Incident Information System (IIS)

The Information System workstream component of the NZIMS project identified the business and technical requirements (specifications) for a nationally co-ordinated incident management information system that:

•    supports the implementation of the national policy
•    satisfies legal and legislative requirements
•    supports the requirements of providers of health and disability services for the effective management of all healthcare incidents.

The document “NZIMS Incident Information System Specifications” document was delivered to the Ministry of Health in August 2009.  Please click here to view:

•    The NZIMS Incident Information System Specifications
•    The NZIMS IIS Concept Diagram

What does the NZIMS IIS Specifications” document contain?

•    An overview of how the NZIMS Incident Information System will support the implementation of the policy and facilitate effective incident management
•    An IIS reference architecture which outlines a conceptual overview of the system’s components, a description of their individual roles as well as the interactions and information flows between them.  
•    System-wide business requirements for the IIS
•    An outline of information process flows for incident management which may be used for development of specific use cases.
•    High level and specific functional and non-functional specifications that define some critical requirements of the system.

Why do we need an incident information system?

The function of the IIS ultimately is to enable the implementation of the policy and assist the healthcare and disability sector to:

•    respond effectively to all incidents
•    manage the consequences of those incidents
•    determine their causes
•    take action to prevent future recurrences
.
A software solution cannot simply be provided and staff required or expected to use it. The provision of a technical solution does not guarantee effective management of incidents. The information system will need to satisfy the requirements of users, including clinicians and managers, service providers and organisations such as the Ministry of Health.

Implementing the NZIMS incident information system

High level recommendations have been made to the Ministry of Health to facilitate the transition of the IIS development into its second stage and to capture the ideas generated during the first phase of work, but which were outside the project scope. Recommendations relate to system governance, planning, procurement, implementation and ongoing support of the IIS.  The Ministry of Health will now determine the timing and process for progressing implementation of the IIS in DHBs and the wider sector.

Background to the development of the IIS Specifications

Workstream 3: IIS Specifications

The purpose of Workstream 3 was to develop the business and technical requirements for a nationally co-ordinated incident information management system. This conceptual design document could then be used as a base for development of an IT solution.

Developing the IS Specifications

The many and varied interests of key stakeholder and other organisations needed to be considered in identifying the business and technical requirements of the system. Therefore, varying levels of representation from the range of organisations involved in identifying and managing incidents was needed in the development of this work.

The NZIMS Incident Information System (IIS) Reference Group

A select group of representatives with clinical, technical and managerial backgrounds was established to facilitate representation from a variety of potential system users from different areas of the healthcare and disability sector.  This group met for an intensive development workshop in April 2009 and then via teleconference over five occasions. The group membership included:

•    the Director of Governance, Waikato DHB
•    the Group Manager, Information Strategy and Architecture, Ministry of Health
•    the Director, Mental Health Directorate, Ministry of Health
•    the Director of Nursing, Northland DHB
•    the Chief Medical Officer, Canterbury DHB
•    the GM, Hospital Services, Wairarapa DHB
•    the Quality and Risk Manager, Otago DHB
•    the CEO Christian Healthcare Trust, Aged Care Representative
•    the New Zealand Midwifery Council
•    General Practice/ PHO representatives, Pinnacle Group Limited
•    a Quality Representative, Ministry of Health
•    the Chief Information Officer, Waikato DHB
•     a representative, NZ Private Surgical Hospitals Association
•    the Chief Operating Officer, Northland DHB
•    a Consumer Representative
•    the Knowledge and Information Manager, Waikato DHB
•    the Corporate Quality and Risk Manager, Canterbury DHB
•    the Quality Improvement Advisor, Nelson Marlborough DHB
•    the IT System Administrator, Waitemata DHB
•    the Manager, Architecture and Design, HIQ
•    the Chief Executive, a project manager and the project director, Communio

During the workshop in April 2009, IIS Reference Group members discussed and agreed the key requirements of the system.  The development of the first draft specifications and the national consultation document followed.

Consultation on the draft document

The draft IIS specifications document was widely disseminated throughout the sector over a consultation period of four weeks during which, 44 submissions were received from organisations and individuals. The consultation feedback data were collated, analysed and key themes identified to provide guidance for the next stage of development.  The results of the analysis of the feedback from the consultation process were compiled into a consultation feedback report. Click here to view the NZIMS IIS Consultation Report.

Finalisation of the document

Further collaboration occurred with members of the IIS Reference Group to review the redrafted document prior to submitting it to the Project Steering Committee for approval. Upon finalisation, the document was forwarded to the NQIP Steering Group for ratification and then submission to the Ministry of Health.