EHR Resource Planning (2) – Defining Resources

Defining the resources that are needed for an Electronic Health Record (EHR) implementation can be a challenging task. What types of resources are needed? What are their responsibilities? What are the required skill sets and job descriptions for each resource? Each EHR implementation is unique and therefore the answers to these questions will vary by project. A resource assignment matrix (RAM) is the tool that will assist your organization to assign work (responsibility) to the resources (role) for your project.

This process begins by requesting roles and the responsibilities documents and a project plan from the software vendor. This should be completed in the sales process to understand the operational requirements to implement and maintain the system in the future. The documents and project plans you receive will be in different formats. To organize and clearly define the work and the resource needed to complete the work the RAM is the best tool. Do not assume that the vendor has defined all the work and resources required. The software vendor has expertise implementing the product but not integrating it within your operational infrastructure.

The RAM tool contains tasks down the vertical edge and resources across the horizontal edge (See example below). Start with compiling a list of tasks, from the project plan, and populate the vertical edge of a spreadsheet. Next, along the horizontal edge create a list of resource types. Finally, for each task identify the resource and their role. Keep in mind that one activity may need more than one type of resources.

The next blog will focus on using the RAM to define the work or effort for each task and estimating the project schedule.

Example Resource Assignment Matrix

Task	Clinical		Technical			Clinical W/Technical Skills			Administrative
	Tom	John	Sue	Terry	Bob	Carol	Susie	Nick	George	Brian
Establish VPN connectivity			A	C	R				I
Review EHR vendor statement of work	C		C			C	C	I	A	R
Finalize future state workflows	A	R	C			I
Finalize interface specifications			A	R		C
Test all Interfaces	S		A	R		S

 

Role	Description
Responsible (R)	This role conducts the actual work/owns the problem.
Accountable (A)	This role approves the completed work and is held fully accountable for it. There should be one and only one A.
Supportive (S)	This role provides additional resources to conduct the work or plays a supportive role in implementation. Optional.
Consulted (C)	This role has the information and/or capability to complete the work. Two-way communication (typically between R and C). Optional.
Informed (I)	This role is to be informed of progress and results. One-way communication (typically from R to I). Optional.
Verifies (V)	This role checks the work to ensure that it meets all defined criteria and standards. Optional.
Signs (S)	This role signs off on the completed work. Optional.