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Software Development Project WBS:

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  • 1. HIE Implementation Work Plan Version 0.1 July 24, 2008
  • 2. HIE Implementation Work Plan TABLE OF CONTENTS Document Purpose......................................................................................................................................4 Microsoft Project Plan Conventions.............................................................................................................4 HIE Project Views.....................................................................................................................................4 Color Codes.............................................................................................................................................5 Work Breakdown Structures (WBS) Used in HIE Implementation............................................................5 Software Development Project WBS:...................................................................................................5 Practice Rollout WBS:..........................................................................................................................6 Milestones and Deliverables to Track..........................................................................................................7 Project Work Plan Narratives.....................................................................................................................11 EMR Development Projects (CCD, Referral).........................................................................................11 HIE to EMR Integration Projects.............................................................................................................11 Site Survey.........................................................................................................................................11 Integration Design...............................................................................................................................11 Establish Connectivity.........................................................................................................................11 Build/Configure: Integration & HIE Components.................................................................................11 Test.....................................................................................................................................................11 Training and Documentation..................................................................................................................12 HIE Project Team Structure, Roles, and Responsibilities..........................................................................12 Executive Management Roles................................................................................................................13 Executive Project Sponsor (HIE)........................................................................................................13 Steering Committee (HIE)...................................................................................................................13 Project Consultant (HIE).....................................................................................................................14 Decision Boards (HIE)........................................................................................................................14 Physician Executives (HIE).................................................................................................................14 Project Executive (RHIO, Project Director).........................................................................................14 Implementation Team Roles..................................................................................................................15 Project Manager (RHIO).....................................................................................................................15 Application Specialist: HIE Software (HIE-VENDOR).........................................................................15 Application Specialist: Clinical Workflow Specialists (EMR Vendors/Practices).................................15
  • 3. Integration Architect: HIE-Software (HIE-VENDOR)...........................................................................16 Integration Architects (EMRs/Practice IT Department).......................................................................16 Customer Service Analysts (RHIO)....................................................................................................16 Training Specialists (HIE)...................................................................................................................16 Infrastructure Support Roles..................................................................................................................17 Database Administrator......................................................................................................................17 Systems Administrator........................................................................................................................17 Network Administrator........................................................................................................................17 Vendor Support Roles............................................................................................................................17 Design, Development, Testing Resources..........................................................................................17 Project Management Documents...............................................................................................................18 HIE DAIR Document..............................................................................................................................18 HIE Risk Mitigation Plans.......................................................................................................................18 HIE Implementation Project Communication Plan..................................................................................19
  • 4. HIE Implementation Work Plan DRAFT Version 1.0 Document Purpose This HIE Implementation Work Plan document serves as the narrative descriptions that accompany the Microsoft Project plan schedule. This is a living document and will be updated with work plan narratives as the project progresses. The project schedule is kept in a Microsoft Project Plan file. The level of detail included is at an assignable task level. For all major tasks, milestones are defined along with deliverables. Details on how to complete the tasks is kept in this work plan document. It will be expanded to include references to various standards, such as design standards, and will include the location of all project deliverables and work instructions. A collaborative desktop tool will be utilized to give all participants access via the web, to project artifacts. Microsoft Project Plan Conventions A number of Microsoft Project plan conventions and standards are being deployed on the HIE project, based on industry “best practices” for similar projects where there are a lot of third party vendors and distributed organizations who must be carefully monitored for project progress, to keep the project moving and so contingencies can be deployed if various vendors or organizations are not able to meet the planned dates and deliverables in order to effectively mitigate project schedule risks. HIE Project Views There are a number of standard HIE views created in the Microsoft Project Plan to facilitate the different needs of the various audiences and participants. Each view has a customized table, filter, and sometimes group. The following table lists the customized views and the target audience: View Table Group Filter Target Audience Executive Views HIE Hi Level Roll-up HIE GANTT No Group HIE Chart Only Executive view of Chart Only Chart Only View Filter major task areas (Hi Level) GANTT Chart only HIE Hi Level Roll-up No Cust: Status No Group KF Status – Executive view of chart Report View (Hi Roll-up Filter major tasks areas Level) and deliverables, table view HIE Milestone Rollup Cust: MSSNY No Group KF Milestones- MSSNY Reporting. Status Review All All milestones and Details deliverables. Participant Views (Vendors, Practices, Physicians, etc.) HIE Resource Usage Cust: Work Cust: Task KF Should Start/ View by Resource by Dates – Filter Assignments Aligned by Finish By filtered by custom Resource Name [prompt for date] dates. HIE Resource Usage Cust: Work Cust: Task KF not View by Resource by All Dates Assignments Aligned by Completed for all dates Resource Name Tasks BHIE Resource Usage Cust: Work Cust: Task HIE Should View by Resource Due Q1 of Project Assignments Aligned by Complete Q1 by quarter Resource Name HIE Resource Usage Cust: Work Cust: Task KF Not View by resource by All Dates Assignments Aligned by Completed for uncompleted Resource Name Tasks tasks. 4 Last Updated: March 6, 2009 Sample
  • 5. HIE Implementation Work Plan DRAFT Version 1.0 View Table Group Filter Target Audience Project Management Views (Project Manager) HIE Gantt Chart – Full Cust: Status No Group All Tasks Project Manager to Report (Detail) add new tasks, update flags for new reports HIE Gantt Chart – Cust: Entry – No Group All Tasks Project manager to Update Work Update update work Work/Comp completion, change assignments HIE Gantt Chart – Cust: Entry – No Group KF Resource Project Manager Update Work Simple Simple Update Name for updating a View single resources completion stats HIE Gantt – Project Cust: Status No Group All Tasks Review with all Review Details Review Details project managers Color Codes The following color coding is used in the HIE Microsoft Project Plan to allow ease of managing the project plan. It is used consistently in the GANTT charts as well as the task charts. Color Code Examples Major Program Areas Project Start-up, On-going Project Management Tasks, Software Development Projects, On-going Operational Support Projects EMR to EMR CCD Implementation, EMR to EMR Referral Implementation, Practice Rollouts Key Tasks See Microsoft Project Plan Milestones See Microsoft Project Plan Deliverables See Microsoft Project Plan Work Breakdown Structures (WBS) Used in HIE Implementation There are 2 work breakdown structures (WBS) being used in the HIE implementation. One is for the software development projects that the various vendors need to complete and the other is for the actual rollout to the individual practices as they are brought online to the Health Information Exchange. Software Development Project WBS: HIE will track key milestones for each vendor to assure the projects move forward as planned, and to allow contingencies to be implemented if a vendor falls behind. There will be design specifications for the entire health information exchange which all participating vendors (source systems and the exchange system) must sign off on. In addition, we will track the major phase each vendor is at with their own software development. Each source system vendor will have the integration design in addition to the possibility of their application to support the requirements. The following milestones and deliverables will be tracked for software development projects: Joint Application Design Session Finalize HIE Design Specs {Vendor} sign-off on HIE Design DELIV: HIE DESIGN SPEC 5 Last Updated: March 6, 2009 Sample
  • 6. HIE Implementation Work Plan DRAFT Version 1.0 {Vendor} Design {Vendor} Construction {Vendor} Test DELIV: {Vendor} to HIE Test Env Conduct Regression Testing in Test Env Fix failed test cases Move Referral components/config to Prod Env DELIV: {Vendor} to HIE Prod Env Practice Rollout WBS: HIE will track key milestones for each physician practice for rolling out the HIE. These milestones include: Complete Data Trading Agreement Physician Practice Site Survey Establish Connectivity {Practice} Configuration Configure physican practices in HIE Configure HIE in EMR {Practice} Health Practice Training/Rollout 6 Last Updated: March 6, 2009 Sample
  • 7. HIE Implementation Work Plan DRAFT Version 1.0 Milestones and Deliverables to Track The following table is a complete set of milestones and deliverables for the HIE implementation Program. This is an extract from the HIE Milestones View in the Microsoft Project plan, sorted by estimated quarter of completion. This will be used to project our cash flow requirements and to manage our budget. MILESTONES & DELIVERABLES BY ESTIMATED QUARTER OF COMPLETION Item Est Est # Com Cost Parent Task Milestones (blue) / Deliverables (purple) p Qtr $ 3 1 0 Project Start-up Complete data trading agreement templates 4 1 0 Project Start-up Complete XXXX Data Trading Agreement 5 1 0 Project Start-up Complete Lifetime Data Trading Agreement 6 1 0 Project Start-up Complete Practice1Data Trading Agreement 7 1 0 Project Start-up Complete Practice3 Data Trading Agreement 9 1 0 Project Start-up Contract w/EMR1 for CCD/Referral Projects 10 1 0 Project Start-up Contract w/EMR3 for CCD/Referral Projects 11 1 0 Project Start-up Contract w/EMR2 for CCD/Referral Projects 12 1 0 Project Start-up Contract w/EMR4 for CCD/Referral Projects 25 1 0 Install/configure HIE software Test Environment Setup 31 1 0 EMR to EMR CCD IMPLEMENTATION Joint Application Design Session EMR to EMR CCD 32 1 0 EMR to EMR CCD IMPLEMENTATION Finalize HIE EMR to EMR CCD Specs 33 1 0 EMR to EMR CCD IMPLEMENTATION EMR1 sign-off on HIE CCD Design 34 1 0 EMR to EMR CCD IMPLEMENTATION EMR3 sign-off on HIE CCD Design 35 1 0 EMR to EMR CCD IMPLEMENTATION EMR2 sign-off on HIE CCD Design 36 1 0 EMR to EMR CCD IMPLEMENTATION EMR4 sign-off on HIE CCD Design 37 1 0 EMR to EMR CCD IMPLEMENTATION DELIV: HIE CCD DESIGN SPEC 39 1 0 EMR to EMR CCD IMPLEMENTATION HIE-VENDOR CCD Design (review internally) 40 1 0 EMR to EMR CCD IMPLEMENTATION HIE-VENDOR CCD Construction 45 1 0 EMR to EMR CCD IMPLEMENTATION EMR1 CCD Design 69 1 0 EMR to EMR CCD IMPLEMENTATION Develop Regression Test Plan 70 1 0 EMR to EMR CCD IMPLEMENTATION Develop Test Cases Joint Application Design Session EMR to EMR 78 1 0 EMR to EMR Referral IMPLEMENTATION Referral 14 2 0 Project Reporting to MSSNY 1st Qtr voucher/reports to MSSNY 26 2 0 Install/configure HIE software Train Environment Setup 41 2 0 EMR to EMR CCD IMPLEMENTATION HIE-VENDOR Test CCD 42 2 0 EMR to EMR CCD IMPLEMENTATION DELIV: HIE-VENDOR CCD to HIE Test Env 43 2 0 EMR to EMR CCD IMPLEMENTATION DELIV: HIE-VENDOR CCD to HIE Prod Env 46 2 0 EMR to EMR CCD IMPLEMENTATION EMR1 CCD Construction 47 2 0 EMR to EMR CCD IMPLEMENTATION EMR1 Test CCD 48 2 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR1 CCD to HIE Test Env 49 2 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR1 CCD to HIE Prod Env 51 2 0 EMR to EMR CCD IMPLEMENTATION EMR3 CCD Design 52 2 0 EMR to EMR CCD IMPLEMENTATION EMR3 CCD Construction 71 2 0 EMR to EMR CCD IMPLEMENTATION Develop Test Data 72 2 0 EMR to EMR CCD IMPLEMENTATION DELIV: CCD Final Regression Test Results #1 79 2 0 EMR to EMR Referral IMPLEMENTATION Finalize HIE EMR to EMR Referral Specs 80 2 0 EMR to EMR Referral IMPLEMENTATION EMR1 sign-off on HIE Referral Design 81 2 0 EMR to EMR Referral IMPLEMENTATION EMR3 sign-off on HIE Referral Design 82 2 0 EMR to EMR Referral IMPLEMENTATION EMR2 sign-off on HIE Referral Design 83 2 0 EMR to EMR Referral IMPLEMENTATION EMR4 sign-off on HIE Referral Design 7 Last Updated: March 6, 2009 Sample
  • 8. HIE Implementation Work Plan DRAFT Version 1.0 MILESTONES & DELIVERABLES BY ESTIMATED QUARTER OF COMPLETION Item Est Est # Com Cost Parent Task Milestones (blue) / Deliverables (purple) p Qtr $ 84 2 0 EMR to EMR Referral IMPLEMENTATION DELIV: HIE Referral DESIGN SPEC 86 2 0 EMR to EMR Referral IMPLEMENTATION HIE-VENDOR Referral Design (review internally) 87 2 0 EMR to EMR Referral IMPLEMENTATION HIE-VENDOR Referral Construction 88 2 0 EMR to EMR Referral IMPLEMENTATION HIE-VENDOR Test Referral 89 2 0 EMR to EMR Referral IMPLEMENTATION DELIV: HIE-VENDOR Referral to HIE Test Env 92 2 0 EMR to EMR Referral IMPLEMENTATION EMR1 Referral Design 93 2 0 EMR to EMR Referral IMPLEMENTATION EMR1 Referral Construction 94 2 0 EMR to EMR Referral IMPLEMENTATION EMR1 Test Referral 95 2 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR1 Referral to HIE Test Env 104 2 0 EMR to EMR Referral IMPLEMENTATION EMR2 Referral Design 105 2 0 EMR to EMR Referral IMPLEMENTATION EMR2 Referral Construction 106 2 0 EMR to EMR Referral IMPLEMENTATION EMR2 Test Referral 107 2 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR2t Referral to HIE Test Env 116 2 0 EMR to EMR Referral IMPLEMENTATION Develop Regression Test Plan 117 2 0 EMR to EMR Referral IMPLEMENTATION Develop Test Cases 118 2 0 EMR to EMR Referral IMPLEMENTATION Develop Test Data 126 2 0 XXXX Rollout - EMR1 Practices Group #1 158 2 0 Practice1Rollout - EMR1 Practices Group #1 176 2 0 On-going Operational Support Establish/Test Operational Support Processes 15 3 0 Project Reporting to MSSNY 2nd Qtr voucher/reports to MSSNY 27 3 0 Install/configure HIE software Prod Environment Setup 53 3 0 EMR to EMR CCD IMPLEMENTATION EMR3 Test CCD 54 3 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR3t CCD to HIE Test Env 55 3 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR3 CCD to HIE Prod Env 57 3 0 EMR to EMR CCD IMPLEMENTATION EMR2 CCD Design 58 3 0 EMR to EMR CCD IMPLEMENTATION EMR2 CCD Construction 59 3 0 EMR to EMR CCD IMPLEMENTATION EMR2 Test CCD 60 3 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR2t CCD to HIE Test Env 63 3 0 EMR to EMR CCD IMPLEMENTATION EMR4 CCD Design 73 3 0 EMR to EMR CCD IMPLEMENTATION DELIV: CCD Final Regression Test Results #2 74 3 0 EMR to EMR CCD IMPLEMENTATION DELIV: CCD Final Regression Test Results #3 90 3 0 EMR to EMR Referral IMPLEMENTATION DELIV: HIE-VENDOR Referral to HIE Prod Env 96 3 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR1Referral to HIE Prod Env 98 3 0 EMR to EMR Referral IMPLEMENTATION EMR3 Referral Design 108 3 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR2 Referral to HIE Prod Env 127 3 0 XXXX Rollout - EMR1 Practices Group #2 128 3 0 XXXX Rollout - EMR1 Practices Group #3 129 3 0 XXXX Rollout - EMR1 Practices Group #4 138 3 0 XXXX Rollout - EMR1 Practices Group #1 139 3 0 XXXX Rollout - EMR1 Practices Group #2 140 3 0 XXXX Rollout - EMR1 Practices Group #3 141 3 0 XXXX Rollout - EMR1 Practices Group #4 151 3 0 Practice2 Rollout - EMR3 Practices CCD Training/Rollout 152 3 0 Practice2 Rollout - EMR3 Practices Practice #1 153 3 0 Practice2 Rollout - EMR3 Practices Referral Training/Rollout 159 3 0 Practice1Rollout - EMR1 Practices Group #2 161 3 0 Practice1Rollout - EMR1 Practices Group #1 8 Last Updated: March 6, 2009 Sample
  • 9. HIE Implementation Work Plan DRAFT Version 1.0 MILESTONES & DELIVERABLES BY ESTIMATED QUARTER OF COMPLETION Item Est Est # Com Cost Parent Task Milestones (blue) / Deliverables (purple) p Qtr $ 162 3 0 Practice1Rollout - EMR1 Practices Group #2 168 3 0 Practice1Rollout - EMR2 Practices Practice #1 16 4 0 Project Reporting to MSSNY 3rd Qtr voucher/reports to MSSNY 61 4 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR2 CCD to HIE Prod Env 64 4 0 EMR to EMR CCD IMPLEMENTATION EMR4 CCD Construction 65 4 0 EMR to EMR CCD IMPLEMENTATION EMR4 Test CCD 66 4 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR4 CCD to HIE Test Env 67 4 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR4 CCD to HIE Prod Env 75 4 0 EMR to EMR CCD IMPLEMENTATION DELIV: CCD Final Regression Test Results #4 99 4 0 EMR to EMR Referral IMPLEMENTATION EMR3 Referral Construction 100 4 0 EMR to EMR Referral IMPLEMENTATION EMR3 Test Referral 101 4 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR3t Referral to HIE Test Env 102 4 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR3 Referral to HIE Prod Env 110 4 0 EMR to EMR Referral IMPLEMENTATION EMR4 Referral Design 111 4 0 EMR to EMR Referral IMPLEMENTATION EMR4 Referral Construction 112 4 0 EMR to EMR Referral IMPLEMENTATION EMR4 Test Referral 113 4 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR4 Referral to HIE Test Env 114 4 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR4 Referral to HIE Prod Env 119 4 0 EMR to EMR Referral IMPLEMENTATION DELIV: Referral Final Regression Test Results #1 130 4 0 XXXX Rollout - EMR1 Practices Group #5 131 4 0 XXXX Rollout - EMR1 Practices Group #6 132 4 0 XXXX Rollout - EMR1 Practices Group #7 133 4 0 XXXX Rollout - EMR1 Practices Group #8 142 4 0 XXXX Rollout - EMR1 Practices Group #5 143 4 0 XXXX Rollout - EMR1 Practices Group #6 144 4 0 XXXX Rollout - EMR1 Practices Group #7 154 4 0 Practice2 Rollout - EMR3 Practices Practice #1 166 4 0 Practice1Rollout - EMR2 Practices Practice #1 17 5 0 Project Reporting to MSSNY 4th Qtr voucher/reports to MSSNY 120 5 0 EMR to EMR Referral IMPLEMENTATION DELIV: Referral Final Regression Test Results #2 121 5 0 EMR to EMR Referral IMPLEMENTATION DELIV: Referral Final Regression Test Results #3 134 5 0 XXXX Rollout - EMR1 Practices Group #9 135 5 0 XXXX Rollout - EMR1 Practices Group #10 136 5 0 XXXX Rollout - EMR1 Practices Group #11 145 5 0 XXXX Rollout - EMR1 Practices Group #8 146 5 0 XXXX Rollout - EMR1 Practices Group #9 147 5 0 XXXX Rollout - EMR1 Practices Group #10 148 5 0 XXXX Rollout - EMR1 Practices Group #11 172 5 0 Practice3 Rollout - EMR4 Practices Practice #1 174 5 0 Practice3 Rollout - EMR4 Practices Practice #1 18 6 0 Project Reporting to MSSNY 5th Qtr voucher/reports to MSSNY 19 7 0 Project Reporting to MSSNY 6th Qtr voucher/reports to MSSNY 20 8 0 Project Reporting to MSSNY 7th Qtr voucher/reports to MSSNY 21 9 0 Project Reporting to MSSNY 8th Qtr voucher/reports to MSSNY 22 9 0 Project Reporting to MSSNY Final voucher/reports to MSSNY 1 0 Project Start-up Project Start-up 2 0 Project Start-up Complete Data Trading Agreements w/Practices 9 Last Updated: March 6, 2009 Sample
  • 10. HIE Implementation Work Plan DRAFT Version 1.0 MILESTONES & DELIVERABLES BY ESTIMATED QUARTER OF COMPLETION Item Est Est # Com Cost Parent Task Milestones (blue) / Deliverables (purple) p Qtr $ 8 0 Project Start-up Complete Vendor Integration SOWs 13 0 Project Reporting to MSSNY Project Reporting to MSSNY 23 0 Install/Configure HIE Environments Install/Configure HIE Environments 24 0 Install/configure HIE software Install/configure HIE software 28 0 Vendor Software Development Projects Vendor Software Development Projects 29 0 EMR to EMR CCD IMPLEMENTATION EMR to EMR CCD IMPLEMENTATION 30 0 EMR to EMR CCD IMPLEMENTATION EMR to EMR HIE CCD Design Specs 38 0 EMR to EMR CCD IMPLEMENTATION HIE-VENDOR EMR to EMR CCD 44 0 EMR to EMR CCD IMPLEMENTATION EMR1 EMR to EMR CCD 50 0 EMR to EMR CCD IMPLEMENTATION EMR3 EMR to EMR CCD 56 0 EMR to EMR CCD IMPLEMENTATION EMR2 EMR to EMR CCD 62 0 EMR to EMR CCD IMPLEMENTATION EMR4 EMR to EMR CCD 68 0 EMR to EMR CCD IMPLEMENTATION EMR to EMR CCD Regression Testing HIE Test Env 76 0 EMR to EMR Referral IMPLEMENTATION EMR to EMR Referral IMPLEMENTATION 77 0 EMR to EMR Referral IMPLEMENTATION EMR to EMR HIE Referral Design Specs 85 0 EMR to EMR Referral IMPLEMENTATION HIE-VENDOR EMR to EMR Referral 91 0 EMR to EMR Referral IMPLEMENTATION EMR1 EMR to EMR Referral 97 0 EMR to EMR Referral IMPLEMENTATION EMR3 EMR to EMR Referral 103 0 EMR to EMR Referral IMPLEMENTATION EMR2 EMR to EMR Referral 109 0 EMR to EMR Referral IMPLEMENTATION EMR4 EMR to EMR Referral EMR to EMR Referral Regression Testing HIE Test 115 0 EMR to EMR Referral IMPLEMENTATION Env 122 0 HIE Practice Rollouts HIE Practice Rollouts 123 0 XXXX Rollout - EMR1 Practices XXXX Rollout - EMR1 Practices 124 0 XXXX Rollout - EMR1 Practices XXXX Practice Configuration 125 0 XXXX Rollout - EMR1 Practices CCD Training/Rollout 137 0 XXXX Rollout - EMR1 Practices Referral Training/Rollout 149 0 Practice2 Rollout - EMR3 Practices Practice2 Rollout - EMR3 Practices 150 0 Practice2 Rollout - EMR3 Practices Practice Configuration 155 0 Practice1Rollout - EMR1 Practices Practice1Rollout - EMR1 Practices 156 0 Practice1Rollout - EMR1 Practices Practice Configuration 157 0 Practice1Rollout - EMR1 Practices CCD Training/Rollout 160 0 Practice1Rollout - EMR1 Practices Referral Training/Rollout 163 0 Practice1Rollout - EMR2 Practices Practice1Rollout - EMR2 Practices 164 0 Practice1Rollout - EMR2 Practices Practice Configuration 165 0 Practice1Rollout - EMR2 Practices CCD Training/Rollout 167 0 Practice1Rollout - EMR2 Practices Referral Training/Rollout 169 0 Practice3 Rollout - EMR4 Practices Practice3 Rollout - EMR4 Practices 170 0 Practice3 Rollout - EMR4 Practices Practice Configuration 171 0 Practice3 Rollout - EMR4 Practices CCD Training/Rollout 173 0 Practice3 Rollout - EMR4 Practices Referral Training/Rollout 175 0 On-going Operational Support On-going Operational Support 10 Last Updated: March 6, 2009 Sample
  • 11. HIE Implementation Work Plan DRAFT Version 1.0 Project Work Plan Narratives EMR Development Projects (CCD, Referral) These are the tasks related to the development and/or configuration of the participating EMR vendors to support the Continuity of Care Document (CCD) which has a base minimum requirement to meet the CCHIT EMR Certification requirements for 2008. Additionally, as part of this project, the EMR to EMR referral process will be implemented using an agreed upon standard by EMR3, EMR2, EMR1, and EMR4. Note that the implementation project is dependent on these development projects being completed on time as depicted in the MSProject plan which accompanies this implementation plan document. Figure 1 - EMR Integration Process HIE to EMR Integration Projects For each of the HIE practices that will participate in this project, the following task areas form the basis for the standard integration work breakdown structure. This will be refined after the initial EMR to assure each subsequent EMR integration project can increase in productivity. Site Survey For each participating practice, a site survey will be conducted to assess and validate required base hardware, software, network infrastructure, connectivity, for integration with the HIE solution. Strategies for interface specifications, common data vocabularies, and person identity management are formulated during this phase. Integration Design Document and review the integration specifications between the EMR and HIE. Walkthrough the message formats for each message type begin exchanged and each web service to be invoked/consumed. Document and review the data mapping for all discrete data items being exchanged. Establish Connectivity VPN and communication links are installed and configured between the EMR and the HIE solutions. Build/Configure: Integration & HIE Components Build and configure the actual interfaces and services. Test Test the interfaces and services using sample test data from the EMR system and from the HIE system. A common test plan and checklist will be used to assure full testing is completed prior to moving into a production environment. For the CCD testing, all vendors will be required to test against the CCHIT LAIKA test harness (to be released 3/21/08, see Figure 4 below). 11 Last Updated: March 6, 2009 Sample
  • 12. HIE Implementation Work Plan DRAFT Version 1.0 Figure 2 - CCHIT LAIKA Test Harness Training and Documentation This involves the preparation of customized documentation to support the solution and the planning for training and rollout to HIE participants. Technical documents will be prepared for integration and end user documents which address the HIE data exchange will be created. for each EMR. HIE Project Team Structure, Roles, and Responsibilities Developing the appropriate staffing and communication plan during the implementation and ongoing support is key to the success of this project. A project manager who has demonstrated great success in managing other contracts and projects will bring this expertise to the HIE project. Collaboration between clinicians and the technology solution is essential. The implementation project teams are comprised of leadership, clinicians, and technologists from HIE participants. As part of the ongoing project management tasks, there must be a process to manage and report the project status, a problem resolution process, and a process to monitor the overall performance requirement of the contract. Proper assignment or resource is critical to the success of any project. As port of the scope of the project, we expect that qualified and skilled client resources will be assigned from each of the participating practices involved in the HIE project. The roles and responsibilities need to be clearly understood to ensure the success of the project. 12 Last Updated: March 6, 2009 Sample
  • 13. HIE Implementation Work Plan DRAFT Version 1.0 Figure 3 - HIE Project Team Structure Executive Project Sponsor Steering Physician Decision Committee Executives Boards Project Project Consultant Executive Vendor Clinical Integration Infrastructure Customer Support Consultants Consultants Support Support  EMR Vendors  Application Specialists  Integration Architects  HostingServices  Customer Service Analysts  HIEVendors  Clinical Workf low Specialists   System Administration  Training Specialists  Hosting Vendor  Database Administration  Network Administration  Elysium Administration Executive Management Roles Executive Project Sponsor (HIE) The Executive Project Sponsor is a member of the HIE executive management team who serves as the senior project executive/in-charge executive. The Executive Project Sponsor has ultimate authority and responsibility for the project. The Executive Project Sponsor is responsible for:  Contract execution for MSSNY, RHIO RHIO, hosting partners, data trading agreements, and any other applicable contracts for the HIE project.  Planning and evaluation of contracted project deliverable and cost management.  Participates in project oversight for risk assessment, executive relationship management, and project status review.  Resource procurement and management to meet contracted project plan deliverables.  Serves as an escalation point for identified project related issues.  Provide support to Project Managers for the execution of their duties and responsibilities.  Evaluates project status from a management perspective.  Attends Project Steering Committee meetings as necessary, attends other clinical advisory committee meetings as necessary. Steering Committee (HIE) The Steering Committee consists of executive level personnel and is responsible for the overall project oversight. They serve to ensure that the system will compliment the strategic vision of the institution and that the anticipated benefits are being realized from the implementation efforts. The committee will be the ultimate decision making mechanism to resolve issues related to the project. Responsible for:  Participate in project oversight for risk assessment, executive relationship management, and project status review. 13 Last Updated: March 6, 2009 Sample
  • 14. HIE Implementation Work Plan DRAFT Version 1.0  Serve as a final escalation point for resolving strategic project related issues.  Evaluates project status form a strategic perspective. Project Consultant (HIE) The Project Consultant is engaged by the HIE Steering Committee for advisory guidance on technology and oversight of other project related considerations. This consultant will participate in all key project reviews including design sessions, reviewing of project risk management, assisting in identification of issues requiring escalation to various project participants and vendors, and will work with the RHIO Project Director and Project Manager to assist in the assurance of timely completion of project deliverables within budget. Decision Boards (HIE) The Decision Boards are multi-disciplinary entities that are created to ensure that decisions are made in a timely and equitable way. Physician Executives (HIE) A physician executive serves as a liaison between the HIE physician community and the Implementation Team and to champion physician causes. The Physician Executive is responsible for:  Providing expert consultation to the client physician leaders to facilitate the implementation.  Sharing experiences from other client sites.  Setting physician expectations on long and short-term system plans and capabilities.  Escalating issues.  Providing expertise in leveraging healthcare information systems to improve care delivery Project Executive (RHIO, Project Director) The Project Executive manages the overall implementation efforts. The Project Executive must be empowered to commit organization resources and has overall responsibility to manage the project budget and project schedule. . The Project Executive is responsible for:  Contract administration for MSSNY, hosting partners, data trading agreements, and any other applicable contracts for the HIE project.  Leading project implementation planning.  Organizing the Implementation Team and establishing appropriate decision-making bodies.  Defining project standards and metrics for measurement.  Monitoring overall project progress and milestones.  Monitoring project budget from a cost and time perspective.  Coordinating project resources and other vendor groups and resolving resource conflicts as needed.  Ensuring project compliance with contract and project quality assurance standards.  Overseeing project documentation to ensure comprehensive project records are maintained as required by MSSNY.  Attending Decision Board meetings as necessary.  Developing and monitoring global workplan and schedules  Identifying and managing risk and quality assurance issues which arise during the project. 14 Last Updated: March 6, 2009 Sample
  • 15. HIE Implementation Work Plan DRAFT Version 1.0  Setting and managing expectations regarding the project.  Managing issue escalation and resolution. Implementation Team Roles Project Manager (RHIO) The project manager role responsibilities include the following:  Uses project management tools and measure compliance to standards  Coordinate vendor development projects (CCD, Referrals), EMR integration project activities, including project design and scheduling and task and resource allocation and managing the team members and stakeholders responsible for carrying out those tasks  Coordinate EMR integration projects for each participating practice including project design and scheduling and task and resource allocation and managing the team members and stakeholders responsible for carrying out those tasks  Monitor ongoing installation, report plan progress to executive management, and provide feedback regarding the status of assigned projects weekly  Participate in production and help desk activities, as required  Identify, communicate, and initiate corrective action to resolve internal and external risks associated with new and existing customers  Provide oversight of communication with vendors and stakeholders for the HIE implementation  Assign work schedules and communicate responsibilities to project participants  Support and contribute to the implementation processes  Works with entities that provide data to the HIE to verify appropriate agreements are in place and standards are met Application Specialist: HIE Software (HIE-VENDOR)  Provides content knowledge about the use, design, and configuration requirements  Supports clinical system application specialist during the implementation  Provides education on product features  Advises on availability target time frames  Reviews HIE-specific requirements and table coding  Provides support for testing and activation Application Specialist: Clinical Workflow Specialists (EMR Vendors/Practices) Clinical workflow specialists are health process specialists with a deep understanding of the processes required to deliver healthcare and the experience to assist local staff in implementing new care processes. Clinical workflow specialists’ responsibilities include the following:  Provide installation leadership and support to participating practices  Coordinate and administer the implementation of new sites following the work plan with the support of the integration team, including:  Working with practices to plan and complete site preparation tasks  Reviewing interface specifications with the practices and working with other project team members on integration issues  Assisting HIE in developing an integrated test plan with test data and test scenarios 15 Last Updated: March 6, 2009 Sample
  • 16. HIE Implementation Work Plan DRAFT Version 1.0 Integration Architect: HIE-Software (HIE-VENDOR)  Provides knowledge and guidance relating to the data exchange process  Develops required coding for data exchange  Supports clinical system application specialist during the implementation  Advises on availability target time frames  Reviews HIE-specific requirements and table coding  Provides support for testing and activation Integration Architects (EMRs/Practice IT Department) The integration architects are responsible for the architecture, development, implementation, and production support for HIE integration. With strong technical expertise, the integration architects lead the integration team and collaborate in a cross-functional environment, including involvement with project stakeholders. Integration architects’ responsibilities include the following:  Provide architecture, design, development, and implementation of EMR integration tools (EMR1, EMR2, EMR3, EMR4)  Provide configuration and production support for the HIE integration environment  Provide implementation support, including testing connectivity  Automate implementation processes by working with cross-functional teams  Interface with internal product teams and customers to gather and analyze requirements  Evaluate development, administration, and monitoring tools associated with middleware applications Customer Service Analysts (RHIO) Customer Service analysts provide first line responses for the HIE solution as well as the ongoing support tasks for data management (code mappings, data sources), patient identify resolution, and patient consent management. The analysts handle initial telephone calls from users, route callers to appropriate support personnel and vendors for questions, requests, or problems requiring a higher level of expertise or a site visit to the user’s department. Customer services analysts’ responsibilities included the following:  Assist data sources in resolving patient identity issues  Assist data sources in resolving data code mapping issues  Assist in managing patient consent requests to be updated in HIE-Software.  Provide answers to users’ questions and resolving routine problems in cases where resolution can be done in a short time frame and without a visit to the user’s location  Route user service requests, questions, and problems that cannot be addressed to the appropriate support personnel or vendor  Log problems and service requests  Follow up on calls referred to support personnel, including communicating status to users as required  Maintain an online library of electronic reference materials for use in answering users’ questions and resolving problems Training Specialists (HIE) The training specialists create and deliver training for the HIE application. Responsible for the design and development of training curriculum for the HIE participant base. Additional responsibilities include the following:  Develops training material specific to the HIE installation  Provides on-site training, deployment, and support services 16 Last Updated: March 6, 2009 Sample
  • 17. HIE Implementation Work Plan DRAFT Version 1.0  Design, gather information on, and develop course materials  Conduct training needs analysis  Design course materials and other documentation, and use e-learning technologies to support users in self- help training efforts  Organize, set up, advertise, and deliver courses to meet the needs of learners  Assess learner performance and competence  Monitor, evaluate, and review the quality and effectiveness of training  Conduct assessment and outcomes of courses delivered  Share learner experiences with software developers and technical authors  Serve as liaison to other entities, such as external course providers, employers, RHIO, and examining bodies  Maintain hardware and software used for training purposes and recommending to management repairs and upgrades where appropriate  Develop and implement user satisfaction and needs assessment surveys on a continuing basis  Create training programs for internal and external education Infrastructure Support Roles In addition to the implementation team tasks, the following support roles are required to support the infrastructure for the HIE-Software application in the test and production environments. Database Administrator Responsible for managing the Clinical Data Repository including the HIE Data Repository with major responsibilities in the areas of monitoring database performance and file growth, database tuning, database maintenance, backup, verification, and recovery as well as software patches and upgrades for the database. Systems Administrator Responsible for managing the HIE-Software systems environment with major responsibilities in the areas of monitoring file growth, user provisioning, system tuning, maintenance, backup, verification, and recover as well as software patches and upgrades for the system. Network Administrator Responsible for conducting site assessments, assists in VPN installs, and managing the network configurations for bringing practices on board to the HIE project. Vendor Support Roles Design, Development, Testing Resources The four EMR vendors that are involved in the HIE project will need to supply development resources to meet the EMR to EMR CCD and EMR to EMR Referral transactions. As part of the development process, they will also provide design resources work as part of a consortium for the EMR to EMR Referral process to be done using standards that although are not final today, should be able to be agreed upon by the HIE EMR consortium. Additionally vendors will supply testing resources to expedite EMR to EMR testing. 17 Last Updated: March 6, 2009 Sample
  • 18. HIE Implementation Work Plan DRAFT Version 1.0 Project Management Documents HIE DAIR Document The HIE DAIR document is found in the accompanying spreadsheet titled HIE_DAIR.xls. It contains a separate tab for tracking each of the following project management items: Decisions & Dependencies Action Items & Assumptions Issues Risks HIE Risk Mitigation Plans The HIE Implementation project risk list and mitigation plans are found in the MSWord file HIE_RiskListAndMitigationPlan.doc. For each potential risk, the following are identified and tracked: <Risk Identifier—a descriptive name or number> Risk Magnitude or Ranking [An indicator of the magnitude of the risk may be assigned to help rank the risks from most to least damaging to the project.] Description [A brief description of the risk.] Impacts [List the impacts on the project or product.] Indicators [Describe how to monitor and detect that the risk has occurred or is about to occur. Include such things as metrics and thresholds, test results, specific events, and so forth.] Mitigation Strategy [Describe what is currently done on the project to reduce the impact of the risk.] Contingency Plan [Describe what the course of action will be if the risk does materialize: alternate solution, reduction in functionality, and so on.] 18 Last Updated: March 6, 2009 Sample
  • 19. HIE Implementation Work Plan HIE Implementation Project Communication Plan Project Escalation List HIE Project Executive       Implementation Project Manager       HIE Executive Sponsor       Implementation Project Director             Implementation Project Executive       Deliverable Description Purpose Frequency Media Audience Responsibility Origin Date Project Status Review status of project for Review of project performance Weekly Face-to-face/ Project Team Project Manager TBD Meeting previous week, actuals/ to plan, activities planned for conference call Members budget to date upcoming week, change meeting requests, and unplanned activities Project Status Complete and submit PM will consolidate project Weekly Status report Project team Project Manager TBD Documentation individual status reports team updates from previous document & Executive members, week and update Executive Program Audit Report managers, Report document document executives Issue Management Team review of issues Identify and establish action Weekly as Face-to-face/ Project Team Project Manager TBD Meeting identified during week plans for key project issues, required conference call risks and determine escalation, impact, priority, etc. in preparation for weekly status meeting Issues Management Issues ID , creation date, To track and prioritize all issues Weekly as DAIR Document: Project team Project Manager TBD Documentation description, person related with the project. required Issues/Risk members, responsible, estimated Escalate issues to key Management Tracking managers, impact, status, status date decision-makers. tool – electronic MS executives Excel Template Project Status Status overview with HIE Bi-weekly review of project Bi-weekly Face-to-face using Customer board / Customer Project TBD Steering Committee Steering Committee status and project issues/risks project reporting tools committee Manager Meeting (consolidated project status, issues/risks, etc.) Testing Team Team review of testing Project team meet to discuss Weekly during Face-to-face/ Product Project Project Manager TBD Meeting issues, defects, and issues, timelines/milestones, testing phase Conference Call Manager, resolutions expectations, deliverables, etc. Testing Manager 19 July 28, 2008

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