Mobile investment toolkit: Device selection considerations

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Carol Melton
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Mobile investment toolkit: Device selection considerations Summary notes There are many mobile devices on the market today and the scope and capabilities of these devices will continue to change and

1 Mobile investment toolkit: Device selection considerations Summary notes There are many mobile devices on the market today and the scope and capabilities of these devices will continue to change and improve rapidly. You should consider the possible impact of changing device supplier in the future. There is no right or wrong answer - it s down to the requirements of your organisation and the business purpose of each mobile device. There are many factors to consider in selecting the appropriate mobile device. Input and consultation with users is crucial to ensure that the combination of devices selected meets user needs and are usable in situ. Purpose: This list summarises key considerations in selecting a device based on previous procurments and experiences in use of mobile devices purchased. DISCLAIMER This list of considerations has been assembled by HSCIC from on a variety of existing sources with a view to providing a base line for NHS trusts wishing to procure mobile capabilities. However, it does not necessarily contain the definitive set of requirements for any such procurement and NHS trusts using it, either with or without amendment, do so at their own risk. HSCIC cannot be held responsible for any gap in provision resulting from its use. 1 Copyright 2016, Health and Social Care Information Centre.

2 Area Specific considerations Features and functions Screen size Safety: There may be safety risks in using small form factors to review lists such as medications or images that are designed to be used on larger screen screens where a summary view of all data is required. Ensure all screen views can be viewed on the selected device without compromising safety. Usability: If sofware is not designed specifically to scale to the specific device then usability will be compromised. Its easy to enable mobile access but more investment can be required to optimise the software for mobile use. Screen resolution Portability Usage Battery life Protective case If using tablets, ensure the screen size is sufficient once the on screen keyboard is displayed. If not, external keyboards may be required. Is the software, functionality and use designed for touchscreens, e.g. is it mainly tickboxes or drop down lists? If a lot of information is displayed or a lot of typing is required, you may want to consider giving your users a choice of different size screens e.g. someone booking appointments and creating reports may need a different set up from someone updating a medical record. If the devices are being used to view medical images ensure that the resolution supports this e.g.mammography, x-rays require a higher resolution to review. Clinical risk is present if resolution is not sufficient. Consider the weight and practicalities of carrying the device and associated accessories (e.g. keyboard, chargers etc.). Consider if backpacks or carrying cases are also required. Communicate with HR to understand possible safety impacts for staff in the field. Work with users to understand access required to telephony, messaging, basic web services, applications and standard office software. Is the device use specific or multipurpose. E.g. can a tablet be used for a clinical app as well as and intranet access? Can it easily be linked into corporate networks where a 'portable desktop' is required? Battery life will vary when using different applications. Ideally this should be tested with the intended install to ensure that the device battery can sustain its charge adequately. Some batteries will have a finite life which is less than the device life. Be aware of this and the cost and process for replacing batteries. Be clear on how long batteries will take to charge. Understand the recommended ways of preserving battery life; e.g does the device need to be completely switched off and build this into any new work processes. Some batteries required configuration and may need to be reconfigures once in live use. Understand the requirements and plan to support this. For tablets ensure a full wrap around case is supplied to minimise breakages. This will reduce costs of replacing devices. 2 Copyright 2016, Health and Social Care Information Centre.

3 Ability to use a cross network SIM Robustness Storage Peripherals Keyboard provided External keyboards Ability to charge in car Based on local network provision ensure that you have the correct bundles or cross network SIMs or services to cater for travel accross network boundaries. In some geographic areas the organisation may want to conside using a mobile network integrator to enable a higher level of network coverage. Ensure the device is robust enough for the expected use and locations where it will be used. Ensure data storage capacity is appropriate for use. Limitations on file size attachments might apply (e.g. some photos for wound care or some patient records which need to be scanned can be quite large). Also, if users are able to download music/pacs images then larger capacity might be required. Ensure that where tablets are provided, that you allow for users who still require keyboards to input data where typing rather than picklists are required. You may need to provide external keyboards for tablets if significant typing is required or the screen size (see above) is too small with the keyboard displayed. Ensure users who require chargers are identified and provision is factored into any purchasing decisions to avoid additional procurement activities. Other peripherals Smart Card Readers Docking Stations Camera Mobile devices have varied shapes and dimensions of hardware, it is important that you determine your need for peripherals i.e. keyboards, digital pens, pointing devices; built-in ports, slots, USB slots etc. If staff will use any applications requiring smart cards, then consider options for smartcard readers. Will any users require docking stations? You may want to consider setting up fully connected docking stations in any main hubs to allows for more screen intense work/easy printing/faster connectivity for laptop users. Ensure if cameras are being used to take images to aid diagnosis or track patient progress e.g. wound care, then the quality of the camera supports this. Inbuilt camera's must be compatible with 2D and Data Matrix code scanning. Ensure this is tested and is fit for purpose for use in meetings and conference calls with Microphone multiple participants in a room. Printers Evaluate if any staff required portable printers Brackets/holders Evaluate if any modifications are required to vehicles or sites to accommodate mobile devices e.g. brackets, docking stations? Software 3 Copyright 2016, Health and Social Care Information Centre.

4 Operating system Which operating system will fit the requirements. ios, android and Microsoft Windows Mobile are the main chocies currently. See this list for a summary of features and functions to evaluate however capabilities change rapidly and wiki pages are not necessarily kept up to date consistently. Compatibility Software installed by default Bring your own device (BYOD) Your device selection is likely to be limited by your current software choices for key systems, collaborate with suppliers and user groups to understand the options which are most compatible based on their experience. Some operating systems give minimal control over upgrades and others allow control on when these are applied. This can cause issues as it might be necessary to delay the operating system upgrade to allow for the development timelines of the applications used on the devices. The organisation will need to define it's approach to software updates and apply these rules to all mobile devices. Evaluate options for Business Provisioned or BYOD? You will need to define the policy around corporate provided verses bring your own device model? Or can the trust support a mixed model based on functionality matrix? With a corporate provided device The make and model is known, it can be locked down to limit the applications /systems available. The device will have a defined support process in place. N3 connection VPN With a BYOD model, there are a number of constraints that should be considered, these may include: A code of conduct for using a BOYD The user/owner would need to agree to have a secure environment for corporate applications/data Corporate enterprise management tools must be installed No or limited support services available Information Governance and Security procedures must be implemented on the device Access to either the organisations network or N3 will need to be either an inbuilt wifi service on the device, or by use of a mobile signal service. Evaluate if the device support secure communication. Any access to clinical applications that the user requires will not directly connected to the local network must be completed via a secure communications path. Ensure that the device 4 Copyright 2016, Health and Social Care Information Centre.

5 supports the trusts VPN service. Ability to configure Device Management Security Remote wipe and tracking Support for multidisciplinary team meetings N3 compliant Packaged software After purchase Insurance End of life Device Support If devices are partitioned with a split configuration, then the organisation protected area should be limited to approved applications only. Controls will need to be in place to detect any risky applications that are installed which could compromise data security, with appropriate remedial action taken to protect the organisation. All mobile devices must be configured with an Enterprise Mobile Management suite (EMM). The organisation will need to implement a consistant use policy on the features of the EMM suite that are enabled. Consider if you need devices to be encrypted or if sufficient security will be provided by the software. All patient data must be encrypted while in transit between the device and the organisations services. Evaluate options to secure devices. Do you need to be able to track the device in case of loss or theft? Do you need to be able to remotely wipe or disable the device in case of loss or theft? If used for multidisciplinary team meetings image sharing and conferencing will be required. Is the device tested on N3 Does standard software such as MS Office come with the device pre-installed. If not ensure that a suite of "lite-office" applications can be installed and used on the device. Do device suppliers offer pre-configuration for users to decrease effort locally to configure and set up. Is there a standard insurance policy for devices that are lost, stolen and damaged and what is the service standard for replacement? What is the approach to WEEE Manufacturers have 'To provide a fully functioning return system whereby those wishing to return end-of-life electronic and electrical goods can do so.' Mobile devices will require a different support model to fixed or traditional laptops. How will this work? What level of support will be required for both the device and the aplications? Ensure that clear lines of demarcation are established around the service offering. 5 Copyright 2016, Health and Social Care Information Centre.

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