Implementation Methodology

Orchard Software utilizes a five-step implementation methodology as a guideline for every implementation we encounter.

We understand that each implementation is different, and as such, the installation process is customized to fit the needs of the client, while still following the concepts outlined here. This process is an evolutionary methodology that was developed after many years of implementation experience. Our team of experienced Project Managers has collaborated to deploy all of Orchard’s solutions using the experiences that they acquired while in the field.

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Orchard Software Implementation Project

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A. Planning

The amount of time needed to complete the Planning Phase varies depending upon the size, scope, and complexity of each individual laboratory.

  1. Contracts — Upon receipt of a signed purchase agreement and the initial down payment, the sales representative will work to ensure that all necessary documentation is completed and presented to Finance for review. Orchard’s Director of Finance will confirm that the necessary paperwork has been received and is in order, and then the project will be released to our Director of Field Operations. Within 10 business days of receiving the project from Finance, the Director will assign it to a Project Manager, who will contact you to schedule an initial project “First Call.”
  2. Project Planning — During this phase of planning, the Project Manager will determine the following:
    • Deliverables
    • Requirements
    • Change Requests
    • Schedule Baseline
  3. First Call — We will schedule a conference call to review the purchase agreement, identify the items that Orchard and your facility are responsible for supplying, and identify key members of Orchard’s Implementation Team and your Implementation Team. In addition, we will begin working to establish a Project Plan and evaluating whether a site and/or prototyping visit is needed. An initial site visit will enable our Project Manager to gather a more complete understanding of your laboratory and workflow. It will also aid us in determining whether a prototyping visit is appropriate. Orchard’s Prototyping Visit will allow you to get your initial hands-on experience with your new LIS, outside of the product demonstration.
  4. Hardware and Networking Call — We will schedule a conference call to discuss the hardware and networking components, such as servers, workstations, IP addresses, and label printers. We will establish a timeline for when these items need to be available to your Orchard team.
  5. First Things First Call — We will schedule a conference call to discuss the First Things First document, which will aid in the building of your database. Prior to this call, our Database Coordinator will distribute the First Things First spreadsheets to your facility.
  6. HL7 Integration Call — Upon assignment of your Orchard HL7 Specialist, we will schedule a conference call to discuss the integration implementation needs.

B. Installation

  1. During the Installation Phase, the client will begin physical setup and installation of all hardware needs established during the Hardware and Networking Call. In addition, the Systems Engineer(s) will test network connectivity and install the software and initial database. Also, remote training will be discussed and arranged during this phase.
  2. System Hardware and Network — Setup and installation of the hardware and networking components is a key step of this phase. Hardware may include the server(s), workstation(s), and label printer(s) and networking may refer to IP addresses and/or in-wall wiring.
  3. Development and Production Environments — If desired and agreed upon in the contract, a development/test environment can be deployed in addition to the production environment, which will be your active system. The development/test environment will require separate hardware and can be discussed with your Project Manager.
  4. Software — Orchard will install Harvest LIS, Harvest Webstation, Orchard Pathology, Trellis, and/or Copia Laboratory Outreach and Integration System software with the agreed upon licenses per the signed purchase agreement. The timeline for the software installation will be established within the project plan and is dependent on having the hardware and networking components in place.
  5. Data — A First Things First document will be distributed to you during the Planning Phase. The data you collect and provide to Orchard will be used to build your LIS database. This database is the starting point for your new LIS. We will work with you throughout installation and training to configure your database.
  6. Remote Training — Product-specific courses are offered at Orchard’s corporate headquarters in Carmel, Indiana. If stated within the terms of the contract, facility representatives will attend System Administration, Copia, and/or Microbiology Training Class. The Orchard Project Manager will identify the class dates most appropriate for your representatives based on the Project Plan and will make the necessary travel arrangements for them to attend these classes.
  7. Web-based Training — Orchard provides online training classes for our customers. Each online training class is focused on a specific component of our system; therefore, you will be able to identify which class or classes are relevant for your staff. We will provide you with the scheduled dates/times for these online training classes, so that your staff is able to sign up for and attend these training classes.

C. Configuration

During this phase in the process, representatives from Orchard’s Interface Team will be configuring and installing the HL7 interfaces. Meanwhile, the Systems Engineer(s) will perform system verification to confirm that the software is working as designed, configure instrument interfaces, and conduct onsite training at your facility.

  1. Interfacing — Instrument interfaces and HL7 interfaces are incorporated within the Configuration Phase. Orchard’s Systems Engineer(s) will establish and test each laboratory instrument interface to ensure the interfaces are working properly. Members of Orchard’s HL7 Interface Team will be assigned to work on the host and reference laboratory interfaces included within your contract.
  2. System Verification — Verification is a shared responsibility between Orchard and the client. This is accomplished using a combination of manual and automated methods. Ensuring that the applications have been set up properly and configured as described in the Project Plan is Orchard’s responsibility. Confirming the accuracy of individual data elements such as order choices, lab tests, fax numbers, and personnel information is the client’s responsibility. Your Project Manager and Systems Engineer(s) will discuss the System Verification process in further detail during this phase.
  3. On-site Training — Orchard will provide on-site training for key personnel. We utilize a “Train the Trainer” approach when completing software implementations. This allows key members of your staff to be trained thoroughly on the applications so that they may train additional current and future staff members.

D. Validation

Validation is key to ensure a successful transition into the Production Phase. During the validation stage, end users will verify all settings are configured correctly and each component of the software is working as desired. Any final workflow or database setup changes are made at this time. Please note that validation is a CLIENT responsibility. Orchard will work closely with your facility to assist you with this validation process. It is Orchard’s recommendation that your new system be validated in your operational facility.

  1. Integration Validation — Orchard will provide the client with a baseline integration test plan for the interfaces included within the Project Plan. This will include various test scenarios designed to ensure expected functionality of the integrated systems.
  2. Result Delivery Validation — The process by which all expected report designs and delivery scenarios are checked to ensure accurate delivery has occurred. This is a critical step for Commercial, Independent, Hospital, and Outreach Laboratories and must be completed before moving into Production. A test plan will include all reporting scenarios to ensure expected functionality of the system.
  3. Client Training — Orchard will provide the client with a System User Training Checklist. System Administrators and/or Super Users may utilize this resource when training current and future employees.
  4. Integrated Testing — The final piece of validation, prior to the Production Phase, involves end user interaction with the system. Test patients and samples are processed using the LIS emulating typical order, result, report delivery, and billing scenarios. This is done to verify that all aspects of the system are ready for Production.

E. Production

During the final phase of implementation, the Systems Engineer(s) will provide assistance for the client’s production system and introduce post-install support resources.

  1. System Go Live — The Systems Engineer(s) will be onsite during the scheduled go-live week to assist with any concerns and/or questions.
  2. Post Install — The Systems Engineer(s) will provide formal introductions between the client and the assigned Orchard Advance Care Team (ACT) Technician. This technician will serve as your main point of contact for the initial post go-live phase.
  3. Customer Support — Orchard’s Technical Support, located at our corporate headquarters in Carmel, Indiana, is available via telephone at anytime 24/7/365. The Technical Support Center is staffed 7am to 7pm Eastern Time (EST in winter and EDT in summer), and is on-call during evenings, weekends, and holidays. In addition, software upgrades are released about twice a year, and are available at no cost to all customers who have a current support contract. In addition, our online forums, newsletters, and website provide you with answers, ideas, and tips.