The document outlines essential strategies for successfully navigating a system migration, emphasizing the importance of a comprehensive migration strategy and effective planning. Key areas of focus include preparing the organization for change, managing resources and risks, communication, training, and go-live planning. The document also highlights the need for continuous review and optimization after the migration is complete.

1. Presented By:
Joe Sainz, Practice Director, Professional Services
Successfully Navigating a
System Migration

2. You’ve made the decision to migrate to a new
system – now what?
• The critical time between when the decision is made and
when the migration actually happens may be the most
important time in the process
• Good strategic planning will avoid costly headaches down
the road
What you’ll learn today:
• Why a comprehensive migration strategy is a MUST for any
migration
• How to begin planning your implementation to successfully
achieve your goals while minimizing the risks

3. Agenda
• Preparing the Organization for Change
• Setting Implementation and Strategic Goals
• Opportunity to Change “How We Do Things”
• Resource Planning
• Project Charter and Governance
• Managing the Risk
• Communication and Marketing
• Key Project Components
• Workflow Redesign
• Training
• The Importance of Testing
• 3rd Party Interfaces and Reporting Requirements
• Go-Live / Cut-over Planning
• Post Go-Live Reviews

4. Preparing the Organization for Change
• Why Go Through It………
o End of Life
o Functional Deficits (Clinical)
o End User Satisfaction
o Improve the Patient Experience (Best Practice)
o Standardization (Corporate)
o Integrated Solution vs. Best of Breed
o Quality and Safety Improvements

5. • Let’s Change “How We Do Things”
o Re-engineering
o Clinical and Business Transformation
o Business Process Improvement
Preparing the Organization for Change

6. • Resource Planning
o Project Management
o Analyst (Solution Architects)
o Subject Matter Experts
o Physician Champions
o Trainers and Super-Users
o At the Elbow Support
o Technical Engineers
o Legacy Support
Preparing the Organization for Change

7. • Project Charter and Governance
o Project Overview
o Timeline & Milestones
o Project Requirements
o Technical and Scoping
o Risks
o Project Members
o Roles & Responsibilities
o Escalation Path
o Policies & Procedures
Preparing the Organization for Change

8. Managing the Risk

9. • Make it Fun! Create a Theme
• Communicate, Communicate, Communicate
• Intranet Site (Newsletters, Videos, Screensavers)
• Publish Key Dates & Milestones
• Clinical Readiness Demonstrations
• Executive Dashboard
Communication and Marketing

10. • Workflow Redesign
• Current State à Future State
• Interdisciplinary Approach
• Best Practice (Enhance Quality and Safety)
• Maximize Efficiencies
• Improve Care
Key Project Components

11. • Training
• Role Matrix
• Trainers or Super-Users
• Training Rooms
• Staff Scheduling Registration
• Simulated Training and Instructor Led
• Proficiency Testing
• Logistics
Key Project Components

12. • Testing
• Functional Application Unit Testing
• Functionality Performs as Expected
• Integrated Testing
• System Components Work Together
• Revenue Cycle Testing
• Parallel Testing (Closed Medical Record or Live)
• User Acceptance Testing
• Technical Dress Rehearsal
• System Performance and Stress Testing
• Response Time…
Key Project Components

13. • 3rd Party Interfaces
• Interface Inventory
• Real-Time HL7, Scripts, Batch, Analyzers, Medical Devices
• Other Vendor Extracts
• Integration Plan
• Scoping/Acquisition/Development/Testing
• Reporting Requirements
• Requirement Analysis (“Must Have”)
• Development Resources
• Other Ways to Get to the Information
• Electronic Forms
Key Project Components

14. • Command Center Structure
• Cut-Over Plan Review
• At the Elbow Support
• Super Users
• Logistics Planning
• Support Services
• Telecommunications
• Daily Updates
• Leadership Rounding
Go-Live and Cut-Over Planning

15. • Review Project After Implementation
• Review of Project Plan/Process
• Were Scope and Goals Met?
• What Did We Do Well and Improvement Opportunities
• Staffing, Training, Support, Cut-Over
• Open Issues
• Post Live Optimization
Post Go-Live Reviews

16. Successfully Navigate a System Migration
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For more information:
Please contact your Iatric Systems Account Manager
or send an email to info@iatric.com
or visit our blog http://new.iatric.com/blog-home
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here: http://bit.ly/1I0JySn