Needs Assessment Meeting with Stakeholders
Create a video to summarize the findings from a needs assessment meeting. The video must be 7 minutes or fewer in length.
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.
Preparation
Note: Complete the assessments in this course in the order in which they are presented.
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:
o Administration.
o The end-users of the system that input information into particular elements of the system.
o 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?
o 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?
o 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:
o What do the stakeholders see as issues with the current information system?
o What is working well with the current information system?
o What can stakeholders envision as the best solution if they had all resources?
2. Assess and define the risks:
o 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:
o What are the best evidence-based practices with use of this type of information system?
4. Technology functionality:
o What software and hardware functionality do the stakeholders want to have?
5. Workflow and communication:
o How might an information system change enhance workflow and communication?
6. Data capture:
o How might data capture improve with implementation of a new system?
7. Practice and outcomes:
o 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.
Using Kaltura
Each assessment in this course has a recorded audio and/or video component. Understanding how to use and upload a Kaltura video in your courseroom will be a critical part of your success. In preparation to complete your assessments, complete the following:
· If you have not already done so, set up and test your headset and webcam, using the installation instructions provided by the manufacturer.
· Practice using the headset and webcam to ensure the audio and visual quality is sufficient.
· Refer to Using Kaltura for directions on recording and/or uploading your video in the courseroom.
Note: If you require the use of assistive technology or alternative communication methods to participate in these activities, please contact DisabilityServices@Capella.edu to request accommodations.
Requirements
· Video Submission: Upload your Kaltura video to the assessment area.
· Video Length: No longer than 7 minutes.
· APA Style Reference List: Submit an APA style reference list that includes the scholarly sources that you used to support your ideas. Submit the reference list in a separate document at the same time you submit your video.
Competencies Measured
By successfully completing this assessment, you will demonstrate your proficiency in the following course competencies and assessment criteria:
· Competency 1: Evaluate strengths and liabilities of health information systems.
o Explain the benefits and challenges of a health information systems change with regards to implementation and support for workflow and communication changes.
o Explain the current and desired state of an organizational information system including data capture, evidence-based practices, functionality, outcomes, and risks.
· Competency 2: Incorporate project management principles into nursing informatics.
o Explain the connection between organizational vision and the scope and potential direction of an information system change as a means to guide a project forward.
· Competency 3: Recommend change management strategies to create buy-in and raise awareness of health information systems projects.
o Identify relevant change management principles that could be applied to mitigate resistance during an information systems change project.
· Competency 4: Communicate as a practitioner-scholar, consistent with the expectations of a nursing professional.
o Communicate orally in a way that engages the audience while maintaining an appropriate tone.
o Communicate orally in a clear, concise, and well-organized manner in a presentation of 7 or fewer minutes.