Needs Of Health Care Organization: System Analysis, Stakeholder Map, Questionnaire, And Use Case Diagram

Discussion

Discuss about the needs of the Health Care Organization.

The development of a systematic process includes many different phases like planning, analysis, development, maintenance and design. These processes are based on system analysis and design. System analysis is a process of collection and interpretation of facts, identification of problems and pasting of the components into the system. The main purpose of conducting a system analysis is to identify the objectives of the system. It is also used to solve the problems involving any components and to fix them ensuring efficient work to get the required outcome. System design is another process, which involves the planning of a new business system or replacing an existing business by knowing the components to satisfy the intended requirements. Before applying the planning process, the old system should be analyzed first before making any new plans.

This report discusses about the system analysis and design of National Youth Mental Health Foundation in Australia. This report includes a stakeholder map, questionnaire addressing the stakeholders and a use case diagram of the organization.

National Youth Mental Health Foundation is supposed to provides mental health treatments to the age group of 12 to 25 (Rickwood et al., 2014). The healthcare organization is aiming to address the health needs of the population and to provide not just health related medications but also specialist care which will be intended for recovery and social inclusion (McGorry, Bates & Birchwood, 2013).

Stakeholder analysis is used in cases of resolution of conflicts, managing projects and business administration. It is used to know the impact of a decision on the associated parties. It is also used to know the assessment of the interests of these stakeholders, which are being implemented, in a project, policy or program (Missonier & Loufrani-Fedida, 2014).  The stakeholder analysis does not think about the concerns of one specific stakeholder but applies to ensure that the affected stakeholders are always ensured.

Stakeholder mapping is a process that involves the presence of various discussions and debates used to determine the list of stakeholders who will be relevant to the organization, present in a list of the entire stakeholder community (Shirey, 2012). It consists of four different phases (Schiller et al., 2013).

Identification: This section includes the various stakeholders that will be required for the organization. The various stakeholders are the internal and external. The internal stakeholders are further categorized to operations and executive. The external stakeholders are also categorized as operations and executive. For the external stakeholders, suppliers and patients fall under this category while the special interest groups associated with the healthcare falls under the operation stakeholders. In case of the internal stakeholders, nursing, researchers and communicator are grouped under the operational stakeholders while the board members, directors fall under the executive section of internal stakeholders.

Stakeholder Map

Analysis: This section references the various operations of the stakeholders provided in the previous section. The executive stakeholders are present to see the level of operation from an executive level while the operation stakeholders will only see the process as in an operational level. The suppliers and the patients are required for ensuring the effectiveness in operation of the concerned organization. The special interest groups also help to identify and address the main concerns of the organization. Nurses and other staffs responsible for health flow operations, help in maintaining the flow of operation in the organization while the board members takes executive decision depending on the outcome required.

Stakeholders	Contribution in the organization	Legitimacy in use	Influence in the market	Willingness to engage with the organization	Involvement in work
External executive	Medium	Low	Medium	High	Medium
External operation	Low	Low	Low	Low	Low
Internal executive	High	High	High	High	High
Internal operation	Medium	High	High	Low	Medium

Mapping: This is the third section of stakeholder mapping process includes a set of steps where a pictorial presentation is shown of the various stakeholder groups.

                    

Fig: Stakeholder mapping

(Source: Created by the author)

Prioritizing stakeholders: This section includes the priorities of the various stakeholders regarding their needs in the healthcare organization. The external-operations stakeholders are the most prioritized stakeholders as the healthcare system depends on their patients. Next is the internal-operation stakeholder without whom the patients cannot get the desired care. The internal-executive stakeholder follows behind these, as the decisions are needed to get the outcome of the organization. The lowest prioritized stakeholders are the external-executive who are needed but their decisions do not directly affect the organization.

Stakeholders	Priority
External-operation	Very high
Internal-operation	High
Internal-executive	Medium
External-executive	Low

A questionnaire is a method intended for research, which consists of a sequence of questions for gathering certain information and responses (Patten, 2016). They are very advantageous to the maker of the questions as these normally do not include any types of surveys and are very cheap. However, questionnaire is limited to responses of the questions and might not be effective during a survey from a demographic population (Chau et al., 2012).

This section includes a list of questions that are to be answered by a group of stakeholders. These questions are about the healthcare organizations regarding the environment, problem or the operations of the organization. These questions are given to the internal-operations stakeholders.

What is the location of the site?

When will the evaluation of the site happen?

Is the environment suitable for a healthcare organization to operate?

What is the population of that area?

What is the statistics on mental health of the young audiences in the area concerned?

What is the statistics regarding the presence of healthcare organizations in the area?What is the status regarding the gathering of the materials for construction?

Questionnaire

is there any need for mental healthcare organization in that area.

What are the methods to be applied for promotions?

When will the staffs be hired?

A use case is a process to determine the performance of the users on a certain website or organization. It is used to descript the point of view of the user in view of the system as a response is given to a request made (Almutairi et al., 2013). All the use case depicted in a total diagram is used to show a series of steps which begins with the goal of the user and ends when that goal is completed.

Fig: Use case diagram of the healthcare organization

(Source: Created by the author)

Use case diagram is used to add information about the system and the process that will happen which also help the developer of the use case will diagram to foresee any things that may go wrong (Kulak & Guiney, 2012). The use case diagram shown above is based on the process of healthcare organization. There are four use cases depicted which can be seen from above.

The first use case includes the administrator. The administrator administrates the various policies of the healthcare organization. They are responsible for undertaking various policies whose effect falls on various operations. These administrators direct, manage and co-ordinate various services relating to the healthcare organization (Cooper, 2012). These administrators work to reduce costs and to increase the efficiency.

The second use case is of the protocol maker. The requirements of the organization are analyzed by the protocol maker and then a new system is made that will address the specific needs of the organization. As the organization is responsible to provide mental health care, the protocols and services are made to address the requirements (Drummond et al., 2015). The protocol newly made is transferred to the physician to implement and accordingly patients are applied treatments based on that.

The third use case refers to the physicians and their roles in the healthcare organization. The physicians are responsible for complying with the standards and policies made by the policy makers (Rebuge & Ferreira, 2012). They are also responsible for applying care and diagnosis to the patients. The information that is received from these patients is recorded in the files of the organization. The physicians are also responsible for providing routine checkup to the patients.

Use Case Diagram

The last use case is of the patients. The patients are the most fundamental aspect for the organization. As the organization cannot survive without the presence of any patients, they are important for the healthcare organization to thrive (Boudreaux et al., 2014). The patients come for a routine checkup, which is performed by the physician. There information, which is collected by the physician, is also recorded in the healthcare organization.

The use case of the physician is considered in this section. The kost important use case of the organization is the physician addresses. The physicians are responsible for complying with the standards and policies made by the policy makers. The physician is also responsible for providing diagnosis to the patients (Bates et al., 2014). The information that is received from these patients is recorded in the files of the organization. The physicians are also responsible for providing routine checkup to the patients.

Description	The physicians take after the policies made by the protocol creator. The physician gives diagnosis to the patients. The information got from the patients are recorded and put away in the organization. The physician likewise gives routine checkup to the patients.
1	Physicians follow the policies.
2	The physicians provide diagnosis.
3	The information received is stored in the organizational files.
44	The physicians provide routine checkup.
Termination outcome		The diagnosis is done.

Description	The physicians take after the policies made by the protocol creator.
A1	The information is stored.
A2	Diagnosed
Termination outcome	Patient is diagnosed

Description	Patients are given checkup routinely.
B1	Patient information is checked
B2	Routine check is provided
Termination outcome	Routine check is done.

• The information of the patient is collected
• Diagnosis is selected and provided complying with the basis of policies
• Routine checks are given

Conclusion:

Thus, it is concluded from the above report that the healthcare organization needs to analyze the stakeholder map and then visualize the importance of the various stakeholders in their organization. The questionnaire provided is to reference the fact that about all the questions that are to be answered before going on with the project. The use case diagram depicts the various relationships among the physicians, patients, policy makers and the administrators. The various relationships among them are also shown in the report. Thus, it is concluded that the healthcare organization needs to implement these decisions and then apply for the project to be made.

References:

Almutairi, S., Abu-Samaha, A., Bell, G., & Chen, F. (2013, October). An enhanced use case diagram to model Context Aware Systems. In Science and Information Conference (SAI), 2013 (pp. 270-274). IEEE.

Bates, D. W., Saria, S., Ohno-Machado, L., Shah, A., & Escobar, G. (2014). Big data in health care: using analytics to identify and manage high-risk and high-cost patients. Health Affairs, 33(7), 1123-1131.

Boudreaux, E. D., Waring, M. E., Hayes, R. B., Sadasivam, R. S., Mullen, S., & Pagoto, S. (2014). Evaluating and selecting mobile health apps: strategies for healthcare providers and healthcare organizations. Translational behavioral medicine, 4(4), 363-371.

Chau, J. Y., Van der Ploeg, H. P., Dunn, S., Kurko, J., & Bauman, A. E. (2012). Validity of the occupational sitting and physical activity questionnaire. Medicine and science in sports and exercise, 44(1), 118-125.

Cooper, T. L. (2012). The responsible administrator: An approach to ethics for the administrative role. John Wiley & Sons.

Drummond, M. F., Sculpher, M. J., Claxton, K., Stoddart, G. L., & Torrance, G. W. (2015). Methods for the economic evaluation of health care programmes. Oxford university press.

Kulak, D., & Guiney, E. (2012). Use cases: requirements in context. Addison-Wesley.

McGorry, P., Bates, T., & Birchwood, M. (2013). Designing youth mental health services for the 21st century: examples from Australia, Ireland and the UK. The British Journal of Psychiatry, 202(s54), s30-s35.

Missonier, S., & Loufrani-Fedida, S. (2014). Stakeholder analysis and engagement in projects: From stakeholder relational perspective to stakeholder relational ontology. International Journal of Project Management, 32(7), 1108-1122.

Patten, M. L. (2016). Questionnaire research: A practical guide. Routledge.

Rebuge, Á., & Ferreira, D. R. (2012). Business process analysis in healthcare environments: A methodology based on process mining. Information systems, 37(2), 99-116.

Rickwood, D. J., Telford, N. R., Parker, A. G., Tanti, C. J., & McGorry, P. D. (2014). headspace—Australia’s innovation in youth mental health: who are the clients and why are they presenting?. The Medical Journal of Australia, 200(2), 108-111.

Schiller, C., Winters, M., Hanson, H. M., & Ashe, M. C. (2013). A framework for stakeholder identification in concept mapping and health research: a novel process and its application to older adult mobility and the built environment. BMC Public Health, 13(1), 428.

Shirey, M. R. (2012). Stakeholder analysis and mapping as targeted communication strategy. Journal of Nursing Administration, 42(9), 399-403