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Strategic Planning and Strategic IT
Planning
Interactive Educational Modules
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Have you recently (in the past 2-3
years) created a Strategic Plan?
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if Yes
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if No
Strategic Planning and Strategic IT Planning: Module 1-Overview

Have you assembled a multi-
stakeholder Strategic Planning Team?
Strategic Planning and Strategic IT Planning: Module 2- Strategic Planning
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if Yes
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if No

Create a Multi-Stakeholder Strategic
Planning Team Including CIO
Guidelines for creating planning team:
• Include the chief executive and board chair on the planning team
• Establish clear guidelines for selecting other members of the planning
team
• Make sure the planning team is representative of the organization’s
residents/clients and surrounding community
• Make sure the planning team includes several key members
• Make sure to include the chief information officer to ensure thinking
strategically about technology and implications of strategic planning on
the IT infrastructure
For additional information please see sections 3 and 4.2 of the workbook.
Complete; Go to
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Is Vision-Based Strategic Planning the
most appropriate approach for you?
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if Yes
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if No

Agree on Strategic Planning Approach
6 major planning approaches:
• Vision or Goal-Based Planning: for organizations that have resources,
don’t have pressing immediate issues, and have been successful in this
kind of planning
• Issues-Based Planning: for organizations with a number of issues that
need immediate attention, and limited resources
• Alignment Model: for fine-tuning strategies to improve results
• Scenario Planning: this planning usually supports other approaches
• “Organic” (or Self-Organizing) Planning: for certain organizational
cultures
• Real-Time Planning: for organizations operating in rapidly changing
environments
For additional information please see section 4.3 of the workbook.
Complete; Go to
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Have you conducted an Environmental
Scan?
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Conduct Internal/ External Scan
including Technology Trends
External scan should describe:
• Political, economic, social and technological trends in the broader
community
• The organization's immediate service area and potential clients
• Opportunities and challenges/ weaknesses
• Competition and other organizations in the service area
Internal scan should describe:
• Current organizational performance and competencies
• Identify why the organization is successful (strengths)
• Review or formalize the organization’s values and operating principles
For additional information please see section 4.5.2 of the workbook.
Complete; Go to
Next Slide

Have you identified Key Issues and
Questions based on the Environmental
Scan?
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if Yes
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if No

Create a List of Issues, Needs and
Questions you’d tackle
Issues might include:
• The need for new programs to address a particular community need
• Expansion of the organization's target area
• A shared definition of the organization’s constituency
• The use of technology and the status of the IT infrastructure
• Whether the organization should consider affiliating, merging or partnering with
another group
Complete; Go to
Next Slide

Have you defined/ reviewed your
organizations’ Values, Community
Vision and Mission?
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if Yes
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if No

Define/ Review your organizations’
Values, Community Vision and
Mission
Agree on:
• Organizational core values or operating principles
• Community vision
• Mission
Complete; Go to
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Have you developed a Shared Vision
for the organization?
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Develop a Shared Vision for the
organization
Techniques planning teams can use to arrive at a shared vision:
• Small groups can use drawing and role-playing to identify a future vision
future the organization, report findings to larger group
• Individuals could complete a formal worksheet indicating where they see the
organization in 5 years
• Ask questions about specific organizational characteristics like budget, staff
composition or desired technologies/IT infrastructure. The group uses
responses to reach a consensus on a shared vision
Complete; Go to
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Have you developed Goal Statements
describing the Future?
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Develop Goal Statements
describing the Future State
Types of goals to develop:
• Program Goals
• Resource Goals
• Status Goals
• Relationship Goals
• Institutional Development Goals
• Governance Goals
Complete; Go to
Next Slide

Have you agreed on Key Strategies?
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if Yes
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Develop and agree on Key
Strategies, including Technology
Steps to developing strategies:
• Consider technology as an overarching strategy, and as enabler/ facilitator of
other strategies
• Adjust current strategies
• Develop alternative approaches
• Set criteria for choosing strategies (appropriateness, acceptance, feasibility,
cost-benefit, timing, etc.)
• Define implementation responsibilities
• Consider technology applications that are necessary to support chosen
strategies and their implications on the IT infrastructure
Complete; Go to
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Have you developed an Action Plan
with Annual Objectives?
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if Yes
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Develop an Action Plan with
Annual Objectives
The action plan should include:
• Program objectives. Be sure to make annual program objectives
specific, time-based and measurable
• Work plans for the board and the organization
Complete; Go to
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Have you finalized a written Strategic
Plan Document?
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if Yes
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if No

Finalize a written Strategic Plan
Document
The written strategic plan should summarize the results and decisions of
the strategic planning process. A sample format for strategic plan can be
found at the end of this document.
Complete; Go to
Next Slide

Did you build-in Procedures to
Monitor and Modify Strategies?
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if Yes
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if No

Build-in Procedures to Monitor
and Modify Strategies
Sample guidelines to follow:
• The organization’s leaders should define annual objectives at the start of each year
• Board and staff should look back to see its progress in meeting criteria for success
• The board should review progress and assure that strategies are changed as
appropriate
• Staff should generate ongoing data for the board’s review
• Staff should carry out periodic monitoring and make reports to the board
• The organization’s planning and evaluation unit should play an ongoing role in
monitoring the organization’s progress toward meeting its goals and objectives
• This unit should analyze the reasons for shortfalls in the organization’s
accomplishments
Complete; Go to
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Implement Action Plans, including
detailed Strategic IT Planning, and
Assess Progress on Goals and intended
Impacts, including Quality.
Complete; Go to
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High-Level Strategic Planning
Resources
Consider the following resources:
• The Long and Winding Road
• Strategic Planning Presentation for Provider Boards--CliftonLarsonAllen
• Ziegler-LeadingAge Annual LZ 150 Report
• Meet Your Next Client: Boomer Women
• Housing and Health Partnerships Toolkit
• CAST Strategic Scenario Planning
• CAST Vision Video
• Preparing for the Future: CAST Business Case Studies
• A Population Health Management Approach in the Home and Community-
based Settings—Philips Home Monitoring
• The Importance of Home and Community-based Settings in Population Health
Management—Philips Home Monitoring
• A Roadmap for Health IT in Long-Term and Post-Acute Care 2010-2012
Complete; Go to
Next Slide

Need external help with Strategic
Planning?
Consider the following LeadingAge Partners as resources for your strategic
planning needs. These partners have an aging services focus and expertise:
LeadingAge Gold Partners:
Ziegler
LeadingAge Silver Partners:
CliftonLarsonAllen
Greenbrier
Greystone Communities
LCS
BKD National Healthcare Group
Complete; Go to
Next Slide

Does your Strategic Plan include a
recent Technology/ IT Strategic Plan?
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if Yes
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if No
Strategic Planning and Strategic IT Planning: Module 1- Overview

Review Strategic Goals and Identify
Potential Technology Applications
Strategic Planning and Strategic IT Planning: Module 3- Strategic IT Planning
Complete the following items:
• Review your organization’s strategic plan for 3-5 years
• Identify potential technology applications needed to facilitate each strategic
goal
• Envision desired IT infrastructure status needed
• Contemplate interoperability and information exchange needs
Complete; Go to
Next Slide
For additional information please see sections 5.1 of the workbook.

Have You conducted a recent
Technology Assessment?
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if Yes
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if No

Conduct Technology Assessment
• Gather inventory of existing IT infrastructure
• Gather inventory of existing information systems (applications)
• Assess existing IT competencies for both IT and non-IT staff
Complete; Go to
Next Slide
For additional information please see sections 5.1 and 5.2 of the workbook.

Have you reviewed Application Usage
and detailed needs?
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if Yes
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if No

Review Information System (Application) Usage
and detailed needs
• Assess application needs and detailed requirements of all business units,
including new units/operations
• Assess internal and external interoperability needs
• Assess management reporting needs
• Assess data security requirements
• Assess implications of all must-have applications on the IT infrastructure
Complete; Go to
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Have you conducted a Gap Analysis
and drafted an initial list of IT
initiatives?
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if Yes
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Conduct Gap Analysis and draft an
initial list of IT initiatives for the next 3-
5 years
Complete; Go to
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For additional information please see section 5.4.
Based on the current state and desired state assessments:
• Conduct gap analysis for:
• Applications
• IT infrastructure
• Training and support needs
• Draft a list of initial IT initiatives needed to get you to the desired state
over the next 3-5 years including:
• Infrastructure update
• Application implementation
• End-user device rotation plan

Have you performed initial Budgeting
and Resource Planning for the specific
projects/ initiatives?
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if Yes
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if No

Perform Initial Budgeting & Resource
Planning for Specific Projects/
Initiatives
Complete; Go to
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Keep the following considerations in mind:
• Prioritize your projects and phase them out accordingly
• Make sure your infrastructure can support all your must have applications
• Keep future and growth needs in mind
• Always start with the IT infrastructure

Develop Priority and Phasing for each
identified IT Initiative
Complete; Go to
Next Slide
Keep the following considerations in mind:
• Impacts of the initiatives
• Weigh the impacts against cost/ budget
• Consider urgency of initiatives
• Consider infrastructure foundations needed for high priority applications

Determine Resource Impact for each
identified IT Initiative
Complete; Go to
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These may include:
• Additional resources for project management
• Additional staffing hours to fill in during training
• External consulting costs

Need outside assistance in Strategic IT
Planning?
If you need outside expertise, consider the following LeadingAge CAST Supporters and Associates as
resources for your strategic planning needs. These partners have an aging services focus and expertise:
• CAST Supporters:
– ProviNET Solutions
– HP Healthcare
• CAST Patrons:
– Asbury Services
– Bethesda Health Group
• CAST Business Associates:
– The Asbury Group
– DaVinci Digital
– Prelude Services
– HealthSignals
– CDW Healthcare
– PC Connection
Complete; Go to
Next Slide

Have you recently (in the past 2-3
years) updated your IT Infrastructure
to support all the technology
applications that enable your strategic
goals?
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if Yes
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if No

Have you considered whether you
want to host applications Locally or in
the Cloud?
Strategic Planning and Strategic IT Planning: Module 4- IT Infrastructure Update
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if Yes
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if No

Consider Cloud Computing Approach
Things to consider when deciding between “Cloud” vs. local server:
• Cost differences: Cloud computing has lower upfront, update/ upgrade and
storage costs. Costs continue to decline.
• Performance: Comparable, with a slight advantage for Cloud
• Reliability: Cloud has a clear advantage, requires reliable/ redundant Internet
connectivity
• Security: Virtual Private Servers (VPS) have strong security
• Manageability: Managed VPS offer flexibility and reduced management burdens
Vet your cloud vendor and choose ones that:
– Have health care clients
– HIPAA and HITECH compliant
– Willing to sign Business Associate Agreement
Complete; Go to
Next Slide

Have you designed your Network to
support all your current and future
needs?
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if Yes
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if No

Design your Network
Important network properties include:
• Network topology to ensure
– Redundancy (choose mesh topology), make sure you have redundant Internet
connectivity at the Core Layer
– Scalability
– Maintainability
– Manageability
• Consider wireless, where possible, or hybrid wired-wireless environments and
consider network security measures
• Consider mediums based on: bandwidth needed by all applications and all users
• Check recommended minimum bandwidth speeds for settings and applications
• Keep future growth in demand for connectivity and bandwidth in mind
Complete; Go to
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Have you considered various
Applications?
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Consider different Applications you need your
Infrastructure to support
Senior Living Provider applications:
• Administrative and business back-office operations (e.g., HR, Financial)
• Clinical and care services documentation (e.g., EHR, Point of Care)
• Safety and security (e.g., Nurse Call, Sentry, Wander Management)
• Health and wellness (e.g., Telemedicine, Telehealth, Telecare)
• Resident connectivity (e.g., Internet service)
• Entertainment and social connectedness (e.g., Skype, Gaming, Brain Fitness)
• Campus/facilities management (e.g., Energy Management)
Remember:
• Final network design, mediums and connectivity depend on bandwidth needed
by all applications and all users
• Keep future demand for connectivity and bandwidth in mind
Complete; Go to
Next Slide

Have you considered Business
Continuity, Data Backup and Recovery
Plans?
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if Yes
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if No

Consider Business Continuity, Data Backup and
Recovery Plans
Consider the following:
• Business continuity plan
– Identifying possible points of failure
– Accessing emergency power
– Having backup Internet service provider
– Service level agreements with applications and hosting vendors
• Create a data backup plan
– Select what data to back up, where, how and security of backup
– Select backup frequency and implement procedures
– Schedule and conduct backup
– Periodically validate backups
• Have a disaster recovery plan with priorities and recovery point and time
objectives, as well as required resources, and test your plan
Complete; Go to
Next Slide

Have you considered options to
Support IT Infrastructure and
Applications In-House vs. Outsource?
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if Yes
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if No

Consider options to Support IT Infrastructure and
Applications In-House vs. Outsource
Guidelines to follow:
• Review the Pros and Cons of In-House vs. Outsourcing IT Support
• Outsourcing has some advantages, but the choice will ultimately depend on:
– Organization
– Infrastructure/ Environment
– Size of the IT Department
– Internal Competencies
– Applications Supported… etc.
• If you choose to outsource, it’s recommended to outsource to a local IT service
provider that has significant understanding, expertise and clients in health care
and aging services
Complete; Go to
Next Slide

Have you considered Interconnectivity,
Interoperability, and Information
Exchange needs?
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if Yes
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if No

Consider Interconnectivity, Interoperability, and
Information Exchange needs
Providers are encouraged to:
• Choose and work with EHRs that implement interoperability standards
• Seek opportunities to participate in state and regional Health Information Exchange
(HIE) entities
• Consider utilizing third-party solution providers, like eHealth Data
Solution’s CareWatchConnect, to receive and send continuity of care documents
(CCD) or consolidated clinical document architecture (CCDA)
• Consider exchanging health information through the Direct project, administered by
the Office of the National Coordinator for Health Information Technology
• Consider using the KeyHIE Transform Tool to send functional assessment data (MDS,
and OASIS) to other providers, even when you don’t have an HER
• You may need to work with integration engines
• HIE involves working on communications to reach agreement about critical data
elements to exchange, workflows, protocols and expectations regarding follow up.
Complete; Go to
Next Slide

Implement Technology Applications
Complete; Go to
Next Slide

Need outside Expertise with IT Infrastructure?
If you need outside expertise, consider reaching out to the following LeadingAge CAST
Supporters, Patrons and Associates as resources for your IT Infrastructure needs:
• ProviNet Solutions
• HP Healthcare
• DaVinci Digital
• HealthSignals
• The Asbury Group
• CDW Healthcare
• Prelude Services
• PC Connection
Complete; Go to
Next Slide

Have you started implementing
Technology Applications that enable
your strategic goals?
Click Here
if Yes
Go to Next Slide
if No

Select the priority Technology
Application according to your Strategic
Plan/ Strategic IT Plan.
Strategic Planning and Strategic IT Planning: Module 5- Technology Application Planning

Have you created a Multi-Stakeholder
Project Team?
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if Yes
Go to Next Slide
if No

Create a Multi-Stakeholder Project Team
• Incorporate the organization’s day-to-day and leadership staff
• Include IT staff
• Include end-users in the project team
Complete; Go to
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Have you established SMART Project
Goals?
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if Yes
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if No

Set SMART Goals
Project’s goals may include clinical, financial, satisfaction. All goals must be SMART:
• Specific: Goals should identify who, what, where, when and why
• Measurable: Goals should answer the questions “how much?” and “how many
• Attainable and Agreed upon: The “A” in S.M.A.R.T. can refer to the need to
develop attitudes and abilities to reach goals
• Realistic, Relevant, Reasonable, Rewarding and Result-oriented: Goals must
reflect the availability of resources, knowledge and time so they can be achieved
• Timely, Tangible and Trackable: Devote time necessary to acquire and learn to use
health IT to achieve goals
Complete; Go to
Next Slide

Have you reviewed your Workflow and
Redesigned Processes to take
advantage of the Technology
Application?
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if Yes
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if No

Review Workflow and Redesign Processes to
maximize benefits of Technology
• Review workflow and process improvement
• Map current data entry forms, workflows and processes and identify processes
impacted by new IT application
• Identify problems in current workflow and processes and look for:
– Double/ multiple entry of the same data
– Bottlenecks
– Sources of delay
– Long cycle time
– Lack of quality control
Complete; Go to
Next Slide

Have you identified Must-Have and
Desired Functionalities and Features?
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Identify Desired Functionalities and Features
• Identify the desired functionality and features and categorize those as either
“must-have” or “nice-to-have”
• Listing and prioritizing these desired functionalities and features makes your
purchasing-decision process and vendor evaluation much more focused and
efficient
Complete; Go to
Next Slide

Have you Compared Products/ created
a Short List and Evaluated/ Selected a
Vendor(s)?
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if Yes
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if No

Create a Short List of Products/ Select a product
based on Desired Functionalities
• Using the prioritized list of needs and requirements, review and compare multiple product
offerings
• LeadingAge CAST has developed online selection tools to help organizations create a shortlist
of vendors base on the most important features and functionalities
• Current online tools include the following product categories:
– Electronic Health Records
– Telehealth and Remote Patient Monitoring Technologies
– Medication Management Technologies
• LeadingAge CAST developed product matrices that highlight over 250 functions and features
within each product category, current product categories include:
– Electronic Health Records
– Telehealth and Remote Patient Monitoring Technologies
– Medication Management Technologies
For additional information please see sections 7.4 and 7.5.
Complete; Go to
Next Slide

Conduct Demo, RFP and Final Selection
• Demo:
– Create a demo scenarios based on desired functionalities
– Invite short-listed vendors to conduct a demo
– Include frontline staff
– Score solutions objectively
• RFP:
– Create an RFP document
– Invite top contending vendors to submit an RFP
– Score responses objectively
• Select finalist (based on scores and references) and negotiate contracts
For additional information please see sections 7.5 and 7.6 of the workbook.
Complete; Go to
Next Slide

Have you considered/ created an
Implementation Plan (including Infrastructure
tweaks), System Integration, Data Migration and
Change Management Plans?
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if Yes
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if No

Create an Implementation, System Integration, Data
Migration and Change Management Plan
• Implementation Plan
– Implementation team
– Project plan, including a communication plan
• System build
• Staff training
• System testing
• Downtime plan
• System audit
• Post-Implementation Phase
– Knowledge transfer from implementation team
– User group
– Ongoing refresher training
• Consider System Integration, Interoperability, Data Migration and Change
Management
Complete; Go to
Next Slide

Have you considered all the Training
and Support needs?
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if Yes
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if No

Consider Training and Support
Things to consider:
• Training
– Employ several different types of training
– Training should be ongoing endeavor
– Make good use of peer training
• Support
– Additional technology support staff may be needed
– Consider identifying non-IT staff members to serve as in-house ambassadors
Complete; Go to
Next Slide

Implement Technology using your
Implementation Plan
Complete; Go to
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Assess Progress on Goals and intended Impacts,
including Quality
Complete; Go to
Next Slide

Do you need to update your Strategic
Plan, Technology/ IT Strategic Plan,
Infrastructure or Specific Technology
Applications?
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if Yes
Go to Next Slide
if No

Consider the Next Technology
Application

Revisit your Strategic Plan and your
Technology/ IT Strategic Plan, IT
Infrastructure or Plans for Specific
Technology Applications Periodically

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