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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 concept 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.

Print the Orchard Software Implementation Methodology.

1. Planning

The amount of time needed to complete the Planning Phase varies depending upon the size, scope, and complexity of each individual laboratory. The process begins when Orchard receives a signed purchase agreement and down payment from the client.

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, he will assign it to a Project Manager, who will contact you to schedule an initial project "kick-off" call.
2. Project Planning — During the "kick-off" call, we will 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. An initial site visit to your facility will be scheduled for our Project Manager and a select few members of the Orchard team. This visit will enable our Project Manager to gather a more complete understanding of your laboratory and your workflow. It will also aid us in preparing for the Prototyping Visit. During this phase of planning, the Project Manager will determine the following:
1. Deliverables
2. Requirements
3. Change Requests
4. Schedule Baseline
3. Orchard's Prototyping Visit will allow you to get your initial hands-on experience with your new LIS, outside of the product demonstrations. It also provides us with the opportunity to receive feedback and identify current challenges that may be eliminated or minimized with the new system. This will allow us to enhance the system to match your facility's needs.

2. Installation

During the Installation Phase, the Project Manager, in conjunction with the Orchard Software Systems Engineer(s) and representatives of the client facility, will begin physical installation of all hardware, instrument interfaces, network connectivity, software installation, and initial database installation.

1. Hardware — A conference call will occur to discuss the hardware components (servers, workstations, etc.) that are needed for the Orchard Software implementation at your laboratory. A timeline will be established for when these items need to be available to Orchard Software so that we may begin loading our applications.
2. Networking — A conference call will occur to discuss the networking components needed for the implementation (For example: IP addresses, VPN, security, and establishing remote access).
3. Software — Orchard will install Harvest LIS and 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.
4. 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.
5. Development and Production Environments — If desired and agreed upon in the contract, two database environments will be established. A development/testing environment will be deployed in addition to the production environment. The production environment will become your active system.

3. Configuration

During this phase in the process, the Systems Engineer will conduct end-user training at the client site. Meanwhile, representatives from Orchard’s Interfacing team will be finalizing and installing any HL7 interfaces. At this point, Orchard will perform system verification to confirm that the software is working as designed.

1. Remote Training — Client representatives will attend System Administration Training Class and/or Microbiology Training Class (dependent upon the contract terms). Both of the training classes are located at Orchard’s corporate headquarters in Carmel, Indiana. We 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. Orchard provides additional online training classes for our customers. 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. 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.
2. On-site Training — Orchard will provide on-site training for key personnel. We deploy a "train the trainer" approach when completing software implementations. Therefore, we will ensure that key members of your staff are trained thoroughly on the applications so that they may aid us in training additional staff members.
3. Interfacing — Instrument interfaces and host system 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. They will work to identify the appropriate time to establish and test these interfaces, as they understand that you are a functioning laboratory and will remain that way throughout our LIS implementation. Additional conference calls and subsequent additions to your Project Plan will be established for the host interfaces included within this LIS implementation. We will identify the host interfaces currently in place, as we will need to ensure that at a minimum those same interfaces are in place for Production. A member of Orchard's HL7 Interface team will be assigned to work on these interfaces with you.
4. System Verification — Verification is an Orchard responsibility to ensure that the applications have been set up properly and configured as described in the Project Plan. The verification process involves checking for accuracy of individual data elements (host codes, identifiers, fax numbers, etc.). Verification is accomplished using a combination of manual and automated methods.

4. Validation

During the validation stage, end users will work within the system and verify that all settings are configured correctly and that each component of the software is working as desired. Any final workflow or database setup changes are made at this time in order to complete flawless workflow. Please note that Validation is a CLIENT responsibility. Validation is a key phase in ensuring a successful transition into the Production Phase. 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. If for any reason it is deemed necessary that you validate your system outside of the operating facility (production environment), we will assist you in establishing a plan for this validation to occur in your desired environment.

1. Configuration Validation — The process by which the expected functionality of the System is checked by utilizing a predefined Master Test Plan. The Master Test Plan will include various test scenarios designed to ensure expected functionality of the System.
2. Integration Validation — The process by which the expected communication and transfer of information is checked by utilizing a predefined Test Plan. The Test Plan will include various test scenarios designed to ensure expected functionality of the System.
3. 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.
4. End User/Customer Training — Finalization of training for all users within the laboratory. System administrators and Superusers will work with all employees prior to the Production Phase.
5. Customer Prototyping/Mock "Go-Live" — Mock Go-Live is the final piece of Validation prior to the Production Phase. Mock Go-Live involves utilizing the System with test patients and samples from the pre-analytical stage, through the analytical and post analytical stages, to report delivery to verify all aspects of the System are ready for Production.

5. Production

During this final phase of implementation, the Systems Engineer(s) assists with initial go-live to ensure that everything is working as configured and validated. The Systems Engineer(s) will be on-site with you for the initial Production week(s). During the initial week(s) of Production, we will modify the system configuration as needed, and we will continue to train your staff to effectively and efficiently use the applications implemented.

1. Live Use — Your staff will begin using the system in a live environment under your facility’s ideal business practices.
2. Post Production — The Systems Engineer(s) will provide formal introductions between the client and the Orchard Advanced Care Team (ACT). ACT will manage ongoing technical support for the initial post-go-live phase.
3. Customer Support — Once the system is working to the customer’s acceptance and satisfaction, the ACT team will introduce the client to the Technical Support center where on-going support will be provided. Orchard provides 24/7/365 service and support.