Defining Resources

Defining the resources that are needed for an Electronic Health Record (EHR) implementation can be a challenging task. What types of resources (people) 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.

You should begin this process by requesting the roles and responsibilities documents and a project plan from your software vendor. This should be completed during the sales phase so that you understand the operational requirements to implement and maintain the system. The documents and project plans you receive will be in different formats. To organize and clearly define the work and resources needed, the RAM is the best tool. Do not assume that your 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 left hand column and resources across the top row. (See example below.) Start by compiling a list of tasks from the project plan, and populate the left hand column of the spreadsheet. Next, create a list of resource types along the top row. Finally, for each task identify the resource and that person’s role. Keep in mind that one activity may need more than one type of resource.

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

Example Resource Assignment Matrix