Project Charter                                                                                       for     Electronic H...
04 December 2012
Project Charter for <Project>                                                                                             ...
Project Charter for <Project>                                                             Page 11. Project Description    ...
Project Charter for <Project>                                                             Page 2   4) The Infrastructure o...
Project Charter for <Project>                                                             Page 3Dimension      Constraint ...
Project Charter for <Project>                                                                Page 4Phase 7 – EHR forms and...
Project Charter for <Project>                                                              Page 5Description: This phase t...
Project Charter for <Project>                                                                  Page 6    9) The availabili...
Project Charter for <Project>   Page 7
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Hw1 project charter electronic health record for university health care_sunil kumar gunasekaran_12042012

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Hw1 project charter electronic health record for university health care_sunil kumar gunasekaran_12042012

  1. 1. Project Charter for Electronic Health RecordSystem for University Student Health Care Version 1.2 approved Prepared by Sunil Kumar GunasekaranCopyright © 2007 by Karl E. Wiegers. Permission is granted to use and modify this template.
  2. 2. 04 December 2012
  3. 3. Project Charter for <Project> Page iii Revision HistoryName Date Changes Reason For Changes VersionSunil Kumar 12/05/2012 Out of scope and New phase was introduced 1.2 Milestones requiring extension of milestone Table of Contents Revision History................................................................................................................iii 1. Project Description..........................................................................................................1 2. Business Objectives and Success Criteria.......................................................................1 3. Stakeholders.....................................................................................................................1 4. Project Scope...................................................................................................................1 5. Out of Scope....................................................................................................................2 6. Assumptions and Dependencies......................................................................................2 7. Constraints.......................................................................................................................2 8. Milestones........................................................................................................................3 9. Resources.........................................................................................................................4 10. Costs .............................................................................................................................5 11. Risks .............................................................................................................................5 12. Benefits .........................................................................................................................5 Approvals............................................................................................................................6 7
  4. 4. Project Charter for <Project> Page 11. Project Description The University Student Health Care (hereafter USHC) is implementing Electronic Health Record System using Server obtained from PyraMED Vendor. This enhances the data transfer and universal and quick access of data and significantly reduces the operating costs and maintenance costs.2. Business Objectives and Success Criteria 1) Have installed a working version of the EHR (hereafter Electronic Health Record) in both the PyraMed Production and Test environments. 2) Complete each phase of the project outlined in attachment. 3) Interface with existing LIS. 4) Install and interface with a CR/PACS. 5) Create a sub-department of the Medical Records department that coordinates the scanning and indexing of paper documents into electronic health records stored in PyraMED. 6) Interface with University’s Pharmacy system. 7) The building and implementation of Forms in the PyraMED EHR for use by the Providers. 8) Training of Pilot Group and “Go Live” of Pilot Group for each phase. 9) Feedback sessions with Pilot Group of each phase. 10) Training of Clinic and “Go Live” of Clinic for each phase.3. Stakeholders 1) Students who are enrolled in the university. 2) University Executive Steering Committee. 3) Steering Committee elected by the student body. 4) Project Development and Quality Assurance Team. 5) Pilot Group created for each phase 6) Maintenance and employees of Student Health Center and Pharmacy. 7) The Director and financial team of university.4. Project Scope 1) The Student Health Center will be responsible to manage the information between Campus departments that are needed to accomplish this project. The University Student Health Center (USHC) will supply the other campus department a schedule and timeline. 2) Student Services Workstation and Technology will provide resources and manpower to implement workstation–side software and hardware components that are required by EHR module to function properly. 3) SSWT and USHC will work together to test and verify software and hardware builds and installs.
  5. 5. Project Charter for <Project> Page 2 4) The Infrastructure of Information Technology (IIT) will consult with USHC on a minimal number of phases during the project. IIT will work with USHC to help determine the storage growth of the EHR database and Document imaging. IIT will also be asked to house the Picture Archive Communication System (PACS) for power backup options and possibly data backup solutions. 5) Information Technology Security and Privacy and Internal Audit will verify the security and privacy of the HER module and other sub-systems included in the project. 6) Media Highway, vendor and supplier of the HER module, will fill the roles as provider of software and documentation, support center, installer and trainer. 7) Radiation Services of Indiana, vendor and supplier of the CR/PACS component of the system, will fill the roles as provider of software and documentation, support center, installer (server-side) and trainer.5. Out of Scope 1) The co-ordination of the respective deliverables of the respective department is done by the department themselves and USHC will not be responsible for micro managing the inner workings of the department for the respective deliverable. 2) The update of the EHR to the latest version will not be done in this project. 3) Enhanced Data backup services using PACS - II is being considered to increase the safety of EHR documents but is not part of the current process.6. Assumptions and Dependencies 1) Institute of Information Technology will continue to support the PyraMED databse on the Oracle servers, A ne wSLA to be drawn up for phase 3, Computerized Radiology and the Picture Archiving Communications System. 2) Media Highway, the vendor, will continue to support and help maintain PyraMED, along with the new EHR, within their abilities to access the system. Their level of focus will remain constant. 3) Student Services Workstation Technology will ontinue to provide workstation support to the point that the PyraMED client installed on Student Health Center workstations will run without issue that result in negligible loss of system effectiveness and functionality. 4) The Computer Services department of the Student Health Center will continue to support the PyraMED Health Information System as system administrators and work as liasons between the aforementioned departments to help during software upgrades, running maintenance, determining resolutions to issues, and other activities that ensure the continued availability of the system.7. Constraints
  6. 6. Project Charter for <Project> Page 3Dimension Constraint Driver Degree of FreedomFeatures Database backup; EHR, 70-80% of high priority Electronic Forms, Interface for electronic features must be included signs, Computerized Radiology in release 1.2 Document IndexingQuality 90-95% of user acceptance Amount of data to be Number of staff and tests must pass for release converted into EHR robustness of software 1.0, 95-98% for release used 1.1Cost Recurring cost for 3 times return in span of 5 budget overrun up to 15% electronic form and lack years and significant acceptable without of support from vendor reduction of operating executive review costSchedule release 1.2 to be available by 10/1, release 1.1 by 12/1Staff maximum team size is 6 30 Medical staff for EHR On request the medical developers + 4 testers for document loading. staff, radiology staff and EHR installation and Continued support from department staff numbers interface creation and Computer Science increased by 10 percent. background support and department staff – 10 maintenance8. MilestonesThe project milestones are divided into eight phases each phase requiring its own department,resources and deliverables.Phase 1 – PlanningDeliverables – Timeline, installation of EHRPhase 2 - EHR – Move to EHR CodingDeliverables – Old version converted into new version.Phase 3 – Computerized RadiologyDeliverables – Installation and configuration of PACS and CR Systems.Phase 4 – NotificationsDeliverables – Creation of intra – system messaging modulesPhase 5 – Document IndexingDeliverables – Complete Scan of all patient paper records along with x-ray and other multimediadocuments.Phase 6 – TranscriptionDeliverables – Installation of Dragon Speak software and complete recording and transcriptionof the records.
  7. 7. Project Charter for <Project> Page 4Phase 7 – EHR forms and electronic SOAP NotesDeliverables –Standardized documentation of EHR using the electronic formsPhase 8 – Electronic SignatureDeliverables – Creation of Interface to obtain electronic signature of patients to be loaded intoEHR.9. ResourcesThe respective resources committed by the USHC for various phases are given below.Phase 1 – PlanningDescription: The creation of the timeline, engagement of key players and installation of theHER Module.Resources: Medical Staff, Media Highway Training, Application of the EHR module to thePyraMED Core System, USHC Computer Services.Phase 2 – EHR – Move to EHR CodingDescription: The old coding screen is moved to the new EHR Coding screen. The process is thesame except the change in environment.Resources: Medical Staff, USHC Computer Services.Phase 3 – Computerized RadiologyDescription: Installation and configuration of the PACS and CR systems as well as the interfacewith the existing PyraMED Core systems.Resources: Radiation Services, IIT Server and support group, Radiology Staff, USHC ComputerServices, Media Highway Interfacing.Phase 4 – NotificationsDescription: This is an intra-system messaging module at patient level that allows sign off andother communications between staff.Resources: Medical Staff, Nursing, Lab and Radiology, USHC Computer Services.Phase 5 – Document IndexingDescription: This module allows multimedia images to be associated with patient records. Thisincludes the scanning of external documents and historical paper records as well as theimportation of anatomical graphics and digital photos.Resources: Medical Staff, USHC Computer Services.Phase 6 – TranscriptionDescription: Direct recording into the chart and transcription of this recording by means ofsoftware such as Dragon Speak.Resources: Medical Records Group, USHC Computer Services, Medical Staff, Nursing, MediaHighway.Phase 7 – EHR Forms and Electronic SOAP Notes
  8. 8. Project Charter for <Project> Page 5Description: This phase truly moves USHC into the electronic health record era. Havingcompleted the previous phases, we will be in a position to use the EHR module to the fullestcapacity. The electronic forms allow standardization of documentation on encounters.Resources: Medical Records Group, USHC Computer Services, Medical Staff, Nursing.Phase 8 – Electronic SignatureDescription: Media Highway is developing an interface so that electronic signature pads can beconnected to the PyraMED system. This will allow patients and staff to electronically attach theirsignature to encounters.Resources: Medical Records Group, USHC Computer Services, Medical Staff, Nursing. SSWTand Media Highway10. Costs 1) EHR coding – EHR Module provided free of cost; Training of staff: $7000 2) Purchase price of PACs Equipment -$170000. Secured a contract with the vendor for the annual license fee including support. 3) Costs from IIT to house the server – Unknown. IIT to define this by end of year. 4) Media Highway costs to setup interface -$5000. $1000 added to annual licensure fee. 5) IIT backup cost – approximately $3/GB of backed up data. 6) Document Indexing – non recurring - $794011. Risks 1) Currently, the Student Health Center uses a pneumatic tube system to convey paper medial charts throughout the building. This 40 year old system is in constant repair and All those are repairs done in-house as there is no longer any support from the original vendor. 2) The backup for the database is not that efficient and better upgrade system currently not chosen in this setup. Hence the probability of losing data is little high.12. Benefits 1) Immediate and universal access to the patient record through predetermined levels of security, thus ensuring HIPAA compliance. 2) Easier and quicker navigation through the patient record. 3) The elimination of misdirected physical paper charts. 4) The standardization of visit documentation among providers within the organization. 5) Clinical data formatted so to easily read and analyze. 6) The reduction of paperwork, documentation errors, and filing activities and the associated costs. 7) Greater efficiency in completed visit documentation. 8) The possibility to electronically transmit to other providers on request.
  9. 9. Project Charter for <Project> Page 6 9) The availability of clinical data for use in quality, risk, utilization, auditing and return on investment analyses. ApprovalsApproval Decision: Approved, development of detailed project plan is authorized Approved, project execution is authorized Approved, but project is on hold until future notice Revise charter and resubmit for approval Charter and project proposal are rejectedRole or Title Name and Signature DateExcecutive Sponsor Lee GordonProject Manager Steve BakerBusiness Analyst James Westman
  10. 10. Project Charter for <Project> Page 7

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