I.T. Medical Analysis and Reports

I.T. Medical Analysis and Reports
1) Assessment of Existing I.T. Infrastructure (pages 2-12)
2) Data Collection Worksheet (pages 13-16)
3) Preparation for Deployment of EMR software email (pages 17-18)
-1-
Assessment of
Existing I.T. Infrastructure
Prepared for:
EXAMPLE
August 17, 2010
-2-
Table of Contents
Introduction .................................................................................................................. 4
Executive Summary ..................................................................................................... 5
Overview .................................................................................................................. 5
Immediate Goals ...................................................................................................... 5
Mid to Long Term Goals ........................................................................................... 5
Concerns .................................................................................................................. 5
Next Steps ............................................................................................................... 5
Observations ............................................................................................................... 6
Server ...................................................................................................................... 6
Workstations ............................................................................................................ 6
Virus Protection ........................................................................................................ 7
Internet Connectivity ................................................................................................ 7
Network Management/Monitoring ............................................................................ 7
Remote Access ........................................................................................................ 7
E-mail ....................................................................................................................... 7
Network Security ...................................................................................................... 7
Software Updates (Server & Workstation) ............................................................... 7
LAN/WAN Environment ............................................................................................ 7
Disaster Recovery Plan ............................................................................................ 7
Software License Compliance .................................................................................. 7
Recommendations ....................................................................................................... 8
Server ...................................................................................................................... 8
Workstations ............................................................................................................ 8
Virus Protection ........................................................................................................ 8
Internet Connectivity ................................................................................................ 8
Network Management .............................................................................................. 8
Remote Access ........................................................................................................ 9
E-mail ....................................................................................................................... 9
Network Security .................................................................................................... 10
Software Updates (Server & Workstation) ............................................................. 10
LAN/WAN Environment .......................................................................................... 11
Disaster Recovery Plan .......................................................................................... 11
Software License Compliance ................................................................................ 11
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Introduction
Thank you for spending time to discuss your Information Technology goals, concerns,
and requirements within your business. Based on the goals we discussed and our
understanding of your present systems, we are pleased to provide you with this initial
assessment.
Our intent is that you will use this Initial Assessment as a starting point for further
understanding and expansion of your company's technology. This document should
evolve, as your technology needs change.
Disclaimer
Bolt Networks shall not be held liable for technical or editorial errors or omissions contained herein, nor
for incidental or consequential damages resulting from the furnishing, performance, or use of this
material.
This document contains information protected by copyright. Except for internal use distribution, no part of this
document may be photocopied or reproduced in any form without prior written consent from Bolt Networks.
Configurations or suggestions contained herein may not be the only solutions available. This document does not
determine product quality or correctness for any particular purpose or instance, nor does it ensure compliance with
any federal, state, or local requirements. Bolt Networks does not warrant products or solutions presented herein other
than stated in individual contracts with their customers.
Product names mentioned herein by trademarks and/or registered trademarks of their respective companies.
Copyright 2010, Bolt Networks all rights reserved, Printed in the U.S.A.
-4-
Executive Summary
Overview
Bolt Networks was enlisted to provide an Initial Assessment of EXAMPLE existing IT
infrastructure. We met with Dr. C. to discuss the current systems, as well as future plans
for IT within EXAMPLE. The current IT services are being and have been provided by
external sources.
Immediate Goals
The immediate goals as discussed with Dr. C. are:





Evaluation of desktop hardware.
Provide recommendation for hardware upgrades.
Evaluation of desktop operating systems (Windows XP) and applications (MS
Office).
Provide recommendations for a standard and current operating system as well as
desktop applications.
Provide installation of customer purchased equipment.
Mid to Long Term Goals
This area is still to be discussed.
Concerns
We have located and will detail items that are of concern and we recommend that they
be addressed as soon as possible. The items are included in the observations and
recommendations sections that follow.
Next Steps
We recommend that EXAMPLE prioritize a list of immediate objectives, and schedule
Bolt Networks to implement and support. We will develop a phased approach and
project plan based on budget and priorities.
-5-
Observations
Following are summary observations based on our initial assessment of your IT
infrastructure.
Server
There is one server. The server is providing central storage for eClinical Works. It is
configured with an Intel® Zeon 2.13GHz CPU with 4096 MB of RAM running Microsoft
Windows Server 2003 SBE.
Workstations
Your workstations have a wide variety of hardware configurations. Currently all of your
workstations are running the Microsoft® Windows XP Pro, Microsoft® Windows XP
Home, or Microsoft® Windows Vista Business operating system and Microsoft® Office
2003 for the office suite. For the purposes of this assessment, we will concentrate on
CPU speed, RAM and hard drive size. The table below provides a snapshot of your
workstation hardware.
User
CPU mhz
HD Size
RAM
Dr. C.
1.67 gigahertz Intel Core 2 Duo
59.91 GB
2552
Megabytes
Rhonda W.
2.60 gigahertz Intel Pentium DualCore
249.93 GB
2014
Megabytes
Dr. M.
2.20 gigahertz Intel Pentium Dual
159.96 GB
2014
Megabytes
Dr. W.
1.67 gigahertz Intel Core Duo
55.13 GB
2040
Megabytes
Mariana C.
1.80 gigahertz Intel Pentium Dual
159.95 GB
Dr. M.
1.50 gigahertz Intel Celeron M
36.72 GB
1014
Megabytes
1016
Megabytes
Nancy C.
2.00 gigahertz Intel Pentium Dual
107.56 GB
1014
Megabytes
Tori V.
1.80 gigahertz Intel Pentium Dual
159.95 GB
1014
Megabytes
Jennifer M.
2.40 gigahertz Intel Core2 Duo
157.34 GB
Dr. M.
2.00 gigahertz Intel Core2 Duo
117.34 GB
-6-
2002
Megabytes
2038
Megabytes
Operating System
Windows XP
Professional Service
Pack 3
Windows XP
Professional Service
Pack 3
Windows XP
Professional Service
Pack 3
Windows XP
Professional Service
Pack 2
Windows XP
Professional Service
Pack 3
Windows XP Home
Edition Service Pack 2
Windows XP
Professional Service
Pack 3
Windows XP
Professional Service
Pack 3
Windows Vista
Business
Service Pack 2
Windows Vista
Business
Virus Protection
There are two Anti-Virus applications installed (ESET NOD32 and AVG).
Internet Connectivity
The Internet is accessed through a DSL connection provided by SBC. Current speed of
your connection is reported as 2.5 MB.
Network Management/Monitoring
There is currently no network management or monitoring tools in place.
Remote Access
Remote access is available for both incoming and outgoing communications. Microsoft
Remote Desktop and Logmein are used for incoming access to the server.
E-mail
E-Mail service is provided for by Hotmail and is maintained off-site.
Network Security
A router is currently installed.
Software Updates (Server & Workstation)
Software updates frequently resolve bugs, security breaches, missing application
features, and other problems. Your current support is only able to install software
updates in a reactive mode.
LAN/WAN Environment
The internal network is using CAT5 cabling. There is no record of certification for cable
drops installed.
Your network cabling is connected to your server and workstations with one hub.
The Internal address scheme is 192.168.16.X.
There is a printer attached to all workstations.
Disaster Recovery Plan
Backups are handled with on on-site hard drive solutions and offsite over the internet..
Software License Compliance
There is no software license compliance policy.
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Recommendations
Following are recommendations based on our initial assessment of your IT
infrastructure.
Server
The server seems to be in good shape. There is adequate operating and storage space
available.
There are items that will need to be addressed when you transition from your current IT
service provider to us:
1.
2.
3.
4.
Administrator passwords on the server will need to be changed.
Any unnecessary usernames should be purged.
Remote access to the server will need to be modified.
Administrator passwords for eCW will need to be changed.
Workstations
Most workstations seem to be in fair shape. The current operating system on one
workstation is Microsoft® Windows XP Home. All workstations that access shared data
on your network should be running Microsoft® Windows XP Pro. Microsoft and eCW do
not support networking with the Microsoft® Windows XP Home edition.
It is our recommendation that all computers be upgraded to Microsoft® Windows XP
Pro.
A check to verify that remote access software is removed from the workstations.
Virus Protection
Your workstations are configured with different AntiVirus packages. When the current
license for AVG expires, change all workstations to NOD32.
Internet Connectivity
Internet is accessed through a DSL connection at 2.5MB. This connection should
remain adequate.
We ran a quick check of Internet security online with running Shields UP checking for
open ports and found no significant security risks.
Network Management
Studies show that 90% of workers admit to recreational surfing on company time,
accounting for nearly one third of their online activity. Cyberslackers' favorite sites:
-8-
general news 29.1%; investment 22.5%; pornography 9.7%; travel 8.2%; entertainment
6.6%; sports 6.1%; shopping 3.5%; other 14.3%.
13.5 million workers slacked off and logged on in 1999 when the Starr Report was
released via the Internet. Those cyberslackers cost US business $500 million in lost
productivity.
The average cost to defend a Web-related patent-infringement claim is $1 million.
US corporations, government agencies, financial institutions, and universities lost more
than $100 million to computer security breaches in 1999.
We recommend the following steps to keep employees in line while they're online.
1. Establish a written Internet Policy that prohibits employees from using
company computer assets to visit inappropriate sites, or upload or download
objectionable material from the Internet.
2. Clearly communicate the fact that the organization's computer resources are
not to be wasted, but are to be used strictly for approved, business purposes.
3. Don't leave compliance to chance. Back up your Internet Policy with
monitoring and filtering software.
4. Don't expect your employees to train themselves. Reinforce your Internet
policy with on-going employee education.
Whether you're looking to boost employee productivity or reduce network congestion, there are tools
available for reliable, flexible, easy-to-use Internet monitoring and web filtering. Designed to help your
organization enforce its Internet acceptable use policy, these web filtering solutions allow you to proactively
monitor, manage and, if necessary, block access to inappropriate web sites.
Remote Access
This should only be used on an approved basis. This approval should come from the
Doctors. Policies and standardization is also important.
When you transition from your current IT service provider to us, you will want to modify
and confirm all requirements for remote access.
E-mail
Your e-mail being hosted by “hotmail” does not portray a professional image with
respect to electronic communications. Your current domain name should be able to
host companywide e-mail for you as well. The server that you have installed might
support company e-mail for you. If not, the hosting location for your web site should.
-9-
Network Security
A test of the network from "Shields Up" revealed no significant security risks from
outside your organization. Your Firewall installed is operating as expected. Below is the
report generated by “Shields Up”:
Attempting connection to your computer. . .
Shields UP! is now attempting to contact the Hidden Internet Server
within your PC. It is likely that no one has told you that your own
personal computer may now be functioning as an Internet Server with
neither your knowledge nor your permission. And that it may be serving
up all or many of your personal files for reading, writing, modification
and even deletion by anyone, anywhere, on the Internet!
Your Internet port 139 does not appear to exist!
One or more ports on this system are operating in FULL STEALTH
MODE! Standard Internet behavior requires port connection attempts
to be answered with a success or refusal response. Therefore, only an
attempt to connect to a nonexistent computer results in no response of
either kind. But YOUR computer has DELIBERATELY CHOSEN NOT
TO RESPOND (that's very cool!) which represents advanced computer
and port stealthing capabilities. A machine configured in this fashion is
well hardened to Internet NetBIOS attack and intrusion.
Unable to connect with NetBIOS to your computer.
All attempts to get any information from your computer have FAILED.
(This is very uncommon for a Windows networking-based PC.) Relative
to vulnerabilities from Windows networking, this computer appears to
be VERY SECURE since it is NOT exposing ANY of its internal
NetBIOS networking protocol over the Internet.
“Shields UP!” benignly probed the target computer at your location. Since these probing
must travel from their server to your computer, administrative right-of-way to conduct
probative protocol tests through any and all equipment located between your computer
and the Internet was required.
Internal Security also needs to be addressed. We would also recommend security
procedures and policies for internal users, i.e. changing passwords, acceptable use
policies for e-mail and web browsing etc.
Software Updates (Server & Workstation)
Software updates frequently resolve bugs, security breaches, missing application
features, and other problems. We recommend maintaining a consistent PC workstation
profile, including up-to-date operating system builds, as well as primary applications.
We recommend that all workstations have the latest supported hardware drivers from
their respective vendors. To ensure continued compatibility and improved performance
- 10 -
We recommend that the server and all workstations have the latest hot-fixes and
security patches as recommended by Microsoft® to address security and compatibility
issues.
LAN/WAN Environment
There are no areas of concern here.
Disaster Recovery Plan
As previously discussed, increasing your hard drive backup to more than one is
recommended. When you change service providers, changing your offsite backup is
also recommended. We currently use iBackup.com.
IBackup Professional offers the following plans:
Storage Space
Monthly Rate
Yearly Rate
15 GB
USD 14.95
USD 149.50
35 GB
USD 34.95
USD 349.50
50 GB
USD 49.95
USD 499.50
Software License Compliance
A verification of Microsoft licensing should be done. During the assessment, it was
noticed that several workstations we using the same license code. This is generally
caused by two ways:
1. You have purchased an eOpen license from Microsoft and have several licenses
with the same code.
2. Your previous IT service provided was installing a bootleg copy of the software.
Either way, license compliance should be verified.
Software license compliance is becoming more important all the time. The penalty for
non-compliance can be as high as any copyright infringement, and companies
throughout the Country are being audited at the behest of Microsoft®, Small Business
Alliance, etc. Employees who turn in employers are given a monetary reward, a
percentage of the fine.
- 11 -
We recommend developing a policy regarding software usage and software license
compliance. A specific person should be designated as the 'Software License Manager'
and trained to collect and manage appropriate software licensing materials.
Useful information regarding training, software asset management tools, etc. can be
found on the Software & Information Industry Association web site at
http://www.spa.org/piracy/default.asp.
- 12 -
Data Collection Worksheet
Key Personnel Data Sheet
Employee
Name
Location
Mariana C.
Front Desk
Maria V.
Back Office
Tori V.
Back Office
Nancy C.
Coder/Account
Rhonda W.
Billing
Meghan H.
Scanner
Dr. C.
Doctor
Dr. M.
Doctor
Dr. W.
Doctor
Laura C.
Back Office
Jennifer M.
Back Office
Business
Responsibility
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Phone
Number
(714) XXXXXXX
(714) XXXXXXX
(714) XXXXXXX
(714) XXXXXXX
(714) XXXXXXX
(714) XXXXXXX
(714) XXXXXXX
(714) XXXXXXX
(714) XXXXXXX
(714) XXXXXXX
(714) XXXXXXX
Email
Address
Role in technology
decision process
Hardware Inventory
User
Machine
Name
Dr. C.
Location
Doctor's
Office
Manufacturer
Drchapmanws
Dell Inc.
Rhonda
W.
Billing
Biller-a
Dell Inc.
Drmartinws
Dell Inc.
Drwangws
Dell Inc.
Frontdesk
Dell Inc.
Dr. W.
Mariana
C.
Doctor's
Office
Doctor's
Office
Front
Desk
Dr. M.
Backoffice
Martin
Dell Inc.
Nancy
Billing
Nancy
Dell Inc.
Tori V.
Jennifer
M.
Backoffice
Nurse
Dell Inc.
Backoffice
Nurselaptop
FUJITSU
Dr. M.
Exam
Tablet1
FUJITSU
Dr. M.
User
Dr. C.
Rhonda
W.
Dr. M.
Dr. W.
Mariana
C.
Dr. M.
Nancy
Tori V.
Jennifer
M.
Dr. M.
CPU mhz
1.67 gigahertz Intel Core
2 Duo
2.60 gigahertz Intel
Pentium Dual-Core
2.20 gigahertz Intel
Pentium Dual
1.67 gigahertz Intel Core
Duo
1.80 gigahertz Intel
Pentium Dual
1.50 gigahertz Intel
Celeron M
2.00 gigahertz Intel
Pentium Dual
1.80 gigahertz Intel
Pentium Dual
2.40 gigahertz Intel
Core2 Duo
2.00 gigahertz Intel
Core2 Duo
HD
Size
59.91
GB
249.93
GB
159.96
GB
55.13
GB
159.95
GB
36.72
GB
107.56
GB
159.95
GB
157.34
GB
117.34
GB
- 14 -
Model
Latitude D520
(JRKNLC1)
Vostro 220
Series
(BQTBPJ1)
Vostro 220
Series
(F51VHG1)
MP061
(7FG08B1)
Vostro 200
(HWTDDG1)
ME051
(FBCHBB1)
OptiPlex 330
(G7SB7F1)
Vostro 200
(5XTDDG1)
S7220
(R8Z02324)
LifeBook T4220
(R9100166)
Free
Space
41.50
GB
234.56
GB
146.16
GB
34.32
GB
143.39
GB
22.93
GB
93.63
GB
141.95
GB
111.49
GB
80.53
GB
RAM
2552
Megabytes
2014
Megabytes
2014
Megabytes
2040
Megabytes
1014
Megabytes
1016
Megabytes
1014
Megabytes
1014
Megabytes
2002
Megabytes
2038
Megabytes
Monitor
DELL E207WFP s/n
TW95684L2BAL
DELL S1909WX s/n
P702X92B00DS
DELL 2009W s/n
G433H8BMASGU
DELL 2009W s/n
G433H8ARAVXL
Samsung 570S/580S
TFT s/n H4KN801519
LPL [Monitor]
Amtran PL170M s/n
22B223700167
Samsung 570S/580S
TFT s/n H4VN800547
LPL [Monitor]
LPL [Monitor]
Operating System
Windows XP Professional
Service Pack 3
Windows XP Professional
Service Pack 3
Windows XP Professional
Service Pack 3
Windows XP Professional
Service Pack 2
Windows XP Professional
Service Pack 3
Windows XP Home Edition
Service Pack 2
Windows XP Professional
Service Pack 3
Windows XP Professional
Service Pack 3
Windows Vista Business
Service Pack 2
Windows Vista Business
Printer/Fax/Scanner Inventory
Location
Billing
Billing
Backoffice
Frontdesk
Nurse
Backoffice
Backoffice
Brand/Model
Connectivity
HP LaserJet 3015
HP LaserJet 2100
HP LaserJet P2035n
Fujitsu Fi-6130
Fujitsu Fi-6130
Sharp FO-4470
HP DeskJet 6940
USB
USB
USB
USB
USB
Serial Number
MXBM174233
USGG049730
CNB9D21258
59280
44438
7710814
USB
Type
LaserJet
Fax
LaserJet
LaserJet
Scanner
Scanner
Copier/Fax
DeskJet
Server Inventory
Server
Category
Model
Serial #
Speed
RAM
IP Address
Hard Drives
Intel Corporation S3210SH
QSSY80300449
2.13 gigahertz Intel Xeon
4094 Megabytes Installed Memory
192.168.16.2
1250.25 Gigabytes Usable Hard Drive Capacity
Operating System
Windows Server 2003 Standard Edition, Small Business
Server Restricted Service Pack 2 (build 3790)
None
Primary Domain Controller
Tape Drive
Role
Software
eClinicalWorks
AVG Internet Security Version 8.5.0.426
- 15 -
Warranty Status
Network Infrastructure Hardware
Role
Router
Location
Manufacturer
Frontdesk
Cisco/Linksys
Frontdesk
Netgear
Hall Ceiling
Cisco/Linksys
Firewall
Hub
Switches
Wireless
- 16 -
Model
RV042
EMR Readiness Assessment Email
1. Network Infrastructure
o Cabling - Your office is currently cabled. Additional cable will be required
where new computers will be installed.
o Network Hubs – You are currently using a Netgear hub.
o Static IP Address – Unknown
o Internet Speed – Your speed is 420KB up and 2.2MB down. This should be
upgraded for the number of users that you have.
2. Firewall – None - Local router was installed.
3. Wireless – None.
4. Fax Server – A dedicated computer will need to be provided and a MainPine fax
modem will need to be purchased.
5. Scanners – None.
6. Exam Rooms – It was expressed that you would like to evaluate the cost for two
ways of supporting your exam rooms
I.
Desktop computers in all five exam rooms
II. Desktop computers in the three ultrasound rooms and a wireless tablet to
be shared with the two procedure rooms.
7. Virus Protection – The office is using a few different types of virus protection. In
most cases, outdated and unlicensed.
8. Existing Computers
Computer Name
CPU
Memory
OS
Steph
Celeron 2.0
2GB
XP Pro SP3
Front Desk
Celeron 2.4
512MB
XP Pro SP2
Asst
Celeron 2.4
256MB
XP Home
OfficePC
Dual Core 2.2
2GB
Vista Home P
Masonly-pc
Dual Core 2.2
2GB
Vista Home P
Based on these areas of evaluation, the following is recommended:
1. Network Infrastructure:
- 17 -
2.
3.
4.
5.
6.
7.
8.
9.
o Cabling – Additional cabling will be needed to support the exam rooms
and the lab.
o Static IP Address – This is only necessary with the ASP hosting solution.
If ASP is the hosting solution that is selected, AT&T will need to be
contacted to verify/modify the connection type.
o Internet Speed – The download speed is fine. If you select the ASP
hosting solution, the upload speed will need to be upgraded.
Firewall - Purchase a Sonicwall TZ firewall to provide secure internet access.
This is also required if the ASP hosting solution is selected.
Wireless - Purchase a Cisco Wireless Access Point to support the Tablet PC.
Fax Server - Purchase and install a dedicated fax station with a MainPine fax
modem.
Scanners - Purchase and install two new scanners. One for the front desk and
one for the back office.
Exam Rooms – Two options: 1) dedicated computers in all five rooms. 2)
Dedicated computers in the ultrasound rooms and shared tablet pc in the
procedure rooms.
1) Purchase and install five new computers for the exam rooms.
2) Purchase and install three new computers for the ultrasound rooms and
one table PC to support the procedure rooms.
Purchase the upgrade for Symantec End Point protection.
Existing computers – Three will need to be replaced. The do not meet the
minimum required hardware specifications defined by eCW. The two computers
that meet the hardware specifications will need to have their operating systems
upgraded.
LAB – Purchase and install a computer to support the nursing staff and lab area.
- 18 -