Week 3 Designing an Enterprise Information Infrastructure

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Refrain from general feedback, such as simply stating "good job." Your feedback to other students is most helpful if you not only point out weak areas but also offer suggestions for improvement. The best feedback takes a three-stage approach to identify what was done well, weaknesses, and areas for improvement.

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Enterprise Data Management Enterprise Content Management, Data Governance Policies and Procedures Manual 01/23/2019 Table of Contents Project Outline and Requirements ............................................................................................................... 3 Implementation Life Cycle ............................................................................................................................ 6 Information Infrastructure Evaluation ........................................................................................................ 12 Content Capture Evaluation.................................................................................................................... 12 Content Management Evaluation ........................................................................................................... 13 Content Management Tools/ Storage Evaluation .................................................................................. 14 Content Preservation Evaluation ............................................................................................................ 15 Content Delivery Evaluation ................................................................................................................... 15 ECM Relationship Evaluation .................................................................................................................. 16 Information Infrastructure Improvements ................................................................................................. 17 Content Management Process Improvement ........................................................................................ 17 Sales Process ....................................................................................................................................... 17 Employment Process........................................................................................................................... 18 Inventory Process................................................................................................................................ 19 Content Management Tools Improvement ............................................................................................ 20 Data Governance Evaluation ...................................................................................................................... 21 Data Governance Improvements ................................................................................................................ 22 Implementation Plan .................................................................................................................................. 23 References .................................................................................................................................................. 24 Project Outline and Requirements Throughout this document we will be reviewing the Enterprise Content Management System and the Data Governance Policies and Procedures that are being put in place for a local flower shop. To provide a brief history, Little Gem’s Flower Shop is fairly new to the retail market. This company is less than four months old and is ready to step up their information technology (IT) practices. The owner, Gemma Jackson, has always had a love for flowers, floral arrangements and bringing smiles to people’s faces in the community. When Gemma started her business it was purely local, there were no online orders being accepted. For this reason, Gemma had one computer in the shop for ordering additional flowers, chocolates, balloons, cards, vases etc. from. This computer was connected to a router and had antivirus protection installed on it. This computer was also used for her two employees to clock in and clock out of work. News of Gemma’s creations caught the eye of a larger flower company that proposed expansion to Gemma. The proposal was to partner with them to provide online ordering and delivery of their products. This company was www.HurryUpFlowers.com. Gemma was hesitant at first but after some discussion with an IT company that specializes in performing upgrades to any system, Gemma agreed to the partnership. As mentioned earlier, Gemma has three employees (including herself) that work at the florist shop. Due to the partnership, Gemma would like to add 3 additional employees. One manager, one cashier and one additional part time florist. Gemma currently only has one location in town but hopes to expand her shop in a few years. Gemma is located in an 800 square foot space next to a bakery and a wedding dress boutique. Now that Gemma’s florist shop will be accepting online orders the need for this Enterprise Content Management System and the Data Governance Policies and Procedures document comes into play. Her online shop will be saving customer account information on the stores servers in a database as well as their credit card number, address, phone number, first and last name and birth month/year. The biggest advantage to this partnership is that Gemma can implement enterprise content management (ECM). ECM is defined as the collaborative process of digitally managing and applying a company’s information to support its processes and business goals, Atlassian, (2019). What that means for this florist shop is that all orders that come into the shop via online orders can now be stored in one single repository for employees with the correct permissions to view. It doesn’t stop with online orders though, it relates to invoices, supplies needed, inventory, hours worked, emails, spreadsheets and documents as well. Having access to this information is necessary to make decisions, complete projects and work with maximum efficiency. Currently with everything being on paper, from orders created, prices charged, employee applications etc, there is no real structure or security measures in place. Everything is stored in a filing cabinet because there is no formal ECM system. This filing cabinet can be stolen, a fire or flood in the shop could damage the contents. The need for off-site storage is imperative. This is the perfect time for the owner of Little Gem’s flower shop to select a content management system and identify the data that truly needs to be captured, managed, stored, preserved and delivered. Data Governance Policy is defined as a documented set of guidelines that help to ensure the proper management of an organizations digital information is conducted, Rouse, M. (2019). Due to the sensitive data that is collected on the customers behalf, it is important to have policies for security and privacy. These policies will help describe how the florist shop plans on protecting the customers sensitive data in conjunction with their partnership. The main reason behind this is because the florist shop will need to store this sensitive data as well as Hurry Up Flowers. Implementation Life Cycle To begin the process of implementing the Enterprise Content Management and Data Governance policies and procedures a software or systems development life-cycle must be selected. Since an application is not being built, and this upgrade is more about two systems being able to talk to each other, the Systems Development Life-Cycle has been selected for this florist shop. There are seven phases of the system development life cycle, the first of which is the planning phase. You can’t do a system over-haul blindly, you must first plan on what needs to be done. During this phase the scope of the problem is realized, and possible solutions are determined; review of resources, costs, time and benefits shall be considered here, Innovative Architects, (2019). Phase two is the systems analysis and requirements phase. It is in this phase that the consideration of functional requirements of the project or solution take place, Innovative Architects, (2019). System analysis takes place as well, which means the needs of the end users are analyzed to ensure the new system can meet their expectations, Innovative Architects, (2019). Is the payment process easy for checkout, does anything on the website come across as unclear? These items will be addressed in this phase. Phase three is concerned with systems design. That means the system that will be used to take orders and process payment and then send payment confirmation and delivery information will need to be reviewed in detail. During this phase the necessary specifications, features, and operations that will satisfy the functional requirements of the proposed system will be described, Innovative Architects, (2019). The fourth phase is the development phase. Here the real work will begin! We have now transitioned from deciding what the system will do for us to putting the plan into production, Innovative Architects, (2019). During this phase everything in the first, second and third phases comes to life. It is not known at this point if changes will need to be made to the system though. This comes in at phase five. Phase five is the integration and testing phase. In this phase the systems integration and systems testing is carried out, Innovative Architects, (2019). That means that the programs and procedures that were created are tested, Innovative Architects, (2019). It is here that during test a Quality Assurance professional may find that the current items being tested are not ready for implementation. On the contrary, they may also deem the tests a success and allow the project to move into the sixth phase. The sixth phase is the implementation phase. It is here when the majority of the code for the program is written. When the project is put into production the data and components are moved from the old system to the new system via a direct cutover, Innovative Architects, (2019). Now the merger of the two businesses are complete. Customers can view Gemma’s florist shop website and place an order through Gemma directly, or they can choose the option to shop a selection offered by Hurry Up Flowers on Gemma’s website. The final phase of the systems development lifecycle is the operations and maintenance phase. This phase gives end users a chance to fine-tune the system if you will. This will help boost performance, add new capabilities or meet additional user requirements that were not initially thought of, Innovative Architects, (2019). This can be done by sending out surveys, having a “suggestion” section on the website itself or by word of mouth. Updates to the system should not be overwhelming during each release, it will take time to review the suggestions made and decide if they are worth implementing. While enterprise content management is being determined through the systems development lifecycle, we must not forget about the data governance policies and procedures. Data governance involves decision-making, management, and accountability related to data in an organization, Ott, M. (2015). Step one for implementing an effective data governance structure is to determine the strategy for having an effective data governance team in an organization. Data governance policies and procedures are a living document and will need to be updated, Ott, M. (2015). The second step is to choose a model for a data governance team to follow, commonly, this model is a three-tiered approach which includes a group of senior-level executives, whom make high-level decisions, a mid-management group whom offers guidance and the data governance group which carries out much of the administrative work, Ott, M. (2015). The third step is to choose the right hierarchy for the organization. There is a corporate governance, where policies start at the corporate governance and then pass through the channels below. There is also a second type of hierarchy where data governance drives all decisions. The governance of the data receives preferential treatment in this hierarchy and is what is best suited for Gemma’s Florist shop. Below is an example of a hierarchy where data governance drives all decisions. Image Curtesy of Ott, M. (2015). The fourth step is to select the steering committee, that is, the senior level executives and stakeholders who are typically senior vice presidents and vice presidents of the business that is being governed. In this case it would be Gemma and the vice president of Hurry Up Flowers. This committee directs the data governance process across the entire organization to ensure the polices and procedures developed for data are followed, Ott. M (2015). The fifth step is to select the mid-management group also referred to as the Data Governance Office or the Master Data Council. This council is responsible for enforcing the data governance. Their roles include the Data Governance lead, IT Representatives and a Coordinator, Ott, M (2015). The Data Governance Office also proposes which data governance projects spend money on, coordinate between business and technology groups, establishes success metrics and monitors and reports data quality and data governance metrics, Ott. M (2015). Step six is to choose the data governance working group, these are manager-level people who liaise between business and IT. This person drives the data management and data quality for specific subject areas, Ott, M. (2015). While Gemma can have a hand in this, the previous two roles as well as this role will be handled on Hurry Up Flowers side. Step seven is to select the data governance support team. This team will consist of the data owner, data steward, data architect, data modeler, and a data analyst. Each of these individuals will have a specific role from creating policies, putting them into place, designing and maintaining data, obtaining the appropriate documentation and researching problems for the data owners, Ott, M. (2015). Step eight is the actual policy and procedure development and enforcement. Here, the individuals that are involved in the Data Governance Working Group create polices based on the program goals and that everyone in the organization is adhering to those program goals, Ott, M. (2015). This includes security procedures and privacy procedures to protect customer information. Step nine is to establish a skilled business team. The IT team members on this team will need to be highly skilled in technology. They will provide tools for the people on the business team to work with the data, Ott, M. (2015). This collaboration is important because the business team, not the IT team, handles data ownership, Ott, M. (2015). This team has also been established previously by the Hurry Up Flowers organization. Step ten is the final step for data governance. Here the IT team provides tools for the people on the business team to work with the data. Applications are supported that are used by the company’s data and must be able to understand business policies and incorporate them into IT. These IT members must be able to code for data movement and storage as well as be knowledgeable about data models and databases because a lot of information will be stored there, Ott, M. (2015). Additionally, the requests put in by the end user for change to the user interface must be able to be handled. To summarize, data governance is necessary in order to handle data effectively and instill data quality across the organization, Ott, M. (2015). It is extremely important to chose the best model for any organization and have the right team members with the appropriate skill sets on hand. Ensuring that the polices and procedures that are put in place is the best way to start a foundation for a successful program. Following the steps outlined above for both ECM and Data Governance will help create a strong infrastructure for your business. Information Infrastructure Evaluation When conducting an evaluation of a companies ECM system, many different areas of the company are evaluated. Since Gemma’s flower shop doesn’t have an ECM system already in place it will be important to ensure the correct data is captures, managed, stored, preserved and delivered properly, AIIM. (2019). Content Capture Evaluation To begin constructing this infrastructure evaluation we will need to create a categorized list of content that will be used for the major organizational processes with Gemma’s florist shop. The table below will highlight the content captured from Gemma’s Florist Shop. Captured Content List Content Item Customer Data Source Format Use Method of Capture Sales SQL Database • • • • • Sales Marketing Accounting Support Delivery Flower Restocking Inventory SQL Database/ Web Application • • • Sales Marketing Delivery Accessory Restocking Inventory SQL Database • • Sales Marketing Customer data is collected currently from orders that are placed by walk in customers. The goal is to capture this data from the online website when it is launched and store it in the SQL Database under a customer profile. The type and amount of flowers to be ordered is currently selected by Gemma, the store manager. An application will be launched that automatically tallies the type and amount of flower that is used. At the end of the month a report will be given to the manager for items that need to be re-stocked. The type and amount of accessories to be ordered are • Employee Employment Information Forms SQL Database • • • currently selected by Gemma, the store manager. An application will be launched that automatically tallies the type and amount of accessories that are used. (This includes: Ribbon, Vases, Chocolates, Stuffed Animals, Cards, Card Picks, Tissue Paper, Flower Gel, and Flower Caps) At the end of the month a report will be given to the manager for items that need to be restocked. Currently the paper Tax Information applications are stored in a filing cabinet. The goal is to Human have the application process Resources take place online and be stored (Benefits) in the SQL database under Payroll Successful Interview or Unsuccessful Interview. Delivery Content Management Evaluation The next step is to manage the content listed above. When you look into managing content with an ECM system you are putting it in a location where the content can be easily found for whoever the content is intended for, AIIM, (2019). Doing this allows the items that are laid out in the above table to be mapped to the supporting business process. If there is no link then a deficiency has been found and can be corrected. Below is a table that will show the intended link for the content listed above to the business process listed below. Content Management Process Process Content Comments Sales Sales Database Currently sales are all captured on paper receipts that are then manually entered into an excel spreadsheet at the end of the Employment Human Resources Database Inventory Inventory Database day. Allowing sales to take place online and creating an application to order in store will help map sales directly into a sales database. Currently applications are filled out on paper and turned into the shop manager. If the employee is hired the manager puts that file in a special folder, if they are not hired they are put in a different folder with a note as to why they weren’t hired. Making the hiring application only available online will help send hopeful applicants to the HR Database. From there the manager can choose which folder they end up in, Hired or not. Currently the manager counts the flowers and supplies used at the end of the sales month and makes adjustments to the amount depending on the holiday coming up. IF there was an application created that took the type of arrangement and supplies/ flowers needed and updated what the manager needed to order each month, this would be a very useful app. The inventory can then be stored in the inventory database. Content Management Tools/ Storage Evaluation Choosing the right Content Management Tool is important when it comes to storage of ECM. When you store something, you want to place it in the appropriate home in your infrastructure. For example, flower orders need to go in sales, not inventory. Gemma has conducted research of her own and she feels that Magnolia is the content management tool she wishes to launch with her new Information Technology Infrastructure. Gemma doesn’t have a lot of experience with running a website which is what made Magnolia stick out to her. It is a javabased content management system that is targeted specifically for companies that need a website that can do pretty much anything, Fearn, N. (2019). Magnolia features an integration tool for ecommerce, analytics, marketing automation, social media, CRM and ERP, with a security feature that separates the websites public and private elements to combat attacks, Fearn, N. (2019). Content Preservation Evaluation Content is arguably the most valuable asset a business will have. It will be important to preserve and protect this content for however long it suits the organization’s needs, AIIM, (2019). With that said, during this type of evaluation when identifying what content needs to stay and what can go, the most important content to be preserved should be identified first. Below is a table of content that has been identified by Gemma for her florist shop that must be preserved and why it must be protected. Content Preservation Method Comments Customer Database There is not current back up method, everything is on paper. Inventory Database There is not current back up method, everything is on paper. Human Resources Database There is not current back up method, everything is on paper. When data is entered online an off-site storage will be used in case of disaster. When data is entered online an off-site storage will be used in case of disaster. When data is entered online an off-site storage will be used in case of disaster. Content Delivery Evaluation This type of evaluation concerns getting the stored content and information into the appropriate people’s hands when it needs to be there, AIIM, (2019). Currently this is an issue because everything is on paper or in an excel spreadsheet located at the florist shop. Admin privileges granted to Gemma and her assistant manger should be granted on the Magnolia ECM system so that either individual can access the information needed as long as there is an internet connection around. ECM Relationship Evaluation After conducting this evaluation, the major flaws identified are that a current ECM system is not in place. Everything is stored in a filing cabinet and is on paper. There is no repository online for the items to be stored. This is a major issue if the florist shop were to catch fire, Gemma would have nothing to turn back to. There is no security because everything is on paper as well. With the new website being launched, Gemma’s selection of the Magnolia ECM system is a wise choice. This will allow offsite storage and because it separates the business site from the personal uses security is put in place to protect the content. Information Infrastructure Improvements The processes that were captured in the Content Infrastructure Evaluation section were Sales, Employment and Inventory processes. The current system requires all input to be entered manually. Since Gemma will be expanding online, she will need to refine her manual processes. Content Management Process Improvement As mentioned above, when it comes to sales, everything is done manually. The sales are written down on paper receipts and then transferred to an excel spreadsheet at the end of the day. Once recorded they make their way to a filing cabinet and stay there. Below is a visual representation for this process and a list of the strengths and weaknesses of the current set up. A recommendation for improvement is included in this section as well. Sales Process Customer Sales Person Paper Order/Receipt Excel Sheet Updated Filing Cabinet Strengths: Low cost method of entry, single point of failure if data entered wrong. Weaknesses: Excel program can crash and not keep the most recently saved file, data can be entered wrong, any sort of disaster could destroy both the computer and the filing cabinet, and all customer sales data is lost. Improvements: Gemma has opted to use Magnolia, which is a content management system, Fearn, N. (2019). With this content management system put in place the order that is placed in the store will automatically be sent to the correct location within Magnolia. This cuts the sales process time in half, not only for the customer but for Gemma as well. Below is a revised look at what adding the Magnolia Content Management system would do. Customer Sales Person Magnolia CMS Employment Process Applications for employment are filled out on paper and stored in a filing cabinet in either a hired or denied folder. Unlike with the sales process, the employment process stops right there. There is no record other than the paper application, the employee is placed on payroll, which is also part of a manual paper process. Below is a visual representation of the current process along with Strengths, Weaknesses and a recommendation for improvement. Applicant Application Manager Filing Cabinet Strengths: Low cost for retention, easily found, W-2 information is saved with applicants that are hired. Short hiring process: hired on the spot or denied. Weaknesses: a store front disaster could destroy the filing cabinet, and all the applicant’s information is lost. The filing cabinet is not secure which means if a robbery were to take place the applicants social security number can become compromised. More steps involved. Improvements: Move the application process online. When Gemma launches her new website there should be an employment opportunities section. When an applicant fills out an application online an email will be received, and Gemma can review. The applicant’s information will automatically be sent to the correct storage location within Magnolias ECM system. Below is a visual representation for this proposed new process. Applicant Apply Online Application Alert Email Stored in Magnolia Interview Inventory Process Inventory is taken manually by counting what was sold for the day, entering it on an excel spreadsheet and placing an order to restock at the end of the month. This excel spreadsheet tally’s what kind and how many flowers are needed to be ordered and is modified for months of high flower sales; such as Valentine’s Day and Mother’s Day. Below is a visual representation of how this occurs. Manager Inventory Excel Spreadsheet Order Inventory Strengths: Low cost method of entry, single point of failure if data entered wrong. Weaknesses: No backup if computer were to crash, if a fire or theft occurred the data is not secured and the order for the next month with be lost. Improvements: Instead of using an excel spreadsheet to keep track of the items that need to be ordered daily, enter the content that needs to be ordered in a content section of Magnolia. Magnolia should be able to print a report at the end of the month that will highlight what needs to be ordered. Keeping in mind that holidays will need extra orders of flowers. Implementing something such as this will require validation. Changes to business processes can interrupt a business if they fail to meet the requirement of the operation, MUSE, (2019). Meaning, if the process isn’t validated the flower numbers to order can be off and put Gemma’s florist shop in a rough spot for the month. Content Management Tools Improvement To properly establish a method of improvement for the Content Management Tool selected, a review of the Business Processes should take place first. The reasoning behind this is because Enterprise Content Management systems will employ many business processes to begin with; the efficiency and suitability of those business processes will determine the overall health of the ECM system, MUSE, (2019). Since there is no business process in place initially, the process for collecting data should be established, MUSE (2019). To begin documenting the new processes Gemma will need to collect all the data that is related to the project, MUSE, (2019). A review will take place and identify the content that is related to the process such as forms, reports and sample data, MUSE, (2019). Next, as part of the walkthrough of data, a process chart should be created that documents the outline of this new process. For example, when an applicant goes to the website and applies for employment, where should the application go? It should be stored in Magnolia’s ECM and an email sent to the manager letting them know they have a new applicant. This way the data is stored, the manager is alerted, and a review of the resume can take place. After these methods are captured validation that the process is working should take place, MUSE, (2019). Once validated, it will need to be approved, MUSE, (2019). This is a matter of mapping out everything and showing Gemma what will occur when the new system is put into place, MUSE, (2019). The last step is to implement the new process that was captured after it has been approved, MUSE, (2019). For Gemma, this would mean the website is launched and the Magnolia ECM system is set up. She conducts business as usual and all content is saved and placed where it should be within the Magnolia ECM System. Data Governance Evaluation TBD Data Governance Improvements TBD Implementation Plan References AIIM. (2019). What is Enterprise Content Management (ECM)? Retrieved from: https://www.aiim.org/What-is-ECM# Atlassian. (2019). The Guide to Enterprise Content Management (ECM). Retrieved from: https://www.atlassian.com/software/confluence/ecm/guide Fearn, N. (2019). Best CMS of 2019. Retrieved from: https://www.techradar.com/news/bestcms-of-2018 Innovative Architects. (2019). The Seven Phases of the System-Development Life Cycle. Retrieved from; https://www.innovativearchitects.com/KnowledgeCenter/basic-ITsystems/system-development-life-cycle.aspx MUSE. (2019). Business Process Improvement. Retrieved from: https://class.ctuonline.edu/_layouts/MUSEViewer/Asset.aspx?MID=13819040&aid=138 19041 Ott, M. (1 December 2015). A Ten-Step Plan for an Effective Data Governance Structure. Retrieved from: http://tdan.com/a-ten-step-plan-for-an-effective-data-governancestructure/19183 Rouse, M. (2019). Data Governance Policy. Retrieved from: https://searchcompliance.techtarget.com/definition/Data-governance-policy Data Governance Policies and Procedures Manual Week 3: Designing an Enterprise Information Infrastructure 01/23/2019 Table of Contents Week 1: Project Outline and Requirements .................................................................................... 3 Organization Description ................................................................................................................ 3 Content and Requirements .......................................................................................................... 4 Content Categories .......................................................................................................................... 5 Unstructured Content .......................................................................................................... 5 Structured Content .............................................................................................................. 5 Data Protection................................................................................................................................ 5 Implementation Life Cycle.......................................................................................................... 6 Phases .............................................................................................................................................. 7 Requirements ...................................................................................................................... 7 Design ................................................................................................................................. 7 Development ....................................................................................................................... 7 Testing................................................................................................................................. 7 Implementation ................................................................................................................... 7 Maintenance ........................................................................................................................ 7 Week 2: Information Infrastructure Evaluation ............................................................................. 8 Evaluation of Content Capture........................................................................................................ 8 Evaluation of Content Management ............................................................................................... 9 Evaluation of Content Storage ........................................................................................................ 9 Evaluation of Content Preservation .............................................................................................. 10 Evaluation of Content Delivery .................................................................................................... 10 Evaluation of ECM Relationship .................................................................................................. 11 Week 3: Information Infrastructure Improvements ...................................................................... 12 Evaluation of Content Capture.......................................................................................................12 Evaluation of Content Management ............................................................................................. 13 Week 4: Data Governance Evaluation TBD ................................................................................. 14 Week 5: Data Governance Improvements TBD ........................................................................... 15 Implementation Plan ..........................................................................................................15 References ..................................................................................................................................... 16 Week 1: Project Outline and Requirements Organization Description WeCare24/7 is one of the fastest growing company offering urgent and primary care services in Northern Virginia. Established in 2007, with 2 locations. Its mantra remains the same: convenient, accessible and cost-effective medical care. WeCare24/7 continue to adapt to many innovative operation system and practices. All medical centers are open 24/7 including weekends and holidays. Urgent medical needs are unpredictable and may strike at any time. Walk-ins are welcomed. Prompt attention is given. Calling to schedule an appointment for primary care needs is preferred. If you want to see a specific provider, we offer online scheduling and or call the office for assistance. Wait times may vary but rest assured your concerns will be addressed appropriately. WeCare24/7 also offers diagnostic services in house such as X-ray and ultrasound, lab test and an in-house pharmacy that offers commonly prescribed medication. This saves time and extra trip for patients. With automated scheduling, registration, computerized health information and the excellent medical staff, the company continues to expand. There are currently 10 centers in Northern Virginia. WeCare 24/7 has been serving the community for 12 years. A small company that started with 20 employees, now has a total of 150 doctors, nurses, aides, managers and administrative staff and consultants. The physicians and managers work at different office location, and at their homes through internet-based connection to home office. Content and Requirements With the company’s fast paced growth, WeCare 24/7 would be needing highly skilled organizational planning and data management. The company would need to add consultants to its growing workforce to manage and secure data. Resources had been identified and financial allocation has been made for the project. Goals are as follows: 1) Review current information structure. 2) Evaluate necessary revision and changes that would need to be done. 3) Update the current information infrastructure 4) Develop new policies and procedure that would apply to the growing needs of the company. Upon evaluation, it was noted that information security needs to be reinforced. Sharing of Protected Health Information (PHI) should be have a smoother work flow. Health Insurance Portability and Accountability Act (HIPAA) and any other personal patient information are all considered to circumvent breaches. Data storage work flow will need to be revisited and updated. Documents, forms, email and other means electronic communication will also need to be sorted according to different levels of security. Content Categories Unstructured Content They are data that are not stored in a specific format. There is no formal database. This data includes email, forms given and filled out by patient during office visits, patient narratives, Electronic medical records (EMR), providers and nurse’s notes, HIPAA privacy forms and insurance information. This are vital information that would need to be converted into a format that can be used in the organization, stored and protected. Structured Content These are content that has a specific format. They are in database or spreadsheet forms. They are highly organized that makes searchability seamless and straightforward. For these projects the following structured content were identified. • Human Resources data – includes all pertinent information about every employee. • Accounting data - financial information about the company • Support data – IT support information • Patient Information data – these would include patient demographics e.g. birthday, address, phone numbers, ethnicity, health insurance plan and coverage. • Web – company website. Data Protection Encrypting sensitive data and information must be done for protection purposes. Enforcing strict security most especially patient information but allowing access for patient care purposes. Implementation Life Cycle (Week 1) The success of this project depends on the proper identification and effective implementation of data. The team have decided that life cycle that would work best for this project would be waterfall methodology. Waterfall methodology is a parallel approach software development. It is a more traditional approach. Just like its namesake, it follows a cascade approach. Goals are set for every phase and would need to be completed before going into the next phase. Every step needs to be followed in sequential order. Initial planning and design are agreed upon by the developer and customer thus development and execution are straightforward. It is an all or nothing approach, only the ones that are approved will be executed. Advantages to this methodology is that it allows departmental and managerial control. It works on a set schedule. This process does not need constant presence of the customer, only for review, approval and scheduled status meetings. The most notable disadvantage is that once completed, it cannot be revised/changed without started from the top. The client only sees the completed project. This approach is favorable when there is a clear idea of want is to be completed. It is easier to create budget, timeline and work requirement because of its nature (plan driven). Phases Requirements During this initial phase, all potential requirements will be gathered, assessed and recorded. Both storage and security requirement will likewise be identified. Consideration of what needs to be done and how to go about with it will be defined. Design Mockup designs will be created for approval. All contributors will be identified, and tasks will be delegated with specific time lines. Development Enterprise Content Management and Data Governance Policies and Procedures Manual will be created with the assistance of identified representative of each department. Testing Draft will be reviewed by chief executive officer (CEO), chief information officer (CIO), providers, directors to come up with revisions and modification before final manual is made. Implementation Final Manual will be developed. Provide user end training to all stakeholders and finally going into production. Maintenance Follow up and changes whenever deemed necessary. Making sure goals are met and implemented. Week 2: Information Infrastructure Evaluation Information infrastructure consists of people, tools, facilities, processes and procedures that assists in conceptualizing, transporting, storing and using and or even destroying information. It is important to evaluate the overall system to see which one need to be improved and how they all work together. There are five (5) core components of enterprise content management (ECM) that are followed. o Capture o Management o Storage o Preservation o Delivery Regardless as to a company having a formal infrastructure and software application in place or not, the above-mentioned core components still follows. The main goal is to strengthen the existing system. Evaluation of Content Capture Content capture is the process of converting an existing data into a format that would be usable with the enterprise content management (ECM) system. Information brought to the company comes from many sources and in different formats. It can be a paper document that a patient brings in from a different provider’s office or electronic format. There are 3 steps needed to evaluate content capture: 1) List content sources – medical records brought in by patient, electronic or mailed from another provider’s office, insurance information/coverage, financial data. 2) Evaluate how the content will be used – patient care, accounting, sales, marketing 3) Evaluate method of capture – electronic, mail, contact with patients. Evaluation of Content Management How will the captured content be used, what will be the flow? Content management will answer these questions. A good start is to understand the workflow process of how it will be used. Flowcharts would be a good documentation tool. In this manner, whatever is lacking can be identified and can pinpoint what needs to be improved. An additional advantage would be, is to have the users review the current and planned content and be able to identify what would be useful and not. Example: Most if not all content received will be in paper format. These will need to be converted into a format that can be stored in a database. Evaluation of Content Storage This is mainly dealing with where all the contents will be kept. Primarily, it is stored in a hardware. Evaluation would include what would be the storage size necessary for the current and future content. Would the company consider an in-house or cloud-based storage? The initial cost of cloud-based storage would be high, but it would be benefiting the company financially in long term. Example of storage map: Evaluation of Content Preservation Content preservation is the process wherein contents are archived and kept secured but at the same time, it can be accessed, referenced or retrieved whenever needed. Identifying content that needs to be preserved for future use and the current preservation method is essential. Example: An in-house storage for identified frequently used information in house and offsite storage such as the cloud for backups for critical system. Evaluation of Content Delivery Content delivery or content distribution network is described as the process of transporting information to the end users. During the evaluation process it is important to note the outcome of components. These would provide the team with concepts of what would be the best delivery method. Retrieval method would be based on how the contents would be used. Evaluation of Enterprise Content Management (ECM) Relationship The relationship of the five (5) components of ECM are interdependent to each other. The results gathered from the evaluation process are important contributions for the planning stages of ECM implementation. An extensive security measure would need to be taken into consideration with update ECM system. Restriction must be in place. Proper approvals must be made before any changes in any of the contents. Regulation regarding HIPAA and PHI will always be reiterated and followed. Week 3: Information Infrastructure Improvements This section investigates the existing content management. Analyzes what needs to be improved and will provide the framework for the creation of a new and improved enterprise content management system for the company. The upgrade will be comprised of data management tools and processes. Content Management Process Improvement Content management is a collaborative process. The goals differ depending on the operation of the organization. This part of the study will describe the content infrastructure defined and will categorize the different areas that would need improvement. At tabulated diagrams is included to demonstrate the current and improved processes. Table 1 Unstructured Content Patient history and EMR Storage Insurance information Current Coming from different places and format In house data storage Scanned to chart Improvement Sorted, formatted and stored in an encrypted database Cloud data storage option Provide custom form filled application that will be stored on My-SQL database. Current Customized application database Customized application database Customized application database Customized application database Improvement To enhance security features Table 2 Structured Content Human Resource Accounting / Financial Web Support data To enhance security features To enhance security features To enhance security features Data information received from patient and other providers will be organized in a way that would be easy to deploy and review. These PHI will be HIPAA compliant and shall be used according to the organization procedures and policies. Once data are entered, it will stay in a database and will have a unique identification thus allowing easy retrieval and will reduce duplication of information due to the advance filtering capabilities include in the new and improved data base. Content Management Tools Improvement This part of the study will review the content infrastructure, conduct an internal survey (among end-users) to identify strengths, weaknesses and areas that will need more improvements. The work flow, with the updates done provides a smoother work flow and provides an improvement and quicker delivery of services available. IT team provides scalable solutions for the growing needs of WeCare 24/7 to meet expectations among patient, providers and staff. All of these without compromising information security. Week 4: Data Governance Evaluation (TBD) Week 5: Data Governance Improvements (TBD) Implementation Plan References Colorado Technical University. (2019). Evaluation of ECM System. My Unique Student Experience. Retrieved from https://class.ctuonline.edu/_layouts/MUSEViewer/Asset.aspx?MID=13819018&aid=13819019 Rouse, Margaret. (2019). TechTarget. Enterprise Content Management (ECM). Retrieved from https://searchcontentmanagement.techtarget.com/definition/enterprise-content-managementECM Martin, Eric (February 20,2018). How to Pick the Best CMS for Your Healthcare Organization. Retrieved from https://www.influencehealth.com/blog/how-to-pick-the-best-cms-for-yourhealthcare-organization
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Explanation & Answer

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Running head: PEER REVIEW

Peer Review
Student’s Name
Institution Affiliation
Date

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PEER REVIEW
Peer review 1
In this paper, the student has clearly stated the topics, and properly built content to
support these topics. On the project outline, the student has provided the name and the
description of the organization discussed. The personal information of the organization is clear,
which includes the size, the location and the number of employees in the organization. I like how
the student explains the background information of the organization, hence enabling the reader to
have a deeper understanding of the organization. In the implementation life cycle, the student
states and explains all the necessary steps to be used to implement the ECM and data governance
policies and procedures. The steps are clear, but some of them are not discussed thoroughly....


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