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Systems Assessment - Review

Post-Workshop Review

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Systems Assessment - Review

  1. 1. FMCSA Medical Program (MP) Information Architecture Post-Workshop Review March 19, 2008
  2. 2. <ul><li>Agenda </li></ul><ul><ul><li>Introduction </li></ul></ul><ul><ul><ul><li>FMCSA MP Information Architecture (IA) project deliverable </li></ul></ul></ul><ul><ul><li>Recap workshop </li></ul></ul><ul><ul><ul><li>Goal </li></ul></ul></ul><ul><ul><ul><li>Planned vs. actual workshop flow </li></ul></ul></ul><ul><ul><ul><li>Attendance </li></ul></ul></ul><ul><ul><ul><li>Workshop observations </li></ul></ul></ul><ul><ul><li>Review selected deliverables with associated questions </li></ul></ul><ul><ul><li>IA observations </li></ul></ul><ul><ul><li>IA recommendations/roadmap </li></ul></ul><ul><ul><li>Next steps </li></ul></ul>
  3. 3. <ul><li>FMCSA MP Information Architecture Project Deliverable </li></ul><ul><ul><li>Cover page & TOC </li></ul></ul><ul><ul><li>Introduction </li></ul></ul><ul><ul><li>FMCSA MP Information Architecture Workshop Presentation </li></ul></ul><ul><ul><li>FMCSA MP Information Architecture Post-Workshop Presentation </li></ul></ul><ul><ul><li>Stakeholders & Projects/Activities </li></ul></ul><ul><ul><ul><li>Stakeholders matrix </li></ul></ul></ul><ul><ul><ul><li>Projects & activities matrix </li></ul></ul></ul><ul><ul><li>Requirements Sources </li></ul></ul><ul><ul><ul><li>Intra-Program dependencies matrix </li></ul></ul></ul><ul><ul><ul><li>Inter-Program dependencies matrix </li></ul></ul></ul><ul><ul><ul><li>Related system matrix </li></ul></ul></ul><ul><ul><ul><li>MRB process progress matrix </li></ul></ul></ul><ul><ul><ul><li>Requirement sources & resulting drivers matrix </li></ul></ul></ul><ul><ul><li>High Level Processes </li></ul></ul><ul><ul><ul><li>Key system related MP process list </li></ul></ul></ul><ul><ul><ul><li>“ME application for listing in National Registry” process diagram </li></ul></ul></ul><ul><ul><ul><li>“Driver obtains medical certificate” process diagram </li></ul></ul></ul>
  4. 4. <ul><li>FMCSA MP Information Architecture Project Deliverable (cont.) </li></ul><ul><ul><li>High level system diagram </li></ul></ul><ul><ul><ul><li>High level diagram </li></ul></ul></ul><ul><ul><ul><li>Sample lower level diagrams </li></ul></ul></ul><ul><ul><li>Functional hierarchy w/ attributes </li></ul></ul><ul><ul><li>High level entity relationship diagrams </li></ul></ul><ul><ul><ul><li>NRCME </li></ul></ul></ul><ul><ul><ul><li>Exemptions </li></ul></ul></ul><ul><ul><ul><ul><li>Vision </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Diabetes </li></ul></ul></ul></ul><ul><ul><ul><ul><li>SPE </li></ul></ul></ul></ul><ul><ul><li>Information Architecture observations </li></ul></ul><ul><ul><li>Information Architecture recommendations/roadmap </li></ul></ul><ul><ul><li>Appendix A – Workshop parking lot list </li></ul></ul>
  5. 5. <ul><li>Workshop Goal </li></ul><ul><ul><li>Clear objective </li></ul></ul><ul><ul><li>Useful deliverables & purposeful result </li></ul></ul>
  6. 6. <ul><li>Planned Session Flow & Supporting Content </li></ul><ul><ul><li>Organized to facilitate structured but collaborative data gathering </li></ul></ul><ul><ul><li>Planned covered analysis from various perspectives </li></ul></ul><ul><ul><ul><li>People, process, and technology </li></ul></ul></ul><ul><ul><ul><li>Internal / external </li></ul></ul></ul><ul><ul><ul><li>Relationships and dependencies </li></ul></ul></ul><ul><ul><li>Aimed to collect a set of data from which a rationalized Information Architecture could be developed </li></ul></ul>Introduction & Overview S1: Projects & Activities S2: Requirements Sources S3: Functional Hierarchy S4: HL Process & Info Requirements S5: Use Case Example S6: (HL)Design & Roadmap Wrap-Up & Next Steps Stakeholders Projects & Activities Intra- Program Dependencies Functional Hierarchy Use Case Table Use Case Diagrams Design & Roadmap Diagram Workshop Deliverables Sessions Overview Inter- Program Dependencies Inter- System Dependencies Req Sources & Drivers Functional Hierarchy Parking Lot Day 1 Day 2
  7. 7. <ul><li>Actual Session Flow & Supporting Content </li></ul><ul><ul><li>Initial sessions fostered highly valuable discussion & discovery </li></ul></ul><ul><ul><ul><li>Encouraged the exchange to obtain deeper understanding of issues and promote teambuilding </li></ul></ul></ul><ul><ul><ul><li>Resulted in highly valuable insight </li></ul></ul></ul><ul><ul><li>Re-organized to build on the team’s high level of engagement </li></ul></ul><ul><ul><ul><li>Switched to highly collaborative approach to covering the remaining topics </li></ul></ul></ul><ul><ul><ul><li>Resulted in greater than expected levels of detail and insight </li></ul></ul></ul>Introduction & Overview S1: Projects & Activities S2: Requirements Sources S3: Functional Hierarchy S4: HL Process & Info Reqs S5: Use Case Example S6: (HL)Design & Roadmap Wrap-Up & Next Steps Stakeholders Projects & Activities Intra- Program Dependencies Functional Hierarchy Use Case Table Use Case Diagrams Design & Roadmap Diagram Workshop Deliverables Sessions Overview Inter- Program Dependencies Inter- System Dependencies Req Sources & Drivers Functional Hierarchy Parking Lot Day 1 Day 2 Highly collaborative functional process, information, and data analysis (whiteboard)
  8. 8. Workshop Attendance
  9. 9. <ul><li>Workshop Observations </li></ul><ul><ul><li>Selection of participants was a key to the success </li></ul></ul><ul><ul><li>Level of collaboration was high </li></ul></ul><ul><ul><li>All participants were completely engaged </li></ul></ul><ul><ul><li>Participants learned significant amounts </li></ul></ul><ul><ul><li>Clearly influenced the design of applications </li></ul></ul><ul><ul><li>Facilitators were flexible and sensitive to the need to change the approach to the second day based on the first day </li></ul></ul><ul><ul><li>Facility support was outstanding </li></ul></ul><ul><ul><li>Facility configuration was sub-optimal </li></ul></ul><ul><ul><li>Participants were unanimous in saying that “it was time well spent” and that “we should do this more often” </li></ul></ul>
  10. 10. <ul><li>Review Selected Deliverables with Associated Questions </li></ul><ul><ul><li>Stakeholders & projects/activities </li></ul></ul><ul><ul><ul><li>Stakeholders matrix </li></ul></ul></ul><ul><ul><ul><li>Projects and Activities matrix </li></ul></ul></ul><ul><ul><li>Requirements sources </li></ul></ul><ul><ul><ul><li>Inter-Program dependencies matrix </li></ul></ul></ul><ul><ul><ul><li>Requirement sources & resulting drivers matrix </li></ul></ul></ul><ul><ul><li>High level processes </li></ul></ul><ul><ul><ul><li>Key system related MP process list </li></ul></ul></ul><ul><ul><ul><li>ME application for listing in National Registry diagram </li></ul></ul></ul><ul><ul><ul><li>Driver obtains medical certificate diagram </li></ul></ul></ul><ul><ul><li>High level system design </li></ul></ul><ul><ul><ul><li>Based on current approach </li></ul></ul></ul><ul><ul><ul><li>Potential considerations based on viewing the “big picture” </li></ul></ul></ul><ul><ul><ul><li>High level systems diagrams </li></ul></ul></ul><ul><ul><ul><li>Supporting lower level diagrams </li></ul></ul></ul>
  11. 11. <ul><li>Information Architecture Observations </li></ul><ul><ul><li>On the positive side </li></ul></ul><ul><ul><ul><li>Business processes, while mostly manual, are well understood by the practitioners </li></ul></ul></ul><ul><ul><ul><li>There is a lot of IT work going on and planned within the MP </li></ul></ul></ul><ul><ul><ul><li>IT work is early enough in the life cycle so that significant positive impact can be achieved in developing an integrated and well structured automation program </li></ul></ul></ul><ul><ul><ul><li>IT security and privacy are being considered and will continue to impact how systems will be built </li></ul></ul></ul>
  12. 12. <ul><li>Information Architecture Observations (cont.) </li></ul><ul><ul><li>However </li></ul></ul><ul><ul><ul><li>Process and application design are occurring in silos within the MP </li></ul></ul></ul><ul><ul><ul><li>Well structured and detailed application requirements do not appear to be driving design and development </li></ul></ul></ul><ul><ul><ul><li>Integrated set of systems requirements and associated documentation does not exist </li></ul></ul></ul><ul><ul><ul><li>Opportunity to leverage common functionality and sharable data are not being exploited across applications </li></ul></ul></ul><ul><ul><ul><ul><li>Audit capability to track changes to the data after it is received </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Reference tables </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Medical professional </li></ul></ul></ul></ul>
  13. 13. <ul><li>Information Architecture Observations (cont.) </li></ul><ul><ul><li>However (cont.) </li></ul></ul><ul><ul><ul><li>Medical Program was largely unaware of opportunities to leverage FMCSA Enterprise Architecture and Modernization efforts </li></ul></ul></ul><ul><ul><ul><ul><li>COMPASS portal using single sign-on, working against an integration plan & timeline </li></ul></ul></ul></ul><ul><ul><ul><ul><li>CSA 2010 business process modernization </li></ul></ul></ul></ul><ul><ul><ul><li>Unique identifiers for key entities not completely defined </li></ul></ul></ul><ul><ul><ul><li>The uncertainty in the timing and content of key legislation will likely result in significant system development challenges </li></ul></ul></ul><ul><ul><ul><li>Additional data fields may be required which are not reflected in legislation </li></ul></ul></ul><ul><ul><ul><ul><li>Driver data from medical examinations </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Data to feed to other FMCSA programs </li></ul></ul></ul></ul>
  14. 14. <ul><li>Information Architecture Recommendations/Roadmap </li></ul><ul><ul><li>Continue with collaboration initiated by this workshop </li></ul></ul><ul><ul><ul><li>With additional workshops as appropriate within MP and other FMCSA organizations </li></ul></ul></ul><ul><ul><li>Seek opportunities to influence details in pending legislation early in the process </li></ul></ul><ul><ul><li>Use a business analyst to formalize work on process evaluation </li></ul></ul><ul><ul><ul><li>Capture the details of the business processes </li></ul></ul></ul><ul><ul><ul><li>Prepare system use cases </li></ul></ul></ul><ul><ul><li>Use a system architect to continue work on developing rationalized system design </li></ul></ul><ul><ul><ul><li>Data dictionary </li></ul></ul></ul><ul><ul><ul><li>Entity relationship diagrams </li></ul></ul></ul><ul><ul><ul><li>Systems diagrams </li></ul></ul></ul><ul><ul><ul><li>Systems integration points </li></ul></ul></ul>
  15. 15. <ul><li>Information Architecture Recommendations/Roadmap (cont.) </li></ul><ul><ul><li>Adapt a common system development lifecycle approach and governance procedures for all applications </li></ul></ul><ul><ul><ul><li>Requirements </li></ul></ul></ul><ul><ul><ul><li>Design </li></ul></ul></ul><ul><ul><ul><li>Development </li></ul></ul></ul><ul><ul><ul><li>Testing </li></ul></ul></ul><ul><ul><ul><li>Deployment/Roll-out </li></ul></ul></ul><ul><ul><ul><li>Operations </li></ul></ul></ul><ul><ul><li>Ensure system requirements specifications contain the following (as a minimum) </li></ul></ul><ul><ul><ul><li>Functional requirements </li></ul></ul></ul><ul><ul><ul><li>Data requirements </li></ul></ul></ul><ul><ul><ul><li>Physical/Hosting requirements </li></ul></ul></ul><ul><ul><ul><li>Operational requirements </li></ul></ul></ul>
  16. 16. <ul><li>Information Architecture Recommendations/Roadmap (cont.) </li></ul><ul><ul><li>Continue work on developing rationalized system design </li></ul></ul><ul><ul><ul><li>Data dictionary </li></ul></ul></ul><ul><ul><ul><li>Entity relationship diagrams </li></ul></ul></ul><ul><ul><ul><li>Systems diagrams </li></ul></ul></ul><ul><ul><ul><li>Systems integration points </li></ul></ul></ul><ul><ul><ul><li>Interface requirements specifications </li></ul></ul></ul><ul><ul><ul><ul><li>COMPASS portal interface </li></ul></ul></ul></ul><ul><ul><ul><ul><li>CDL merger </li></ul></ul></ul></ul><ul><ul><li>Apply a common software development approach </li></ul></ul><ul><ul><ul><li>Integrated development environment </li></ul></ul></ul><ul><ul><ul><li>Shared document and code repository </li></ul></ul></ul><ul><ul><ul><li>Common naming and coding conventions </li></ul></ul></ul><ul><ul><ul><li>Configuration management </li></ul></ul></ul>
  17. 17. <ul><li>Information Architecture Recommendations/Roadmap (cont.) </li></ul><ul><ul><li>Plan & document a well structured testing strategy including </li></ul></ul><ul><ul><ul><li>User acceptance testing </li></ul></ul></ul><ul><ul><ul><li>Load/stress testing </li></ul></ul></ul><ul><ul><ul><li>Business process fraud analysis </li></ul></ul></ul><ul><ul><li>Evaluate & plan options for deployment/roll-out </li></ul></ul><ul><ul><ul><li>Organizational change management including communication and training </li></ul></ul></ul><ul><ul><ul><li>Provisions for Continuity Of Operations (COOP) and Disaster Recovery (DR) </li></ul></ul></ul><ul><ul><li>Design operations to optimize support to the user community </li></ul></ul><ul><ul><ul><li>Knowledge transfer and helpdesk support </li></ul></ul></ul><ul><ul><ul><li>Data center operations </li></ul></ul></ul><ul><ul><ul><li>Software maintenance & enhancements approach </li></ul></ul></ul>
  18. 18. <ul><li>Next Steps </li></ul><ul><ul><li>Incorporate feedback from this session </li></ul></ul><ul><ul><li>Complete deliverable </li></ul></ul>

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