University of Edinburgh

_______________________________________________________________________________________________________

Stage: Initiation Project Proposal 2006/7 [Dick Vet HIMS Interfaces to/from e-Financials]

[Finance]

[CMVM Funded]

Project Sponsor: Author (Business): Author (MIS):

Ronnie Soutar Vivienne McFarlane

Date: [13/01/2006]
__________________________________________________________________________________ _ Project Proposal Template - Revised December 2005

Initiate: Project Proposal

[Project Name]

Contents
1 PROJECT DETAILS................................................................................................3 1.1 Summary.....................................................................................................................3 1.2 Business Objectives....................................................................................................3 1.3 Deliverables and Limits.............................................................................................3 1.4 Timing and Multi Year Projects...............................................................................3 1.4.1 Timing..................................................................................................................................3 1.4.2 Multi-Year............................................................................................................................4 1.5 Risks.............................................................................................................................4 2 PROJECT CATEGORY AND JUSTIFICATION.......................................................4 2.1 Category......................................................................................................................4 2.2 Justification.................................................................................................................4 3 PROJECT BENEFITS AND COSTS........................................................................5 3.1 Five Year Benefits......................................................................................................5 3.2 Other Funding and Staff Resources to be secured.................................................5 3.3 Detailed Benefits and Costs Worksheet...................................................................6

Page 2 of 7

Initiate: Project Proposal

[Project Name]

Project Details

1.1 Summary
The Dick Vet is procuring a computerized hospital management and information system (HIMS), which will meet the operational, business and teaching/research needs of the Dick Vet. Additionally, this system will have extensive search and retrieval functions for patient cases which will be used in veterinary research and teaching. Some of the key objectives of the new HIMS are; Veterinary students will have easier access to case notes for their final year projects. Veterinary researchers will have greater access to presenting problems, diagnosis, treatment and results. Dick Vet clients, both pet owners and referring veterinary surgeons will receive a higher standard of information immediately on line. The College Management Accountant which will have easier access to more timely and accurate financial information thus allowing more effective tracking of Dick Vet Hospitals and Practices income and expenditure. It is hoped that the first phase of the HIMS will be implemented by Spring 2006. With an annual client base of over 20,000 patients and an income in excess of approx. 5 million, it is of vital business importance that the financial management aspects of the new HIMS are linked, initially with the University Purchase Ledger and subsequently to the University Sales Ledger systems. This requirement was highlighted in the ITT documentation and the ability to meet this requirement will be one of the factors used in the final stage of the tendering process when choosing the HMIS provider. The overall objective of this project proposal is to reduce the duplication/double keying of purchase and sales ledger information between the Dick Vet HMIS and the Universitys e-Financials system. The main benefits will be the saving in staff time, reduction in errors and earlier delivery of financial management information.

1.2 Business Objectives

Objective Number 1 2 Objective Description Cease double input of purchase ledger detail for pharmaceuticals and materials in order to avoid duplication of work and possibility of error. Cease requirement for journal entries from Hospital Management System to University Finance system, preferably both Sales and Purchase Ledger in order to avoid duplication of work and possibility of error.

1.3 Deliverables and Limits

Deliverable Number 1 2 3 Deliverable Description Electronic interface to allow upload of purchase ledger detail for pharmaceuticals and materials from Hospital Management System to University Finance system. Electronic interface to allow journal entries, both Sales and Purchase Ledger, to be transferred from Hospital Management System to University Finance system. Secure Infrastructure environment to allow above electronic transfers to take place.

1.4 Timing and Multi Year Projects

1.4.1 Timing
While there is no hard milestone for this project, the School of Veterinary Medicine would like to undertaken this project as soon as possible in 2006/7 in order to realise the benefits early and preferably within the first six months after the implementation of the HIMS which is due to happen by Spring 2006.

Page 3 of 7

Initiate: Project Proposal

[Project Name]

1.4.2 Multi-Year
This project is expected to complete within 2006/7.

1.5 Risks
Risk Non-compatibility Description There is an assumption that the interfaces can be achieved and that the school and the Finance Department will have worked together during the implementation of the Dick Vet HIMS to ensure compatibility with Cedars eFinancials. If this does not happen then this project may turn out to be more complex and costly to do. The supplier of the HIMS system will have to write bespoke programs to both extract data out of and import data into the HIMS. There is a risk that the supplier may not be able to provide resources at the right time.

Supplier Resources

PROJECT CATEGORY and JUSTIFICATION

2.1 Category
Essential (External) Essential (Internal) Funded Very Important n/a n/a This project will be funded by the School of Veterinary Medicine n/a

2.2 Justification
University Goals And Operational Priorities Excellence in Education Excellence in Research Excellence in knowledge transfer and commercialisation Quality infrastructure Quality services Quality knowledge management Promoting opportunity and diversity Developing leadership and Dick Vet clients, both pet owners and referring veterinary surgeons will receive a higher standard of information as all case material, results, etc, will be available immediately on line. Dick Vet clients, both pet owners and referring veterinary surgeons will receive a higher standard of information as all case material, results, etc, will be available immediately on line. Details of these goals and operation priorities can be found in the UoE strategic plan. The Hospital Management & Information System (HIMS) will provide data storage and effective retrieval of case material allowing veterinary students easier access to case notes for their final year projects. HIMS will provide data storage and effective retrieval of case material to allow the School of Veterinary Medicines researchers greater access to presenting problems, diagnosis, treatment and results.

Page 4 of 7

Initiate: Project Proposal

[Project Name]

management Advancing Internationalisation Engaging with the wider community Building effective partnerships and collaborations Effective governance and ensuring sustainability KMS Milestone OTHER

By having direct links into The University of Edinburgh Purchase, Sales Ledger and credit control systems, the Dick Vet will have greater control over its financial resources.

PROJECT BENEFITS and COSTS

3.1 Five Year Benefits

Even though this is a FUNDED project, costs and benefits will be calculated to help the school justify the funding of this project.
Tangible Benefits Benefit Staff time saved on double keying Staff time saved in correcting errors Assumptions That the systems can be linked

Intangible Benefits Benefit More accurate financial information More timely financial information

Assumptions

3.2 Other Funding and Staff Resources to be secured

Additional Funding / Resources Requirements Funding from School will be required to do this project. School will use the breakdown of costs and potential savings in section 3.1 and 3.2 to decide whether funding will be given. Finance Department resources will be required. The HIMS supplier will need to supply resources. Secured? YES /NO NO NO NO

Page 5 of 7

Initiate: Project Proposal

[Project Name]

3.3 Detailed Benefits and Costs Worksheet

5 Y Sum ary ear m I Serv T ices B enefits C osts 10,980 9,200 6,900 27,080 C ost/B enefit R atio B N FT E EI S IT S ervic es S upport G roups C olleg es T otal C ST O S I Serv T ices MS T I otal M BG IS S M D G- D IS S ev M D G- TS IS S M D G- S IS S S M CG IS S E C U S E te x rnal C onsultancy H ardw are S oftw are Sup ort G p roup s C olleges Y 1 : D tailed R ear e esource E ate by S e (in D Y ) stim tag A S D ays 26 7 8 6 5 Y 1 ear C ost 5,980 1,610 1,840 1,380 1,150 D ays Y 2 ear C ost D ays Y 3 ear C ost D ys a Y 4 ear C ost D ays Y 5 ear C ost Y 1 ear Y 2 ear Y 3 ear Y 4 ear Y 5 ear T otal Sup ort p G roup s C olleges T otal M day rate IS E te x rnal day rate E C day rate U S B usiness A a day rate re 230 1,000 230 230

5,000

40 30 I Serv T ices M BG IS S

9,200 6,900 Sup ort G p roup s M DG IS S (D v) e M DG IS S (TS ) M DG IS S (S ) S M CG IS S E C U S E ternal x C onsult. 1 1 2 1 B usiness Partner 4 5 10 5 5 5 5 1 40 O ther C olleges A ll 4 5 3 1 1 10 5 1 30

Planning 2 B usiness A nalysis 1 S ystemA nalysis &D n esig 1 B uild / C onfig ure Integ ration 1 A eptance cc 1 D eploym ent B enefits R eview 1 T otal R esourc e 7 A belowhere can be used for any detailed bene costings rea fits

3 3 1 1

1 2 1 1 1 6

1 2 1 1 5

Page 6 of 7

Initiate: Project Proposal

[Project Name]

Page 7 of 7