Introduction

Note: Each assessment in this course builds on the work you completed in the previous assessment. Therefore, you must complete the assessments in this course in the order in which they are presented.

As a nursing informatics specialist, you have been asked to arrange and lead a needs assessment meeting for stakeholders around an organizational information system change. Completing an assessment with the stakeholders will help you to gain a clear understanding of end-user needs, how the system currently functions, and what enhanced functionality should be achieved with an information system change. Ultimately, you are implementing the system change to enhance the interprofessional team’s ability to positively affect care delivery outcomes.

Note: Complete the assessments in this course in the order in which they are presented.

Preparation

For the assessments in this course, imagine you are working on an organizational information system change project as a nursing informatics specialist project manager.

For this assessment, you have reached the stage in your information systems change where you will bring stakeholders together to collaborate on a needs assessment. An important skill for informatics professionals is being able to understand the viewpoints of stakeholders and leverage that understanding to create buy-in.

For this assessment, you will be creating a video summary of findings from a needs assessment meeting. You can base your summary on your personal experiences being in a needs assessment meeting, or you can imagine one that is relevant to your personal practice and an information systems change you would like to see happen. 

If you are imagining the needs assessment meeting, assume that each stakeholder group would elect one team member to attend the meeting. This would mean that there be a minimum of five participants in your meeting. Try to keep in mind these various points of view as you plan and create your meeting summary.

To prepare to complete this assessment, think through the following items before you begin to record your video:

• Define at least four groups of stakeholders. These might include:
  • Administration.
  • The end-users of the system that input information into particular elements of the system.
  • The most critical interprofessional team members that need to access and read that information; in other words, individuals who could be part of an informatics support team for the system.
• How is the system currently functioning?
  • How would the stakeholders like it to function?
• What are the risks that the current system poses to patient safety?
• What are the best evidence-based practices with use of this type of information system?
• What software and hardware functionality do the stakeholders want?
• How might this information system change enhance workflow and communication?
• How will data capture improve with implementation of this system?
• What are the current effects from the system’s use on health care delivery outcomes?
  • Will a change enhance outcomes?

Instructions

Your assessment submission will be a Kaltura video debrief of your hypothetical needs assessment meeting. The time limit for your video is 7 minutes.

During the meeting, you would pose the questions listed in Part 2 as a means to conduct the needs assessment collaboratively.

Organize your video using the following outline.

Part 1: Introduction

Create an introduction to explain your role and an overview of the project, including the scope. Include a brief timeline to complete the project and a vision statement for the future outlining what the organization wants to achieve with this information system change.

Part 2: Questions and Explanation

The questions you would have asked during the needs assessment meeting can be grouped as outlined below. For each category, report the hypothetical findings and outcomes. Distinguished performers will also comment on the importance of finding answers to these questions.

1. Assess the current situation and desired state of the information system:
   • What do the stakeholders see as issues with the current information system?
   • What is working well with the current information system?
   • What can stakeholders envision as the best solution if they had all resources?
2. Assess and define the risks:
   • What do the stakeholders see as patient safety risks or other risks (such as ethical, legal, or practical) with the current system?
3. Define information system user best practice:
   • What are the best evidence-based practices with use of this type of information system?
4. Technology functionality:
   • What software and hardware functionality do the stakeholders want to have?
5. Workflow and communication:
   • How might an information system change enhance workflow and communication?
6. Data capture:
   • How might data capture improve with implementation of a new system?
7. Practice and outcomes:
   • How could a change affect current practice for the better by enhancing patient outcomes?

Part 3: Conclusion

Summarize the highlights of the meeting as a takeaway for the stakeholders. Be sure to state the connection between the project scope, potential direction, and the organizational vision for the stakeholders as a means to guide the project forward. Comment on change management principles that could be relevant in mitigating resistance as the project proceeds.

PART 4: SCHOLARLY REFERENCE LIST

The scholarly sources that you used to support your ideas must be included in a reference list. Submit your APA formatted reference list as a separate document.