Monday, October 18, 2004 - 3:55 PM
2

Managing Change: Transitioning Experienced Registry Users to New Software

BACKGROUND:
ImmuLink was initiated in 1995 and has expanded to providing access to over one million records for more than 400 organizations in the Twin Cities metropolitan area. In 2004, ImmuLink merged databases with the Minnesota Immunization Information Connection (MIIC), the statewide registry. As a result, software enhancements were determined and requested, data was merged, staffing needs changed, and all current users had to be trained on a new and different software application, while continuing ongoing recruitment and training efforts.

OBJECTIVE:
To share planning activities, change-over efforts, and challenges, opportunities, and successes experienced during a multi-year transition period.

METHOD:
Planning, collaboration, on-going communication, testing, surveys, pilots, evaluations, training and support.

RESULT:
Surveys and evaluations revealed both expected and unexpected responses from urban users regarding what they want in a registry and how they truly use the registry. Partners’ input into the transition process contributed to their acceptance of change. Both technical and operational staff input provided suggestions for enhancements necessary for acceptance by users in an urban area, based on their specific needs. As of 7/2004, three-quarters of ImmuLink users have been trained on the new software application, with predominately positive response.

CONCLUSION:
Ongoing updates on transition status and soliciting user input are crucial steps in participant acceptance of a new product. Detailed planning and evaluation are essential to ensure a seamless transition for users. Compromise is fundamental to providing users from various types of organizations what they need to integrate the registry into their daily work. Continued collaboration on policy development and operational management activities is needed to ensure statewide congruency.

LEARNING OBJECTIVES:
To understand steps involved in planning for necessary change, merging data systems, providing a seamless transition, and maximizing acceptance by users.


Web Page: hennepincommunityhealth.org/ImmuLink/

  Recorded presentation

See more of Strategies to Enhance Project Management in a Dynamic Environment
See more of The 2004 Immunization Registry Conference