Executive Sponsor –Brad McGrath, Chief Deputy … · Web viewDepartment of Health Facilities Management Division Avatar Upgrade and Enhancements Project Charter For Certification

DDEPAREPARTTMENTMENT OFOF H HEALTHEALTH

FFACILITIESACILITIES M MANAGEMENTANAGEMENT D DIVISIONIVISION

AAVATARVATAR U UPGRADEPGRADE ANDAND E ENHANCEMENTSNHANCEMENTS

PPROJECTROJECT C CHARTERHARTER F FOROR C CERTIFICATIONERTIFICATION

EXECUTIVE SPONSOR –BRAD MCGRATH, CHIEF DEPUTY SECRETARY

BUSINESS OWNER – TROY JONES, PSY. D., EXECUTIVE DIRECTOR/HOSPITAL ADMINISTRATOR

PROJECT MANAGER – MICHAEL SNOUFFER,

ORIGINAL PLAN DATE: DECEMBER 18, 2013

REVISION DATE: N/A

REVISION: 1.0

ABOUT THIS PROJECT CHARTER DOCUMENTABOUT THIS PROJECT CHARTER DOCUMENT

PPERMISSIONERMISSION TOTO PLANPLAN THETHE PROJECPROJEC TT ANDAND SETTINGSETTING THETHE GOVERNANCEGOVERNANCE STRUCTURESTRUCTURE

The Project Charter provides the project manager and project team with permission to proceed with the work of the project, within the scope delineated in this document. The Project Charter should be the outcome of a number of documents that went into the pre-planning for the project, and in many cases the agency IT Plan, Business Case for appropriations, Federal funding requests and the like.

Project sponsors sign the Project Charter signifying that they have agreed to the governance structure for guiding the direction for the further planning of the project, discovery and defining the requirements, acquiring necessary resources, and within that context the statement of work for any related contracts including a contract for the Independent Validation and Verification.

The Project Charter is also the foundation for the creation of the project management plan, and much of the thinking and writing for this charter will be immediately usable for that project management plan.

PPROJECTROJECT CERTIFICATIONCERTIFICATION I INITIALNITIAL PHASEPHASE DOCUMENTATIONDOCUMENTATION

The Project Charter is also used within the State of New Mexico IT Project Certification process as evidence of the project’s worthiness for the Initial Phase certification. The Initial Phase certification is especially critical to many state and agency projects because of its related release of the initial funds required for the project.

Initiation Phase funding is requested by an agency for use in developing project phases, developing Independent Verification and Validation (“IV&V”) plan and contract; address project review issues and/or to develop an overall project management plan. Note: Waiver of the IV&V requirement requires specific written approval by the Secretary of the DoIT. DoIT “Project Certification” Memorandum July 2, 2007

The Project Charter and the Request for Certification Form are meant to provide a comprehensive picture of the project’s intention and initial planning, that includes the project’s place in the context of the State of New Mexico’s IT Strategic Plan, Enterprise Architecture, and DoIT project oversight process. See “IT Project Oversight Process” Memorandum July 5th 2007 on the OCIO-DoIT web site.

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TABLE OF CONTENTSTABLE OF CONTENTSABOUT THIS PROJECT CHARTER DOCUMENT........................................................................................................ I

TABLE OF CONTENTS........................................................................................................................................... II

1. PROJECT BACKGROUND.................................................................................................................................. 1

1.1 EXECUTIVE SUMMARY -RATIONALE FOR THE PROJECT....................................................................................................11.2 SUMMARY OF THE FOUNDATION PLANNING AND DOCUMENTATION FOR THE PROJECT.........................................................11.3 PROJECT CERTIFICATION REQUIREMENTS....................................................................................................................1

2.0 JUSTIFICATION, OBJECTIVES AND IMPACTS....................................................................................................1

2.1 AGENCY JUSTIFICATION...........................................................................................................................................12.2 BUSINESS OBJECTIVES.............................................................................................................................................22.3 TECHNICAL OBJECTIVES...........................................................................................................................................22.4 IMPACT ON ORGANIZATION......................................................................................................................................22.5 TRANSITION TO OPERATIONS....................................................................................................................................2

3.0 PROJECT/PRODUCT SCOPE OF WORK............................................................................................................ 3

3.1 DELIVERABLES.......................................................................................................................................................33.1.1 Project Deliverables...................................................................................................................................33.1.2 Product Deliverables..................................................................................................................................5

3.2 SUCCESS AND QUALITY METRICS..........................................................................................................................6

4.0 SCHEDULE ESTIMATE..................................................................................................................................... 6

5.0 BUDGET ESTIMATE........................................................................................................................................ 6

5.1 FUNDING SOURCE(S)..............................................................................................................................................65.2. BUDGET BY MAJOR DELIVERABLE OR TYPE OF EXPENSE -..............................................................................................75.3 BUDGET BY PROJECT PHASE OR CERTIFICATION PHASE..................................................................................................7

6.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE.............................................................................7

6.1 STAKEHOLDERS.................................................................................................................................................76.2 PROJECT GOVERNANCE PLAN...........................................................................................................................76.3 PROJECT MANAGER...........................................................................................................................................7

6.3.1 PROJECT MANAGER CONTACT INFORMATION..........................................................................................76.3.2 PROJECT MANAGER BACKGROUND ..........................................................................................................7

6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES..................................................................................................76.5 PROJECT MANAGEMENT METHODOLOGY ...................................................................................................................8

7.0 CONSTRAINTS............................................................................................................................................... 8

8.0 DEPENDENCIES.............................................................................................................................................. 8

9.0 ASSUMPTIONS.............................................................................................................................................. 9

10.0 SIGNIFICANT RISKS AND MITIGATION STRATEGY.........................................................................................9

11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING..................................................................................9

12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V................................................................................9

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13.0 PROJECT CHARTER AGENCY APPROVAL SIGNATURES.................................................................................11

14.0 PROJECT CHARTER CERTIFICATION APPROVAL SIGNATURE........................................................................11

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Revision History

RREVISIONEVISION N NUMBERUMBER DDATEATE CCOMMENTOMMENT

1.0 August 14, 2007 Original DoIT PMO Document

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PROJECT CHARTER [PROJECT NAME] 1

1. PROJECT BACKGROUND1. PROJECT BACKGROUND

The project background section is meant to provide the reviewer with a picture of the development of the project from inception to its being submitted for certification.

1.11.1 EEXECUTIVEXECUTIVE S SUMMARYUMMARY - -RATIONALERATIONALE FORFOR THETHE PROJECTPROJECT

The Department of Health (DOH) Office of Facilities Management (OFM) is initiating this project to upgrade and enhance the existing Netsmart Avatar billing and medical record system used in the six DOH medical facilities and the Los Lunas Community Program (LLCP). These facilities provide long-term, rehabilitative, behavioral health and drug treatment programs and include Fort Bayard Medical Center, the New Mexico Behavioral Health Institute (NMBHI), the New Mexico Rehabilitation Center (NMRC), the New Mexico State Veterans’ Home (NMSVH), Sequoyah Adolescent Treatment Center (SATC), and Turquoise Lodge.

Fort Bayard Medical Center is licensed and certified as a 250-bed long term care nursing facility. It provides nursing and medical care; social services; recreational activities; physical, occupational and speech therapy. Yucca Lodge, as in-patient and out-patient chemical dependency treatment center, is also located on the Fort Bayard campus. The New Mexico Behavioral Health Institute (NMBHI) operates the state psychiatric hospital and offers many other behavioral health services. NMBHI operates community mental health services in three counties, a treatment program for male sex offenders and two long-term care facilities with a total of 167 beds. NMBHI also offers residential treatment for boys ages 13-18 with a history of sexual offenses and co-occurring mental health issues. The New Mexico State Veterans’ Home (NMSVH) offers three levels of care to honorably discharged veterans of the United States armed forces. NMSVH offers skilled nursing care, routine nursing care and adult residential care including independent living assistance. Sequoyah, a secure treatment facility, is a 36-bed residential treatment center for adolescents who have a history of violence, have a mental disorder and are amenable to treatment. Turquoise Lodge Hospital is a 60-bed chemical dependency treatment hospital that provides inpatient medical detoxification and rehabilitation to adolescent and adult residents of New Mexico. The Los Lunas Community Program (LLCP) provides supported living, supported employment and community membership and volunteerism opportunities to persons with developmental disabilities and significant medical and/or behavioral challenges. LLCP also operates a specialized wheelchair evaluation and custom seating clinic and a dental clinic that specializes in serving people with developmental disabilities.

The Avatar upgrade to myAvatar will allow OFM to comply with the United States Department of Health and Human Services (HHS) mandate that all entities covered the Health Insurance Portability and Accountability Act (HIPAA) implement the International Statistical

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Classifications of Diseases and Related Health Problems code set 10 (ICD-10) for medical coding by October 1, 2014.

Enhancements to the current system will include: The implementation of a Laboratory Information Management System (LIMS) for use at

NMBHI. Order Entry, the ability for medical staff to electronically order labs and/or

pharmaceuticals within the hospital, for use at all facilities. Order Connect, an electronic prescribing and medication management system, for

outpatient use at NMBHI. Incident Tracking, a tracking application for documenting, reporting and investigation

occurrences that adversely affect the safety or well-being of patients, visitors or operations, for use in all facilities.

Web Services, industry standard, web based technology to interoperate more efficiently with other existing and disparate applications, for use in all facilities

The Avatar system was initially implemented at NMBHI in 2001 and was rolled out to all remaining facilities and LLCP over the following three years. The original project was known as the Facility System Enhancement Project (FSEP). Since inception, Avatar has been successfully upgraded several times including the last major upgrade in 2011. In 2011, Avatar was upgraded several releases to the current level in preparation for myAvatar and the ICD-10 upgrade. At the same time the hardware and operating system were upgraded to the latest available in 2011. Also included in the 2011 upgrade was a conversion from Solaris UNIX platform to the Windows platform.

1.21.2 SSUMMARYUMMARY OFOF THETHE FOUNDATIONFOUNDATION PLANNINGPLANNING ANDAND DOCUMENTATIONDOCUMENTATION FORFOR THETHE PROJECTPROJECT

On January 16, 2009, the Department of Health and Human Services (HHS) published the final regulation (45 CFR 162.1002) that adopted the ICD-10-CM and ICD-10 PCS code sets as HIPAA standards. This rule required the user of the ICD-10 code sets in all HIPAA transactions. The original compliance date published in the final rule was October 1, 2013. On August 24, 2012, HHS announced a one year delay of ICD-10 implementation. As HIPAA covered entities, all states must comply with the use of ICD-10 code sets by October 1, 2014.

OFM program management, DOH IT and the Avatar, maintenance and support vendor, Netsmart, have outlined a scope of work for this required upgrade based on several successful past upgrades including a major upgrade and platform migration from Solaris UNIX to Microsoft Windows in 2011. The process and deliverables will be similar to previous upgrades. In addition to implementing the ICD-10 code set, the myAvatar upgrade will also allow for enhancements listed above.

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1.3 P1.3 PROJECTROJECT C CERTIFICATIONERTIFICATION R REQUIREMENTSEQUIREMENTS

Does the project fit into the criteria for certification? Which and how?

CRITERIA YES/NO EXPLANATION

Project is mission critical to the agency Yes The upgrade is required for the implementation of the ICD-10 billing code set. ICD-10 must be implemented by Oct. 1, 2014.

Project cost is equal to or in excess of $100,000.00

Yes The actual cost of the project is not yet known. The current estimate including project management and IV&V is approximately $530,000.

Project impacts customer on-line access No

Project is one deemed appropriate by the Secretary of the DoIT

No

Will an IT Architecture Review be required? No This is an upgrade and enhancements to an existing system. The architecture will not be changing. A memo will be submitted the TARC committee chair to request and exception.

2.0 JUSTIFICATION, OBJECTIVES AND IMPACTS2.0 JUSTIFICATION, OBJECTIVES AND IMPACTS

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The justification and objectives section relates the project to the purpose of the lead agency and describes the high level business and technical objectives for the project. The section also includes a high level review of the impact to the organization, and of the concerns for transition to operations.

2.1 A2.1 AGENCYGENCY J JUSTIFICATIONUSTIFICATION

IDENTIFY AGENCY MISSION, PERFORMANCE MEASURE OR STRATEGIC GOALS TO BE ADDRESSED THROUGH THIS PROJECT

NUMBERNUMBER DESCRIPTIONDESCRIPTION

DEPARTMENT OF HEALTH FISCAL YEAR 14 STRATEGIC PLAN

Goal 1: Improve Health Outcomes for the people of New Mexico

Goal 2: Improve Health Care Quality

Goal 5: Ensure that Technology Supports Timely, Data-Drive Decisions; Public Information; and, Improves Business Operations

2.2 B2.2 BUSINESSUSINESS O OBJECTIVESBJECTIVES

USE THE FOLLOWING TABLE TO LIST MEASURABLE BUSINESS OBJECTIVES


BUSINESS OBJECTIVE 1

Upgrade Avatar to myAvatar to meet federal required ICD-10 code sets for HIPAA covered entities.


Implement enhancements to myAvatar: Laboratory Information Management System Order Entry Order Connect Incident Tracking Web Services


Train all staff on the use of both the new version of myAvatar, enhancements and ICD-10 coding.

2.3 T2.3 TECHNICALECHNICAL O OBJECTIVESBJECTIVES

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TECHNICAL OBJECTIVE 1

Complete Requirements and Configuration documentation and Time Line for myAvatar upgrade.


Implement myAvatar upgrade in test environment.


Develop test plan and scripts for myAvatar upgrade. Execute test scripts in test environment. Track and fix defects.


Implement myAvatar upgrade in production.


Implement myAvatar enhancements in test environment.


Develop test plan and scripts for enhancements. Execute test scripts in test environment. Track and fix defects.


Implement myAvatar enhancements in production environment.

2.4 I2.4 IMPACTMPACT ONON O ORGANIZATIONRGANIZATION

The impacts on the organization are areas that need to be addressed by the project through its planning process. They may not be internal project risks, but they can impact the success of the project’s implementation.

AREAAREA DESCRIPTIONDESCRIPTION

END USER All end users will be required to attend additional training on the new functionality and ICD-10 coding.

BUSINESS PROCESSES

After the upgrade, the Office of Facilities Management (OFM) will be able to bill insurance companies using the required ICD-10 code set.

IT OPERATIONS AND STAFFING

Minimal impact. The Information Technology Services Division (ITSD) helpdesk will continue to be the first line of support. Avatar application developers will continue to be the second level of support for the application. Netsmart, the Avatar vendor, will continue to

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supply third level support, bug fixes and software patches.

OTHER

2.5 T2.5 TRANSITIONRANSITION TOTO O OPERATIONSPERATIONS

The transition to operations areas include items that are asked in the certification form to assure that the project has accounted or will account for these matters in its planning and requirements specifications.


PRELIMINARY OPERATIONS LOCATION AND STAFFING PLANS

The upgrade project will have no impact on the existing operation location and staffing plans already in place for Avatar.

DATA SECURITY, BUSINESS CONTINUITY

The upgrade project will have no impact on the existing data security and business continuity plans already in place for Avatar.

MAINTENANCE STRATEGY

The upgrade project will have no impact on the existing maintenance plan already in place for Avatar.

INTEROPERABILITY The upgrade project will have no impact on the interoperability of the Avatar application.

RECORD RETENTION The upgrade project will have no impact on the existing record retention plan already in place for Avatar.

CONSOLIDATION STRATEGY

The upgrade project will have no impact on the existing consolidation strategies already in place for Avatar.

3.0 PROJECT/PRODUCT SCOPE OF WORK3.0 PROJECT/PRODUCT SCOPE OF WORK

In its efforts to move from the high level business objectives to the desired end product/service the project team will need to deliver specific documents or work products. The State of New Mexico Project Management Methodology distinguishes between the project and the product.

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Project Deliverables relate to how we conduct the business of the project. Product Deliverables relate to how we define what the end result or product will be, and trace our stakeholder requirements through to product acceptance, and trace our end product features and attributes back to our initial requirements

3.1 D3.1 DELIVERABLESELIVERABLES

3.1.1 3.1.1 PPROJECTROJECT D DELIVERABLESELIVERABLES

This initial list of project deliverables are those called for by the IT Certification Process and Project Oversight memorandum, but does not exhaust the project deliverable documents

Project Charter The Project Charter for Certification sets the overall scope for the project, the governance structure, and when signed is considered permission to proceed with the project. The Project Charter for Certification is used to provide the Project Certification Committee with adequate knowledge of the project and its planning to certify the initiation phase of the project.

Certification Form The Request for Certification and Release of Funds form is submitted when a project goes for any of the certification phases. It deals with the financial aspects of the project, as well as other topics that indicate the level of planning that has gone into the project. Many of the questions have been incorporated into the preparation of the project charter.

Project Management Plan “Project management plan” is a formal document approved by the executive sponsor and the Department and developed in the plan phase used to manage project execution, control, and project close. The primary uses of the project plan are to document planning assumptions and decisions, facilitate communication among stakeholders, and documents approved scope, cost and schedule baselines. A project plan includes at least other plans for issue escalation, change control, communications, deliverable review and acceptance, staff acquisition, and risk management.

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IV&V Contract & Reports “Independent verification and validation (IV&V)” means the process of evaluating a project to determine compliance with specified requirements and the process of determining whether the products of a given development phase fulfill the requirements established during the previous stage, both of which are performed by an organization independent of the lead agency. Independent verification and validation assessment reporting. The Department requires all projects subject to oversight to engage an independent verification and validation contractor unless waived by the Department.

IT Service Contracts The Department of Information Technology and the State Purchasing Division of General Services have established a template for all IT related contracts.

Risk Assessment and management

The DoIT Initial PROJECT RISK ASSESSMENT template which is meant to fulfill the following requirement:

“Prepare a written risk assessment report at the inception of a project and at end of each product development lifecycle phase or more frequently for large high-risk projects. Each risk assessment shall be included as a project activity in project schedule.” Project Oversight Process memorandum.

Project Schedule A tool used to indicate the planned dates, dependencies, and assigned resources for performing activities and for meeting milestones. The defacto standard is Microsoft Project.

Monthly Project Status Reports to DoIT

Project status reports. For all projects that require Department oversight, the lead agency project manager shall submit an agency approved project status report on a monthly basis to the Department.

Project Closeout Report This is the Template used to request that the project be officially closed. Note that project closure is the last phase of the certification process.

3.1.2 P3.1.2 PRODUCTRODUCT D DELIVERABLESELIVERABLES

The product deliverable documents listed here are only used for illustration purposes

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Requirements Documents The requirements documents will be completed during the implementation phase. This will include the configuration changes that will be included in this project.

Design Documents The design documents will be completed during the implementation phase. This will include the configuration changes that will be included in this project.

Systems Specifications The system being upgraded is a local. System specifications may impact software needed on the desktop, specifically the Java version, for connectivity with upgraded application. This will be determined during the planning phase.

Systems Architecture This upgrade will not include any changes to the system architecture. This will be confirmed during the planning phase. If any changes are required, this will be documented.

System and Acceptance Testing

The implementation vendor and facilities’ staff will be involved in the testing of the upgraded applications functionality. Test plans will be created and followed during testing. This includes verifying data integrity.

Operations requirements The transition to operations and application support plan will be updated.

3.2 S3.2 SUCCESSUCCESS ANDAND QUALITY METRICS QUALITY METRICS

Metric are key to understanding the ability of the project to meet the end goals of the Executive Sponsor and the Business Owner, as well as the ability of the project team to stay within schedule and budget.


QUALITY METRICS 1 Data integrity is maintained throughout the upgrade and verified once the upgrade is complete.

QUALITY METRICS 2 Billing and other system interfaces are working properly and electronic claim submission is not interrupted.

QUALITY METRICS 3 Implementation vendor and end user testing is successful by

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developing a test plan and test scripts.

QUALITY METRICS 4 Independent verification and validation review will be conducted on all project deliverables.

4.0 SCHEDULE ESTIMATE4.0 SCHEDULE ESTIMATE

The schedule estimate is requested to provide the reviewers with a sense of the magnitude of the project and an order of magnitude of the time required to complete the project. In developing the schedule estimate, certification timelines and state purchasing contracts and procurement lead times are as critical as vendor lead times for staffing and equipment delivery. Project metrics include comparisons of actual vs. target date. At the Project Charter initial phase, these times can only be estimated.

INITIATION DECEMBER 2013 Prepare and present project certification documentation – initiation phase

Initiate project structure

PLANNING JANUARY 2014 Prepare and present project certification documentation – planning phase

Prepare schedule for upgrade process Finalize project structure Implementation vendor contract

amendment negotiated Negotiate and execute IV&V contract

IMPLEMENTATION FEBRUARY 2014 Prepare and present project certification documentation – implementation phase

Manage implementation vendor contracting preparation

Execute implementation vendor contract amendment

Implementation of upgrade

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Vendor contract administration

CLOSEOUT FEBRUARY 2015 Prepare and present project certification documentation – closeout phase

Lessons learned Closeout activities

5.0 BUDGET ESTIMATE5.0 BUDGET ESTIMATE

Within the Project Charter budgets for the project can only be estimated. Original budgets requested in appropriations or within agency budgets are probably not the numbers being worked with at project time. Funding sources are asked for to help evaluate the realism of project objectives against funding, and the allocation of budget estimates against project deliverables.

Please remember to include agency staff time including project managers as costs.

5.1 F5.1 FUNDINGUNDING S SOURCEOURCE((SS))

SOURCESOURCE AMOUNTAMOUNT ASSOCIATED ASSOCIATED RESTRICTIONSRESTRICTIONS

General Appropriations Act of 2013, Laws 2013, Chapter 227, Section 4, Department of Health General Fund Appropriation.

$590,000.00 NONE

5.2. B5.2. BUDGETUDGET B BYY M MAJORAJOR D DELIVERABLEELIVERABLE OROR T TYPEYPE OFOF EXPENSEEXPENSE - -

ITEMITEM COST ESTIMATECOST ESTIMATE FY14FY14 FY15FY15

Consulting Services – Implementation Vendor – Avatar Upgrade

$100,000.00 $100,000.00

Consulting Services – $80,000.00 $80,000.00

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ITEMITEM COST ESTIMATECOST ESTIMATE FY14FY14 FY15FY15

Implementation Vendor – Laboratory Information Management System (LIMS)

Consulting Services – Implementation Vendor – Order Entry

$62,000.00 $62,000.00

Consulting Services – Implementation Vendor – ICD-10 Phase 1

$5,000.00 $5,000.00

Consulting Services – Implementation Vendor – ICD -10 Phase 2

$25,000.00 $25,000.00

Consulting Services – Implementation Vendor – Order Connect

$35,000.00 $35,000.00

Consulting Services – Implementation Vendor – Incident Tracking

$68,000.00 $68,000.00

Consulting Services – Implementation Vendor – Web Services

$25,000.00 $25,000.00

Consulting Services – Project Management

$130,000.00 $50,000.00 $80,000.00

Consulting Services – IV&V

$60,000.00 $25,000.00 $35,000.00

5.3 B5.3 BUDGETUDGET B BYY P PROJECTROJECT P PHASEHASE OROR C CERTIFICATIONERTIFICATION P PHASEHASE

PHASESPHASES PLANNEDPLANNED CERTIFICATION DATECERTIFICATION DATE

AMOUNT TO BEAMOUNT TO BE REQUESTEDREQUESTED

INITIATION: DECEMBER 2013 $0

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PHASESPHASES PLANNEDPLANNED CERTIFICATION DATECERTIFICATION DATE

AMOUNT TO BEAMOUNT TO BE REQUESTEDREQUESTED

PLANNING: JANUARY 2014 $190,000.00

IMPLEMENTATION: FEBRUARY 2014 $400,000.00

CLOSEOUT: FEBRUARY 2015 $0

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6.0 PROJECT AUTHORITY AND ORGANIZATIONAL 6.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURESTRUCTURE

6.1 STAKEHOLDERS6.1 STAKEHOLDERS

Stakeholders should be a mix of agency management and end users who are impacted positively or negatively by the project.

NAMENAME STAKE IN PROJECTSTAKE IN PROJECT ORGANIZATIONORGANIZATION TITLETITLE

Brad McGrath Executive Sponsor Department of Health Chief Deputy Secretary

Troy Jones Project Director Department of Health, Office of Facility Management

Psy. D, Executive Director/Hospital Administrator

OFM Staff System Users OFM

Citizens of New Mexico

Recipients of health services in the facilities throughout New Mexico

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6.2 PROJECT GOVERNANCE PLAN6.2 PROJECT GOVERNANCE PLAN

A diagram of the organization structure including steering committee members, project manager and technical/business teams would be helpful.

6.3 PROJECT MANAGER6.3 PROJECT MANAGER

6.3.1 PROJECT MANAGER CONTACT INFORMATION6.3.1 PROJECT MANAGER CONTACT INFORMATION

NAMENAME ORGANIZATIONORGANIZATION PHONE #(S)PHONE #(S) EMAILEMAIL

MICHAEL SNOUFFER

DOH Information Technology Services Division (ITSD)

505.827.2869 [email protected]

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6.3.2 PROJECT MANAGER BACKGROUND 6.3.2 PROJECT MANAGER BACKGROUND

Michael Snouffer has more than 30 years of IT experience in a wide range of areas. Michael has successfully completed a variety of IT projects from small to large in private industry, education and government.

6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES

RROLEOLE RRESPONSIBILITYESPONSIBILITY

Executive Project Sponsor

Executive Sponsor is the point person for the project within the highest level of the Department of Health. The responsibilities of the Executive Sponsor include:

Participate in planning sessions Ensure project staff availability, funding and contract

management Review and accept the initial risk assessment, management

plan, project plan and budget Appoint Project Director Provide management review and accept changes to project

plan, contract or deliverables Attend executive requirements reviews and resolve

requirements problems. Empower the Project Manager Communicate with the Department of Health Champion the Project Contribute to lessons learned

Project Director The Project Director is the person who makes the business case for the project. The responsibilities of the Project Director include:

Participate in planning sessions Ensure project staff availability, funding and contract

management Review and accept the initial risk assessment, management

plan, project plan and budget Appoint Committee and Team members Provide management review and accept changes to project

plan, contracts or deliverables Ensure user and sponsor acceptance Attend executive requirements reviews and resolve

requirements problems

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Adjudicate any appeals relative to Steering Committee decisions

Cast the deciding vote where a consensus cannot be reached by the Steering Committee

Empower the Project Manager Communicate with the Executive Sponsor and Department of

Health Champion on the Project Contribute to lessons learned

Project Manager The Project Manager’s primary responsibility is to manage the project. This role must not get too involved in the business or technical details of the project. The Project Manager responsibilities include:

Develop initial management plan and project plan Provide leadership for a coordinated project effort Document project assumptions, constraints and critical

success factors Conduct initial risk assessment Facilitate meetings Assign tasks Track schedules Develop detailed plans with project team for risk, change and

quality Ensure project consensus Manage expectations Report on project status Maintain issues log Maintain action items log Promote and practice change management Close-out action items Value teamwork, cooperation and planning Champion the project Facilitate lessons learned process

Steering Committee Member

The Steering Committee is chartered to provide governance over the direction and support of the project and is chaired by the Project Director. The Steering Committee member responsibilities include:

Attend and participate in meetings

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Review and accept deliverables Review presented documentation Balance larger picture versus detail of project Review project funding and expenditures Champion the project Contribute to lessons learned

Project Team Member The Project Team member is an important role in that it is the link between the vision and the reality of the project. The Project Team members’ responsibilities include:

Attend and participate in meetings Participate in the planning process Accomplish and provide deliverables Represent specific area(s) (e.g., technical, clinical, process,

etc.) for the overall project as assigned Report progress, issues, etc. Champion the project Contribute to lessons learned

6.5 P6.5 PROJECTROJECT MANAGEMENTMANAGEMENT M METHODOLOGYETHODOLOGY

The Department of Information Technology certification process is built around a series of certification gates: Initiation, Planning, Implementation and Closeout. Each of these phases/gates has a set of expected documents associated with it. The gates and the associated documents make up the certification methodology.

For some projects such a framework might be sufficient, where for some projects the solution development life cycle (SDLC) with plan, define, design, build, close might be more appropriate.

Put most simply how is the project to be structured into a methodology or framework and where do the project and product deliverables fit into this roadmap?

7.0 CONSTRAINTS7.0 CONSTRAINTS

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1 Federal deadline for implementing ICD-10 is October 1, 2014. MyAvatar upgrade and ICD-10 must be completed before this date.

2 Project must be completed within the year time frame of the contract with Netsmart, the implementation vendor.

8.0 DEPENDENCIES8.0 DEPENDENCIES

Types include the following and should be associated with each dependency listed. Mandatory dependencies are dependencies that are inherent to the work being done. D- Discretionary dependencies are dependencies defined by the project management team. This may also

encompass particular approaches because a specific sequence of activities is preferred, but not mandatory in the project life cycle.

E-External dependencies are dependencies that involve a relationship between project activities and non-project activities such as purchasing/procurement

NUMBENUMBERR

DESCRIPTIONDESCRIPTION TYPE M,D,ETYPE M,D,E

1 MyAvatar upgrade must be completed before ICD-10 modules can be implemented.

M, E

9.0 ASSUMPTIONS9.0 ASSUMPTIONS


1 Resources from OFM will be available for the duration of the project.

10.0 SIGNIFICANT RISKS AND MITIGATION STRATEGY10.0 SIGNIFICANT RISKS AND MITIGATION STRATEGY

Risk 1

Description - Project will Probability LLOWOW

Impact HHIGHIGH

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be at risk if all stakeholders are not engaged at the beginning of the project

Mitigation Strategy: Emphasize communication to all stakeholders to be sure they understand the benefits of a successful project. Contingency Plan: This risk will be addressed during the planning phase so that necessary communication takes place throughout the project.

Risk 2

Description - Project will be at risk if the implementation vendor resources are not available

Probability LLOWOW

Impact HHIGHIGH

Mitigation Strategy: In the beginning of the project, work with vendor and agree upon a schedule.Contingency Plan: Review the schedule monthly with the vendor to address any scheduling issues.

Risk 3

Description - Project will be at risk if the contract/procurement process takes an excessive amount of time

Probability MMEDIUMEDIUM

Impact HHIGHIGH

Mitigation Strategy: Emphasize the lengthy and convoluted contract and procurement process to the vendor and project participants. Emphasize the need for quick responses to requests for contract and scope of work reviews and signoffs. Contingency Plan: The contingency plan will be developed during the planning phase as part of the project management plan.

Risk 4

Description - Project will be at risk if the state withdraws the funding for cost containment purposes

Probability LLOWOW

Impact HHIGHIGH

Mitigation Strategy: Show how services will become more cost effective and the ability to generate revenue recovery if this project is completed.Contingency Plan: The contingency plan will be developed during the planning phase as part of the project management plan.

11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING

Meeting agendas, minutes, and supporting documentation will be provided using the following software packages: Microsoft Word, Excel, PowerPoint, Outlook and Project. Every attempt

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will be made to publish the meeting minutes in a timely fashion and no later than 2 days prior to the next regularly scheduled meeting. Any meeting called should have an agenda, attempt to start and finish on time. The time allocated to each agenda topic will vary depending on the depth of issues to be covered. Items not able to be covered within the meeting time and accepted to be postponed may be added to the next standing meeting’s agenda or may require a special meeting.

The meeting times and distributions of the meeting minutes for the project are as follows:

Project Team Meetings will be on a regular schedule. The scribe will be assigned by the Project Manager. The project team meetings will be posted in the electronic document libraries by the Project Manager.

Steering Committee Meetings will be held monthly. The scribe will be assigned by the Project Director. The Monthly Steering Committee meeting minutes will be posted to the electronic document library in the project folder and e-mailed to attendees.

Special Session Meetings may be called at the request of the Project Director or Project Manager. A range of issues may require a special meeting of a team, committee or subset. These meetings will be scheduled to accommodate the majority of attendees. The minutes from these meetings will be posted in the document library and e-mailed to all attendees.

Status reports will be used to track progress and issues. Project Team members will provide status reports as requested by the Project Manager. These reports will be in addition to such reports prepared upon request and by other contractors. Monthly DoIT status reports will be submitted by the project manager.

Special reports will be provided at the request of the Project Management Contract Administrator or the Project Director.

Steering Committee will approve deliverables acceptance with sign off documents being archived in the physical project library in the Project Manager’s office.

Issues and risk management and resolution help to resolve those issues or risks not anticipated during planning process. Issues or risks should be reported at the earliest possible time so that corrective action and risk mitigation can be developed to address with the issue or risk. The corrective action should address both the immediate need and the underlying cause of the issue or risk. The Project Manager will keep an issue and risk tracking log and will work with the Project Team for corrective action.

The Project Manager will maintain an action item list. This action item list identifies the action item, the reference item, the responsible party, the solution, and the due and completion dates. Updates may also be reflected in meeting minutes.

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12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V

IV&V focus depends upon the type of project, with various emphases on project and product deliverables.

The following check list is based on Exhibit A of the OCIO IV&V Contract Template, and the Information technology template. It is included here to provide a high level of the type of IV&V accountability the project envisions:

Project/Product Area Include –Yes/No

Project Management Yes

Quality Management Yes

Training Yes

Requirements Management Yes

Operating Environment No

Development Environment No

Software Development No

System and Acceptance Testing Yes

Data Management No

Operations Oversight No

Business Process Impact No

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13.0 PROJECT CHARTER AGENCY APPROVAL SIGNATURES13.0 PROJECT CHARTER AGENCY APPROVAL SIGNATURES

SIGNATURESIGNATURE DATEDATE

EXECUTIVE SPONSOREXECUTIVE SPONSOR

BUSINESS OWNERBUSINESS OWNER

PROJECT MANAGERPROJECT MANAGER

14.0 PROJECT CHARTER CERTIFICATION APPROVAL 14.0 PROJECT CHARTER CERTIFICATION APPROVAL SIGNATURESIGNATURE

SIGNATURESIGNATURE DATEDATE

DOIT / PCC APPROVALDOIT / PCC APPROVAL

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