RFPs: Knowing What you Are Asking For

Joyce Heintz, MSIS, PMP, CIIPAdministrator, Radiology Imaging Informatics

Topics

• RFP to Replace RIS in Marshfield Clinic Radiology– Project background– Project Structure– RFP Content– RFP Cost

Current Environment

• RIS: Internally developed • PACS: Siemens plaza • Archive: Evercore -- switching to Acuo• Ultrasound: Siemens Dynamics • Mammography: Agfa

Project Structure

• Identify the project team– Sponsor– Project Manager– Key Stakeholders “Execution: The

missing link between aspirations and results. “

Larry Bossidy

Role Name Email Phone

Project Sponsor

Project Manager      

Development Lead      

Test Lead      

User Education Lead      

Stakeholders      

<Vendor Contacts>      

Project Team

Decision LogTopic Excluded Services Decision Services to be excluded

Workman’s Comp Elective Services Employer Exams Ambulatory Surgery Optical Shop In-patient technical services Laboratory Vaccines for Children*

Date 5/17/2014Supporting logic:

Known Medicaid exclusions*Refer to Attachment 1 – Vaccines for Children. Recommendation written by Jane Doe on 5/10/2014, and approved by Dr. Fixit on 5/14/2014.

2012 McKinsey study

• 17% of lT projects budgeted at $15 million or higher go so badly as to threaten the company's existence, and more than 40% of them fail.

• On average, large IT projects run – 45% over budget and – 7% percent over time, – Delivering 56% less value than predicted.

http://www.mckinsey.com/insights/business_technology/delivering_large-scale_it_projects_on_time_on_budget_and_on_value

RFP Phases

• Create the RFP• Identify potential vendors

– KLAS reports

• Product demos• Evaluate the solutions• Select a vendor

RFP Content

• Project description• Purpose of the RFP• Description of your

organization• Confidentiality statement• Contact person• Milestone Dates• Questions about their

company• Questions about their

solution

• Questions about features• System questions• Security questions• References• Language from Legal

– Responses are for the version you would be implementing

• Request for quote (Estimate)

Marshfield Clinic Radiology

• Organization Description– Subspecialties– Multiple Geographic Locations– Study Volume Stats– Equipment List– 3D Tools– 3rd Party Software

RFP Content

• Project description• Purpose of the RFP• Description of your

organization• Confidentiality statement• Contact person• Milestone Dates• Questions about their

company• Questions about their

solution

• Questions about features• System questions• Security questions• References• Language from Legal

– Responses are for the version you would be implementing

• Request for quote (Estimate)

Evaluation Criteria

• List features– 13 Items in order of importance

• Scoring method• Each person attending was asked to score the demo

RIS Product Preview  

 

GE HealthCar

eNovaRad

Seimens Epic

DR Syestems Cerner

Notes/Comments

Date   

9/30 10/1 10/2 10/3 10/7 10/10

Topics   Weight Scale            

Workload Management 6.0 1 - 10            

Protocol Workflow 6.0 1 - 10            

Mammography Workflow 6.0 1 - 10            

VR/Dictation 5.0 1 - 10            

Addendum/Revisions 5.0 1 - 10            

Peer Review   5.0 1 - 10            

Downtime Procedures 4.0 1 - 10            

Ancillary Quality Manager 4.0 1 - 10            

Ordering Workflow 4.0 1 - 10            

Management Reports 3.0 1 - 10            

Critical Results workflow 3.0 1 - 10            

Initial Results Workflow - ER 3.0 1 - 10            

Dose Tracking 1.0 1 - 10            

Score     0 0 0 0 0 0

Evaluation Process

• Scheduled Demonstrations– WebEx Demos

– Vendor Meetings at RSNA

– Onsite Demos

– Site visits

At a glance, a boy shooting a basket…

Cost of WebEx Demos

WebEx Demos  Avg Rate People Hours  Rads $ 350 5 30 $ 10,500Management $ 125 3 30 $ 3,750IT $ 150 5 30 $ 4,500 WebEx Total       $ 18,750

• $3,125 X 6 vendors

Cost of RFP Process

RIS RFPWrite RFP & Eval Criteria $ 24,750 Review RFP Responses $ 22,250 WebEx $ 18,750 RSNA $ 12,000 Onsite Demos $ 36,150 Site Visits $ 12,300 Misc. Meetings $ 38,750 Total to Date $ 164,950

Healthcare is a vocation. Selecting the right tools helps deliver quality care.

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