
development process. It involves testing the system's performance under different load
conditions to ensure that it meets the expected performance requirements. The results of
performance testing can be used to analyze the degree of detail of the output in relation
to the input.

4. Code review: Code review is a process where the project team reviews the system's code
to ensure that it meets the coding standards and best practices. By reviewing the code, the
team can analyze the degree of detail of the output in relation to the input.

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 Technical Approach and Methodology for Manage Service of Hospital Automation System’

In summary, the degree of detail of the HMS software development output should be analyzed in
relation to the input requirements. This can be done through different methods, including RTM,
UAT, performance testing, and code review. By analyzing the output in this way, the project team
can ensure that the system meets the requirements and functions as expected.

HIGHLIGHT THE PROBLEMS BEING ADDRESSED AND THEIR

IMPORTANCE, AND EXPLAIN TECHNICAL APPROACH FOR SOLUTION:
Possible problems that can arise during HMS software development include:

1. Inaccurate or incomplete requirements: Inaccurate or incomplete requirements can

lead to the development of a system that doesn't meet the needs of the stakeholders. This
can result in project delays, increased costs, and ultimately, a system that is not useful. It's
important to ensure that requirements are thoroughly reviewed and validated by
stakeholders to minimize the risk of inaccurate or incomplete requirements.

Solution: The project team should work closely with stakeholders to gather and validate the
requirements. Requirements should be documented and reviewed regularly to ensure that they
are accurate and complete.

2. Scope creep: Scope creep is when the project scope expands beyond the original
requirements. This can lead to project delays and increased costs. Scope creep can occur
when there is a lack of clarity around the project scope or when stakeholders introduce
new requirements during the development process.

Solution: The project team should establish a clear project scope and communicate it to
stakeholders. Any changes to the scope should be reviewed and approved by the project sponsor
or steering committee.

3. Integration issues: HMS systems often require integration with other systems, such as
accounting or supply chain management systems. Integration issues can arise when there
are compatibility issues between systems or when data is not properly synchronized.

Solution: The project team should conduct thorough integration testing to ensure that all systems
are working together properly. Data mapping and synchronization should be carefully reviewed
and tested.

4. Performance issues: Performance issues can arise when the system is not designed or
optimized for performance. This can result in slow response times or system crashes,
which can impact productivity and efficiency.

Solution: The project team should design the system for optimal performance. This includes
selecting the appropriate technology stack, optimizing code, and conducting thorough
performance testing.

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 Technical Approach and Methodology for Manage Service of Hospital Automation System’

EXPLAIN METHODOLOGIES TO ADOPT AND HIGHLIGHT COMPATIBILITY

OF THOSE METHODOLOGIES WITH PROPOSED APPROACH:
There are several methodologies that can be adopted for HMS software development, and the
choice of methodology depends on the project's size, complexity, and requirements. Here are
some methodologies commonly used for HMS software development:

1. Waterfall Methodology: The Waterfall methodology is a linear, sequential approach to

software development. It involves dividing the project into distinct phases, such as
planning, design, development, testing, and deployment. Each phase must be completed
before the next one can begin.

Compatibility: The Waterfall methodology is suitable for projects with well-defined

requirements and a stable scope. It may not be suitable for projects with evolving requirements
or where stakeholders need to see progress early in the project.

2. Agile Methodology: The Agile methodology is an iterative and incremental approach to

software development. It involves dividing the project into small, manageable increments
called sprints. Each sprint includes planning, design, development, testing, and
deployment activities.

Compatibility: The Agile methodology is suitable for projects with changing requirements or
where stakeholders need to see progress early in the project. It may not be suitable for projects
with rigid timelines or budgets.

3. Hybrid Methodology: The Hybrid methodology combines elements of Waterfall and

Agile methodologies. It involves dividing the project into phases, but the phases are
flexible, and the project team can adjust the plan based on feedback and changing
requirements.

Compatibility: The Hybrid methodology is suitable for projects that require both a structured
approach and the ability to adapt to changing requirements. It may not be suitable for projects
where stakeholders require a high level of predictability and control.

4. DevOps Methodology: The DevOps methodology emphasizes collaboration and

automation between development and operations teams. It involves integrating
development, testing, and deployment activities into a continuous delivery pipeline.

Compatibility: The DevOps methodology is suitable for projects where speed and agility are
important, and where frequent releases are necessary. It may not be suitable for projects where
security and compliance are critical.

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 Technical Approach and Methodology for Manage Service of Hospital Automation System’

We will follow the Agile Methodology for this Project.

Agile methodology can be a good fit for HMS software
development projects, particularly those that have
evolving requirements and where stakeholders need
to see progress early in the project. Here are some
reasons why Agile methodology can be a good choice:

1. Iterative and incremental approach: The

Agile methodology involves dividing the
project into small, manageable increments
called sprints. Each sprint includes planning,
design, development, testing, and deployment activities. This allows the project team to
deliver functionality early and often, which can help stakeholders validate requirements
and provide feedback.

2. Flexibility: The Agile methodology is flexible and allows the project team to adjust the
plan based on feedback and changing requirements. This means that the project team can
respond to new requirements and make changes to the system as needed.

3. Continuous feedback and collaboration: The Agile methodology emphasizes

continuous feedback and collaboration between the project team and stakeholders. This
ensures that the project team is building a system that meets the stakeholders' needs and
that stakeholders are involved in the development process.

4. Early detection of issues: The Agile methodology includes continuous testing and
integration, which can help detect issues early in the development process. This means
that the project team can address issues before they become bigger problems.

While the Agile methodology may not be the best fit for all HMS software development projects,
it can be a good choice for projects with evolving requirements and where stakeholders need to
see progress early in the project. It provides flexibility, continuous feedback and collaboration,
and early detection of issues, which can help ensure the project's success.

WORK PLAN:
Phase 1: Requirement Analysis and Planning
1. Conduct meetings and workshops with hospital staff to gather detailed requirements and
understand their workflows.
2. Analyze the existing system and identify areas for customization and new module
development.
3. Prioritize the requirements based on their importance and impact on the system.
4. Develop a detailed project plan and timeline, including milestones and deliverables.
5. Obtain stakeholder approval for the project plan and requirements.
Phase 2: Customization and Module Development
1. Customize Existing Modules: a. Registration and Machine-readable ticket printing. b. OPD
Billing & IPD Billing. c. OPD Clinical. d. IPD Clinical. e. IPD. f. Inventory. g. Laboratory. h.
Radiology & Imaging. i. Pharmacy. j. HRM. k. Queue Management (Central and Room wise).
l. OT Management. m. Certificate Management Module. n. Infertility. o. ANC/PNC/MNC. p.

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IMCI/Child Unit. q. Customized Report. r. System Administration and Non-Functional. s.

Dashboard upgradation and access to the central MIS, DGFP.
2. Develop New Modules: a. VIA (New Module). b. Doctor Counseling (New Module). c. Family
Planning Module Development. d. EPI Module (Form and Performance Reporting). e.
Integration to SHR (Share Health Record). f. API integration with Imaging/Radiology
device and OpenMRS. g. Blood Bank: Upgradation of modern Blood Bank. h. Development
of any other new modules related to automation to service the customer.
Phase 3: Quality Assurance and Testing
1. Conduct thorough testing of the customized and new modules.
2. Perform functional testing to ensure they meet the defined requirements.
3. Conduct integration testing to verify the compatibility and smooth operation of the
system.
4. Perform performance testing to assess response time and scalability.
5. Address any identified issues and retest the modules to ensure they function as expected.
Phase 4: Hardware and Network Maintenance
1. Regularly monitor the hardware infrastructure and network components.
2. Perform proactive maintenance to identify and resolve any hardware or network issues.
3. Implement regular software updates and conduct hardware inspections.
4. Perform backups and implement disaster recovery measures to ensure data integrity.
Phase 5: On-site Support and Training
1. Provide on-site support to troubleshoot issues and address user queries.
2. Conduct hands-on training sessions for hospital staff to effectively use the customized
modules and new functionalities.
3. Provide comprehensive training materials and user manuals for future reference.
Phase 6: Documentation and Knowledge Transfer
1. Document all customization and development activities, including configurations and
code changes.
2. Prepare comprehensive documentation and user manuals for the hospital staff.
3. Conduct knowledge transfer sessions to empower the hospital staff to independently
manage and maintain the system.
Phase 7: Project Closure and Review
1. Conduct a final acceptance test with the hospital staff to ensure all requirements are met.
2. Hand over the system documentation, source code, and necessary credentials to the
hospital.
3. Obtain feedback from stakeholders and conduct a project review to identify lessons
learned and areas for improvement.
4. Prepare a final project report summarizing the deliverables, achievements, and
challenges.
Note: The duration and specific tasks in each phase can be adjusted based on project
requirements and stakeholder approval. Regular communication and collaboration with the
hospital staff and stakeholders will be maintained throughout the project to ensure alignment and
success.

The general responsibilities of the required manpower for the Manage Service of Hospital
Automation System project are as follows:
1. System Engineer:

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 Technical Approach and Methodology for Manage Service of Hospital Automation System’

• Analyze the existing system and requirements for customization and new module
development.
• Design and implement system configurations and enhancements.
• Ensure the stability, performance, and security of the system.
• Conduct system maintenance, including regular backups and updates.
• Troubleshoot and resolve technical issues.
• Provide technical support to end-users and other team members.
• Collaborate with the programmer and support engineer to ensure smooth system
operation.
2. Programmers:
• Develop and customize modules as per the defined requirements.
• Write and maintain code using the specified programming languages and
frameworks (Java, Spring MVC, Angular JS, etc.).
• Conduct unit testing and debugging of the code.
• Collaborate with the system engineer and support engineer to ensure proper
integration and functionality of the modules.
• Assist in system maintenance, upgrades, and troubleshooting activities.
• Follow coding standards and best practices.
3. Support Engineers:
• Provide technical support to end-users regarding the system functionality and
usage.
• Respond to user queries and troubleshoot issues promptly.
• Perform system maintenance tasks, including hardware and network
troubleshooting.
• Collaborate with the system engineer and programmers to address technical
issues and implement fixes.
• Conduct training sessions for end-users on system usage and new functionalities.
• Ensure the availability and performance of hardware and network infrastructure.
It's important to note that the specific responsibilities of the manpower may vary based on the
project requirements, organizational structure, and the scope of work defined for each role. These
general responsibilities provide a foundation for their respective roles and can be customized as
per the project's needs.

TRAINING PLAN:
The training plan aims to ensure that the hospital staff is equipped with the necessary knowledge
and skills to effectively use and maintain the customized modules and new functionalities of the
Hospital Automation System. The training plan may include the following components:
1. Training Needs Assessment:
• Assess the existing knowledge and skill gaps of the hospital staff regarding the
system and its functionalities.
• Identify the specific training needs of different user groups (administrative staff,
doctors, nurses, etc.).
• Determine the level of training required (basic, intermediate, advanced) for
different user roles.
2. Training Objectives:

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• Define clear and measurable training objectives based on the identified needs.
• Ensure that the objectives align with the project goals and the hospital's
requirements.
• Specify the desired outcomes and competencies to be acquired through the
training.
3. Training Content and Modules:
• Develop a comprehensive training curriculum based on the identified training
objectives.
• Divide the training content into modules to facilitate structured learning.
• Cover topics such as system navigation, module-specific features, data entry,
reporting, and system administration.
• Include hands-on exercises and practical examples to reinforce learning.
4. Training Delivery Methods:
• Determine the most suitable training delivery methods based on the target
audience and content.
• Conduct instructor-led training sessions for groups or departments.
• Provide self-paced e-learning modules or video tutorials for individual learning.
• Utilize a combination of training methods to cater to different learning
preferences.
5. Training Schedule and Timeline:
• Develop a training schedule that accommodates the availability of the hospital
staff and minimizes disruption to their regular duties.
• Allocate sufficient time for each training session to ensure effective learning and
practice.
• Consider conducting multiple training sessions to accommodate different shifts
and user groups.
6. Training Materials and Resources:
• Prepare comprehensive training materials, including user manuals, job aids, and
quick reference guides.
• Develop interactive demos or simulations to provide hands-on practice.
• Provide access to online resources, user forums, and knowledge bases for ongoing
learning and support.
7. Train-the-Trainer Approach:
• Identify and train a group of super users or champions within the hospital staff.
• Equip them with in-depth knowledge of the system and training methodologies.
• Enable them to conduct future training sessions and provide on-site support to
their peers.
8. Evaluation and Feedback:
• Conduct periodic assessments to measure the effectiveness of the training.
• Gather feedback from trainees to assess their satisfaction and identify areas for
improvement.
• Use the feedback to refine the training program and address any gaps or concerns.
9. Ongoing Support:
• Establish a support mechanism for post-training assistance and guidance.
• Provide a dedicated help desk or support channel to address user queries and
issues.

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• Conduct periodic refresher training sessions or workshops to reinforce learning

and introduce new features.
The training plan should be tailored to the specific needs and requirements of the hospital staff,
ensuring that they acquire the necessary skills to maximize the benefits of the Hospital
Automation System. Regular communication and collaboration with the hospital staff will be
maintained throughout the training process to address any concerns and ensure successful
knowledge transfer.

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