Project Charter - LouHIE


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Project Charter - LouHIE

  1. 1. Louisville, Kentucky LouHIE Health Record Bank Business Plan and Consumer Research Project Project Charter and Kickoff August 15, 2007
  2. 2. Contents <ul><li>Introduction </li></ul><ul><li>Goals and Objectives </li></ul><ul><li>Project Scope </li></ul><ul><li>Project Approach </li></ul><ul><li>Project Organization </li></ul><ul><li>Roles and Responsibilities </li></ul><ul><li>Project Milestone Schedule </li></ul><ul><li>Project Calendar </li></ul><ul><ul><li>Research Calendar </li></ul></ul><ul><li>Project Management </li></ul>
  3. 3. Introduction <ul><li>The Louisville Health Information Exchange, Inc. (LouHIE) community has a vision of improving healthcare quality and contain rising costs in the Greater Louisville area by providing consumers, their providers, and other authorized individuals and organizations anytime, anywhere access to complete healthcare information and decision-support. </li></ul><ul><li>LouHIE assumes it can achieve this vision by building a health record banking utility for the Louisville community. To validate this assumption, LouHIE wishes to develop a base of quality research about health record banking related wants and needs of Louisville’s health care consumers and the organizations they interact with or which serve them. </li></ul>
  4. 4. Goals and Objectives <ul><li>The goal is to establish a foundation for improving healthcare quality and contain rising costs in the Louisville Greater Metropolitan Area by providing consumers and providers any time, anywhere access to complete healthcare information and decision support. Positions the Greater Louisville Area to participate in the state-wide and national health network. </li></ul><ul><li>The objective of this project is to gather relevant information from stakeholders and other interested parties, consolidate and analyze this information in light of market conditions and opportunities, and develop a plan to implement technical, market, financial, and operational solutions within the market context. Successful execution of this objective will provide LouHIE with the following: </li></ul><ul><ul><li>A business plan , to position LouHIE to achieve its goal of piloting a health information exchange; </li></ul></ul><ul><ul><li>Consumer research study , to identify consumer attitudes and interest; and </li></ul></ul><ul><ul><li>Vendor request (s) for proposal ( RFP) templates , enabling LouHIE to objectively evaluate service providers. </li></ul></ul>
  5. 5. <ul><li>The scope includes these activities: </li></ul><ul><li>LouHIE Medical Trading Areas: </li></ul><ul><ul><li>Louisville Greater Metropolitan Area – 9 counties as defined by the Kentucky-Indiana Planning District Area. </li></ul></ul><ul><li>This project is a joint effort between LouHIE, University of Louisville, and Noblis. </li></ul><ul><li>Develop a business plan that incorporates the following research elements: </li></ul><ul><ul><li>Organizational web/paper research; </li></ul></ul><ul><ul><li>Consumer web/paper research; </li></ul></ul><ul><ul><li>Consumer telephone research; </li></ul></ul><ul><ul><li>Stakeholder focus group research; </li></ul></ul><ul><ul><li>Functional committee focus group research; </li></ul></ul><ul><ul><li>Consumer life-stage focus group research; and, </li></ul></ul><ul><ul><li>Consumer-care-channels groups. </li></ul></ul><ul><li>The eHI business plan template will serve as a basis for the LouHIE business plan. </li></ul><ul><li>Existing LouHIE health record bank research and business plan serves as the basis of the research effort. </li></ul><ul><li>The business plan drives the production of the RFP document. </li></ul><ul><li>Research instruments are mixed mode: telephone, paper, web, and focus groups: </li></ul><ul><ul><li>Research questions will be designed for each group </li></ul></ul>Project Scope
  6. 6. Project Scope <ul><li>Exclusions from scope: </li></ul><ul><li>Selection of service providers; </li></ul><ul><li>Implementation of a pilot system; </li></ul><ul><li>Implementation of a Health Record Banking System for LouHIE; </li></ul><ul><li>Greater than 48 focus group sessions: held in a one week duration; </li></ul><ul><li>Greater than thirty participants in attendance for each consumer focus group; and, </li></ul><ul><li>In-person functional committee sessions (sessions to be held via teleconference). </li></ul>
  7. 7. Project Approach July Aug. Sept. Oct. Nov. Dec. Phase 1 Phase 2 Phase 3 Phase 4 <ul><li>Phase 1: Project Start-Up </li></ul><ul><li>Prepare Project Charter </li></ul><ul><li>Prepare Work Plan </li></ul><ul><li>Project Kick Off </li></ul><ul><li>Develop Public Relations Plan </li></ul><ul><li>Phase 2: Research </li></ul><ul><li>Develop Research Plan </li></ul><ul><li>Develop Marketing / Comm. Plan </li></ul><ul><li>Greater Louisville eHealth Research: </li></ul><ul><ul><li>Organizational web/paper research </li></ul></ul><ul><ul><li>Consumer web/paper research </li></ul></ul><ul><ul><li>Consumer - Telephone Survey </li></ul></ul><ul><ul><li>Functional Group </li></ul></ul><ul><ul><li>Stakeholder Focus Group </li></ul></ul><ul><ul><li>Consumer Life-stage Focus Group </li></ul></ul><ul><ul><li>Consumer Care-channel Focus Group* </li></ul></ul><ul><li>Present Findings Summary </li></ul>Community Endorsement * Out of scope <ul><li>Phase 3: Business Plan </li></ul><ul><li>Finalize Business Plan </li></ul><ul><li>Present Business Plan </li></ul><ul><li>Phase 4: Prepare RFP Template </li></ul><ul><li>Finalize RFP </li></ul><ul><li>RFP Presentation </li></ul><ul><li>Community Endorsement </li></ul><ul><li>Community Summit </li></ul><ul><li>eHealthSummit Presentation </li></ul>
  8. 8. Project Organization * Includes IQS Research Virtual Groups LouHIE Executive Board Judah Thornewill - LouHIE Barbara Cox - Noblis Project Management Stakeholders LouHIE and Noblis * Project Team LouHIE, University of Louisville, Noblis Research Team Functional Committees
  9. 9. Roles and Responsibilities LouHIE Executive Board <ul><li>Act as key project advisory group to the LouHIE Project Manager and the project team, consisting of the executive committee and committee directors, supporting the project in communications throughout the organization; </li></ul><ul><li>Provide a channel to enlist potential participants to be included in focus groups; schedule the participants, follow up to ensure attendance; and communicate with the community as part of the Focus Group Marketing and preparation; </li></ul><ul><li>Provide meeting venues, refreshments, and invitations to focus group participants; </li></ul><ul><li>Review and resolve significant project “show stopper” issues; and, </li></ul><ul><li>Approve risk mitigation strategies for key risk factors associated with this project, and coordinate issue escalation and resolution that involves other constituents or organizations. </li></ul>
  10. 10. Roles and Responsibilities Project Management <ul><li>Approve final deliverables: project charter, business plan, and RFP template; </li></ul><ul><li>Schedule and lead weekly Project Team status meetings; </li></ul><ul><li>Coordinate internal status/summary reports for the LouHIE Board and other affected constituencies; present to the LouHIE Board; </li></ul><ul><li>Develop end-user communication mechanisms (marketing plan); </li></ul><ul><li>Coordinate and schedule various meetings; </li></ul><ul><li>Communicate to the local LouHIE community; </li></ul><ul><li>Provide access to the University of Louisville research team and knowledge repository; and provide access to local consultants/vendors qualified to provide local expertise if needed; </li></ul><ul><li>Communicate with the Web Master for changes to the web-site; and, </li></ul><ul><li>Adhere to the project schedule. </li></ul><ul><li>Provide support to the LouHIE Project Manager regarding project direction and methodology; </li></ul><ul><li>Provide support to leadership, activity planning, coordination and day-to-day direction as needed to complete the assigned project team tasks; </li></ul><ul><li>Produce the required deliverables and meet the relevant project milestones; </li></ul><ul><li>Help manage issue escalation and resolution; </li></ul><ul><li>Attend Project Management meetings; </li></ul><ul><li>Participate in project and ad-hoc committees to address specific topics/issues related to the team’s assignments; and, </li></ul><ul><li>Communicate with IQS Research. </li></ul>LouHIE Noblis
  11. 11. Roles and Responsibilities <ul><li>Conducting the work as outlined in the project work plan; </li></ul><ul><li>Meeting the established project schedule; and, </li></ul><ul><li>Preparing the draft and final deliverables: charter, business plan, RFP template. </li></ul><ul><li>Participate in focus groups for gathering information on current market issues and discussing potential future requirements. </li></ul><ul><li>Complete research surveys via telephone, web or paper. </li></ul>Project Team Research Team
  12. 12. Roles and Responsibilities <ul><li>To participate in discussion groups focused on obtaining information specific to the requirements intended for the RFP. </li></ul><ul><li>Participate in focus groups for gathering information on current market issues and discussing potential future requirements. </li></ul><ul><li>Complete research surveys via telephone, web or paper. </li></ul>Functional Committees Stakeholders
  13. 13. Project Milestone Schedule
  14. 14. Project Calendar
  15. 15. Project Calendar
  16. 16. Project Calendar
  17. 17. Project Calendar
  18. 18. Project Calendar
  19. 19. Project Calendar
  20. 20. Greater Louisville eHealth Research 2007 Calendar
  21. 21. Project Management Noblis Project Manager LouHIE Project Manager LouHIE Team Members Noblis Team Members <ul><li>Communications Protocol: All formal communications will flow between the Project Managers (PM) and is not intended to stifle or replace day-to-day communication and interactions between individuals. </li></ul><ul><li>Status Meetings: Weekly teleconferences, or as needed, with team members to discuss progress, resolve escalated issues, and discuss major concerns. </li></ul><ul><li>Status Reporting: Weekly status reports will be accessible from a LouHIE Research Workgroup Library folder. </li></ul><ul><li>Issues: Team members will raise issues to each respective PM. Issues that cannot be resolved by the PM will be escalated to the LouHIE Executive Board for resolution. An issues log will be accessible from a LouHIE Research Workgroup Library folder. </li></ul><ul><li>Project Milestone Schedule: Each PM will work together to ensure planned activities are completed as scheduled. </li></ul><ul><li>Deliverable Acceptance: The following deliverables will be formally approved: project charter, business plan, RFP template, and research white paper. </li></ul>
  22. 22. Client Contact Acting Executive Director Judah Thornewill Telephone: 502-417-1841 E­mail: Noblis Contact Barbara Cox Noblis, Inc. Telephone: 440-247-2718 E­mail: