Repository: UIHistories Project: Board of Trustees Minutes - 1980 [PAGE 549]

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538

BOARD OF T R U S T E E S

[February 21

card processing, and other accounting requirements. A review of the departmental functions disclosed the need to install a new computer-based system to provide better management information. Although the overall requirements have been identified, the general design must be developed to meet them. T h e objectives of the new system are to provide: improved reporting to assist in project management; improved reporting and tracking to improve day-to-day operations; management and financial information on both current and completed activities; management information to improve control over the operations; and the ability to improve clerical efficiency and timeliness of the operation. After completion of the general design phase, the detailed design, programming and system implementation phases will follow. It is expected that the scope of the system activity will be reduced during the general design. If not, the effort to do remaining "follow-on phases" (detailed design, programming, and system implementation) would be 2,100 to 2,600 days. The resources are expected to be available within the University to do the continuing follow-on phases over the next two years, during which there will be minimal involvement by American Management Systems, Inc., which will then only provide consulting service and outside review. The follow-on costs for American Management Systems, Inc., should not exceed $50,000 for this service, assuming the present rates (fifty days per year at $500/ day). T h e general design phase is anticipated to last five months and the cost for this contract will not exceed $191,000. Funds are available from the Physical Plant Operating Budget for FY 1980. In addition, funds have been included in the appropriation bill of the General Assembly to meet the ordinary and contingent expenses of the University for FY 1981. The funds will be included in the Physical Plant Department operating budget request for the Chicago campuses for FY 1981 to be submitted to the Board of Trustees. This agreement is subject to the availability of such funds. T h e vice president for administration supports the recommendation. I concur. Employment of Consultant to Study Medical Records Department, University of Illinois Hospital, M e d i c a l Center (24) The chancellor at the Medical Center has recommended the employment of a consultant to review the Medical Records Department and propose ways to improve its effectiveness. During the past several years, the system and procedures used by the department have become obsolete. Modernization has been delayed until the details of the new hospital and its automated medical and financial systems were known. At the present time, the Medical Records Department is decentralized to three locations and employs ninety-five persons who manually conduct over a million transactions each year. Incomplete or misplaced records may delay billing procedures. Such problems have caused the Joint Committee of Accreditation of Hospitals to call attention to the need for a better system. The Medical Records Committee of the hospital medical staff, after study of the present policies and procedures and those at other institutions, has recommended to the Executive Committee of the medical staff that the hospital employ the firm of Eileen Johns of Shelter Island, New York, to study the Medical Records Department and make recommendations to improve its effectiveness. Areas to be specifically investigated include: space requirements, departmental policies and procedures, personnel requirements and job descriptions, equipment requirements, departmental organization, relationships to other hospital departments, and the relationship with the hospital computer system. The contract period will be for ten months from April 15, 1980 to February 15, 1981, and the total cost will not exceed $68,126. T h e cost includes all consulting fees, travel expenses, secretarial services, and printing and reproduction costs