Proof of Concept: A Critical Milestone On the Road to a New Immunization Information System (IIS)

Background: In 2006, the Oregon Immunization Program (OIP) embarked on a search for a new IIS platform. The search included developing requirements, conducting a Request for Information and Request for Proposal, selecting a bidder, and conducting a thorough Proof of Concept phase. This Proof of Concept phase allowed Oregon to test its requirements against another state’s implementation of the chosen IIS, clarifying where the new system did and did not meet Oregon’s needs.

Setting: A statewide Immunization Program with a strong existing IIS and a dedicated participating provider population.

Population: Immunization program staff and key public and private stakeholders invested in Oregon’s new IIS.

Project Description: As part of the contracting process for a new IIS, Oregon held a Proof of Concept period, where an instance of the new IIS system was stood up to test non-customized requirements. Oregon chose the Wisconsin Immunization Registry (WIR), and tested New York State’s implementation of WIR. The Proof of Concept period started with all-staff training, and was followed by two weeks of rigorous testing of IIS requirements. The phase ended with a Joint Application Design (JAD) session in which program and vendor staff discussed 300 tested requirements.

Results/Lessons Learned: The Proof of Concept phase was an invaluable process for testing and vetting existing requirements. It clarified where the new IIS needed modifications to meet the needs of the OIP, and crystallized the definitions used in the requirements. This allowed OIP and the vendor to establish a common understanding of the application and the environment within which it will be implemented.   It also led to the development of additional requirements that were then folded into phase 2 of the procurement process. Although it added time to the process, all OIP staff agreed it was time well-spent to maximize the benefits of the new IIS.