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HIE Implementation Work PlanHIE Implementation Work Plan
Version 0.1
July 24, 2008
HIE Implementation Work Plan
TABLE OF CONTENTS
Document Purpose...................................................................................................................................... 4
Microsoft Project Plan Conventions.............................................................................................................4
HIE Project Views.................................................................................................................................... 4
Color Codes............................................................................................................................................. 5
Work Breakdown Structures (WBS) Used in HIE Implementation............................................................5
Software Development Project WBS:...................................................................................................5
Practice Rollout WBS:.......................................................................................................................... 6
Milestones and Deliverables to Track..........................................................................................................7
Project Work Plan Narratives.....................................................................................................................11
EMR Development Projects (CCD, Referral).........................................................................................11
HIE to EMR Integration Projects............................................................................................................11
Site Survey......................................................................................................................................... 11
Integration Design.............................................................................................................................. 11
Establish Connectivity........................................................................................................................ 11
Build/Configure: Integration & HIE Components.................................................................................11
Test.................................................................................................................................................... 11
Training and Documentation.................................................................................................................. 12
HIE Project Team Structure, Roles, and Responsibilities..........................................................................12
Executive Management Roles................................................................................................................13
Executive Project Sponsor (HIE)........................................................................................................13
Steering Committee (HIE)..................................................................................................................13
Project Consultant (HIE)..................................................................................................................... 14
Decision Boards (HIE)........................................................................................................................ 14
Physician Executives (HIE)................................................................................................................. 14
Project Executive (RHIO, Project Director).........................................................................................14
Implementation Team Roles..................................................................................................................15
Project Manager (RHIO)..................................................................................................................... 15
Application Specialist: HIE Software (HIE-VENDOR).........................................................................15
Application Specialist: Clinical Workflow Specialists (EMR Vendors/Practices).................................15
Integration Architect: HIE-Software (HIE-VENDOR)...........................................................................16
Integration Architects (EMRs/Practice IT Department).......................................................................16
Customer Service Analysts (RHIO)....................................................................................................16
Training Specialists (HIE)................................................................................................................... 16
Infrastructure Support Roles.................................................................................................................. 17
Database Administrator...................................................................................................................... 17
Systems Administrator........................................................................................................................ 17
Network Administrator........................................................................................................................ 17
Vendor Support Roles............................................................................................................................ 17
Design, Development, Testing Resources.........................................................................................17
Project Management Documents...............................................................................................................18
HIE DAIR Document.............................................................................................................................. 18
HIE Risk Mitigation Plans....................................................................................................................... 18
HIE Implementation Project Communication Plan..................................................................................19
HIE Implementation Work Plan DRAFT Version 1.0
Document PurposeThis HIE Implementation Work Plan document serves as the narrative descriptions that accompany the Microsoft Project plan schedule. This is a living document and will be updated with work plan narratives as the project progresses.
The project schedule is kept in a Microsoft Project Plan file. The level of detail included is at an assignable task level. For all major tasks, milestones are defined along with deliverables. Details on how to complete the tasks is kept in this work plan document. It will be expanded to include references to various standards, such as design standards, and will include the location of all project deliverables and work instructions. A collaborative desktop tool will be utilized to give all participants access via the web, to project artifacts.
Microsoft Project Plan ConventionsA number of Microsoft Project plan conventions and standards are being deployed on the HIE project, based on industry “best practices” for similar projects where there are a lot of third party vendors and distributed organizations who must be carefully monitored for project progress, to keep the project moving and so contingencies can be deployed if various vendors or organizations are not able to meet the planned dates and deliverables in order to effectively mitigate project schedule risks.
HIE Project ViewsThere are a number of standard HIE views created in the Microsoft Project Plan to facilitate the different needs of the various audiences and participants. Each view has a customized table, filter, and sometimes group. The following table lists the customized views and the target audience:
View Table Group Filter Target Audience
Executive ViewsHIE Hi Level Roll-up Chart Only
HIE GANTT Chart Only View (Hi Level)
No Group HIE Chart Only Filter
Executive view of major task areas GANTT Chart only
HIE Hi Level Roll-up No chart
Cust: Status Report View (Hi Level)
No Group KF Status – Roll-up Filter
Executive view of major tasks areas and deliverables, table view
HIE Milestone Rollup Cust: MSSNY Status Review Details
No Group KF Milestones-All
MSSNY Reporting. All milestones and deliverables.
Participant Views (Vendors, Practices, Physicians, etc.)HIE Resource Usage by Dates – Filter
Cust: Work Assignments
Cust: Task Aligned by Resource Name
KF Should Start/Finish By [prompt for date]
View by Resource filtered by custom dates.
HIE Resource Usage by All Dates
Cust: Work Assignments
Cust: Task Aligned by Resource Name
KF not Completed Tasks
View by Resource for all dates
BHIE Resource Usage Due Q1 of Project
Cust: Work Assignments
Cust: Task Aligned by Resource Name
HIE Should Complete Q1
View by Resource by quarter
HIE Resource Usage by All Dates
Cust: Work Assignments
Cust: Task Aligned by Resource Name
KF Not Completed Tasks
View by resource for uncompleted tasks.
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HIE Implementation Work Plan DRAFT Version 1.0
View Table Group Filter Target Audience
Project Management Views (Project Manager)
HIE Gantt Chart – Full Cust: Status Report (Detail)
No Group All Tasks Project Manager to add new tasks, update flags for new reports
HIE Gantt Chart – Update Work
Cust: Entry – Update Work/Comp
No Group All Tasks Project manager to update work completion, change assignments
HIE Gantt Chart – Update Work Simple
Cust: Entry – Simple Update View
No Group KF Resource Name
Project Manager for updating a single resources completion stats
HIE Gantt – Project Review Details
Cust: Status Review Details
No Group All Tasks Review with all project managers
Color CodesThe following color coding is used in the HIE Microsoft Project Plan to allow ease of managing the project plan. It is used consistently in the GANTT charts as well as the task charts.
Color Code ExamplesMajor Program Areas Project Start-up, On-going Project Management Tasks, Software
Development Projects, On-going Operational SupportProjects EMR to EMR CCD Implementation, EMR to EMR Referral
Implementation, Practice RolloutsKey Tasks See Microsoft Project PlanMilestones See Microsoft Project PlanDeliverables See Microsoft Project Plan
Work Breakdown Structures (WBS) Used in HIE ImplementationThere are 2 work breakdown structures (WBS) being used in the HIE implementation. One is for the software development projects that the various vendors need to complete and the other is for the actual rollout to the individual practices as they are brought online to the Health Information Exchange.
Software Development Project WBS:HIE will track key milestones for each vendor to assure the projects move forward as planned, and to allow contingencies to be implemented if a vendor falls behind. There will be design specifications for the entire health information exchange which all participating vendors (source systems and the exchange system) must sign off on. In addition, we will track the major phase each vendor is at with their own software development. Each source system vendor will have the integration design in addition to the possibility of their application to support the requirements. The following milestones and deliverables will be tracked for software development projects:
Joint Application Design Session
Finalize HIE Design Specs
{Vendor} sign-off on HIE Design
DELIV: HIE DESIGN SPEC
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HIE Implementation Work Plan DRAFT Version 1.0
{Vendor} Design
{Vendor} Construction
{Vendor} Test
DELIV: {Vendor} to HIE Test Env
Conduct Regression Testing in Test Env
Fix failed test cases
Move Referral components/config to Prod Env
DELIV: {Vendor} to HIE Prod Env
Practice Rollout WBS:HIE will track key milestones for each physician practice for rolling out the HIE. These milestones include:
Complete Data Trading Agreement
Physician Practice Site Survey
Establish Connectivity
{Practice} Configuration
Configure physican practices in HIE
Configure HIE in EMR
{Practice} Health Practice Training/Rollout
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HIE Implementation Work Plan DRAFT Version 1.0
Milestones and Deliverables to TrackThe following table is a complete set of milestones and deliverables for the HIE implementation Program. This is an extract from the HIE Milestones View in the Microsoft Project plan, sorted by estimated quarter of completion. This will be used to project our cash flow requirements and to manage our budget.
MILESTONES & DELIVERABLES BY ESTIMATED QUARTER OF COMPLETIONItem
#Est
Comp Qtr
Est Cost
$Parent Task Milestones (blue) / Deliverables (purple)
3 1 0 Project Start-up Complete data trading agreement templates
4 1 0 Project Start-up Complete XXXX Data Trading Agreement
5 1 0 Project Start-up Complete Lifetime Data Trading Agreement
6 1 0 Project Start-up Complete Practice1Data Trading Agreement
7 1 0 Project Start-up Complete Practice3 Data Trading Agreement
9 1 0 Project Start-up Contract w/EMR1 for CCD/Referral Projects
10 1 0 Project Start-up Contract w/EMR3 for CCD/Referral Projects
11 1 0 Project Start-up Contract w/EMR2 for CCD/Referral Projects
12 1 0 Project Start-up Contract w/EMR4 for CCD/Referral Projects
25 1 0 Install/configure HIE software Test Environment Setup
31 1 0 EMR to EMR CCD IMPLEMENTATION Joint Application Design Session EMR to EMR CCD
32 1 0 EMR to EMR CCD IMPLEMENTATION Finalize HIE EMR to EMR CCD Specs
33 1 0 EMR to EMR CCD IMPLEMENTATION EMR1 sign-off on HIE CCD Design
34 1 0 EMR to EMR CCD IMPLEMENTATION EMR3 sign-off on HIE CCD Design
35 1 0 EMR to EMR CCD IMPLEMENTATION EMR2 sign-off on HIE CCD Design
36 1 0 EMR to EMR CCD IMPLEMENTATION EMR4 sign-off on HIE CCD Design
37 1 0 EMR to EMR CCD IMPLEMENTATION DELIV: HIE CCD DESIGN SPEC
39 1 0 EMR to EMR CCD IMPLEMENTATION HIE-VENDOR CCD Design (review internally)
40 1 0 EMR to EMR CCD IMPLEMENTATION HIE-VENDOR CCD Construction
45 1 0 EMR to EMR CCD IMPLEMENTATION EMR1 CCD Design
69 1 0 EMR to EMR CCD IMPLEMENTATION Develop Regression Test Plan
70 1 0 EMR to EMR CCD IMPLEMENTATION Develop Test Cases
78 1 0 EMR to EMR Referral IMPLEMENTATIONJoint Application Design Session EMR to EMR Referral
14 2 0 Project Reporting to MSSNY 1st Qtr voucher/reports to MSSNY
26 2 0 Install/configure HIE software Train Environment Setup
41 2 0 EMR to EMR CCD IMPLEMENTATION HIE-VENDOR Test CCD
42 2 0 EMR to EMR CCD IMPLEMENTATION DELIV: HIE-VENDOR CCD to HIE Test Env
43 2 0 EMR to EMR CCD IMPLEMENTATION DELIV: HIE-VENDOR CCD to HIE Prod Env
46 2 0 EMR to EMR CCD IMPLEMENTATION EMR1 CCD Construction
47 2 0 EMR to EMR CCD IMPLEMENTATION EMR1 Test CCD
48 2 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR1 CCD to HIE Test Env
49 2 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR1 CCD to HIE Prod Env
51 2 0 EMR to EMR CCD IMPLEMENTATION EMR3 CCD Design
52 2 0 EMR to EMR CCD IMPLEMENTATION EMR3 CCD Construction
71 2 0 EMR to EMR CCD IMPLEMENTATION Develop Test Data
72 2 0 EMR to EMR CCD IMPLEMENTATION DELIV: CCD Final Regression Test Results #1
79 2 0 EMR to EMR Referral IMPLEMENTATION Finalize HIE EMR to EMR Referral Specs
80 2 0 EMR to EMR Referral IMPLEMENTATION EMR1 sign-off on HIE Referral Design
81 2 0 EMR to EMR Referral IMPLEMENTATION EMR3 sign-off on HIE Referral Design
82 2 0 EMR to EMR Referral IMPLEMENTATION EMR2 sign-off on HIE Referral Design
83 2 0 EMR to EMR Referral IMPLEMENTATION EMR4 sign-off on HIE Referral Design
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HIE Implementation Work Plan DRAFT Version 1.0
MILESTONES & DELIVERABLES BY ESTIMATED QUARTER OF COMPLETIONItem
#Est
Comp Qtr
Est Cost
$Parent Task Milestones (blue) / Deliverables (purple)
84 2 0 EMR to EMR Referral IMPLEMENTATION DELIV: HIE Referral DESIGN SPEC
86 2 0 EMR to EMR Referral IMPLEMENTATION HIE-VENDOR Referral Design (review internally)
87 2 0 EMR to EMR Referral IMPLEMENTATION HIE-VENDOR Referral Construction
88 2 0 EMR to EMR Referral IMPLEMENTATION HIE-VENDOR Test Referral
89 2 0 EMR to EMR Referral IMPLEMENTATION DELIV: HIE-VENDOR Referral to HIE Test Env
92 2 0 EMR to EMR Referral IMPLEMENTATION EMR1 Referral Design
93 2 0 EMR to EMR Referral IMPLEMENTATION EMR1 Referral Construction
94 2 0 EMR to EMR Referral IMPLEMENTATION EMR1 Test Referral
95 2 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR1 Referral to HIE Test Env
104 2 0 EMR to EMR Referral IMPLEMENTATION EMR2 Referral Design
105 2 0 EMR to EMR Referral IMPLEMENTATION EMR2 Referral Construction
106 2 0 EMR to EMR Referral IMPLEMENTATION EMR2 Test Referral
107 2 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR2t Referral to HIE Test Env
116 2 0 EMR to EMR Referral IMPLEMENTATION Develop Regression Test Plan
117 2 0 EMR to EMR Referral IMPLEMENTATION Develop Test Cases
118 2 0 EMR to EMR Referral IMPLEMENTATION Develop Test Data
126 2 0 XXXX Rollout - EMR1 Practices Group #1
158 2 0 Practice1Rollout - EMR1 Practices Group #1
176 2 0 On-going Operational Support Establish/Test Operational Support Processes
15 3 0 Project Reporting to MSSNY 2nd Qtr voucher/reports to MSSNY
27 3 0 Install/configure HIE software Prod Environment Setup
53 3 0 EMR to EMR CCD IMPLEMENTATION EMR3 Test CCD
54 3 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR3t CCD to HIE Test Env
55 3 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR3 CCD to HIE Prod Env
57 3 0 EMR to EMR CCD IMPLEMENTATION EMR2 CCD Design
58 3 0 EMR to EMR CCD IMPLEMENTATION EMR2 CCD Construction
59 3 0 EMR to EMR CCD IMPLEMENTATION EMR2 Test CCD
60 3 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR2t CCD to HIE Test Env
63 3 0 EMR to EMR CCD IMPLEMENTATION EMR4 CCD Design
73 3 0 EMR to EMR CCD IMPLEMENTATION DELIV: CCD Final Regression Test Results #2
74 3 0 EMR to EMR CCD IMPLEMENTATION DELIV: CCD Final Regression Test Results #3
90 3 0 EMR to EMR Referral IMPLEMENTATION DELIV: HIE-VENDOR Referral to HIE Prod Env
96 3 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR1Referral to HIE Prod Env
98 3 0 EMR to EMR Referral IMPLEMENTATION EMR3 Referral Design
108 3 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR2 Referral to HIE Prod Env
127 3 0 XXXX Rollout - EMR1 Practices Group #2
128 3 0 XXXX Rollout - EMR1 Practices Group #3
129 3 0 XXXX Rollout - EMR1 Practices Group #4
138 3 0 XXXX Rollout - EMR1 Practices Group #1
139 3 0 XXXX Rollout - EMR1 Practices Group #2
140 3 0 XXXX Rollout - EMR1 Practices Group #3
141 3 0 XXXX Rollout - EMR1 Practices Group #4
151 3 0 Practice2 Rollout - EMR3 Practices CCD Training/Rollout
152 3 0 Practice2 Rollout - EMR3 Practices Practice #1
153 3 0 Practice2 Rollout - EMR3 Practices Referral Training/Rollout
159 3 0 Practice1Rollout - EMR1 Practices Group #2
161 3 0 Practice1Rollout - EMR1 Practices Group #1
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HIE Implementation Work Plan DRAFT Version 1.0
MILESTONES & DELIVERABLES BY ESTIMATED QUARTER OF COMPLETIONItem
#Est
Comp Qtr
Est Cost
$Parent Task Milestones (blue) / Deliverables (purple)
162 3 0 Practice1Rollout - EMR1 Practices Group #2
168 3 0 Practice1Rollout - EMR2 Practices Practice #1
16 4 0 Project Reporting to MSSNY 3rd Qtr voucher/reports to MSSNY
61 4 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR2 CCD to HIE Prod Env
64 4 0 EMR to EMR CCD IMPLEMENTATION EMR4 CCD Construction
65 4 0 EMR to EMR CCD IMPLEMENTATION EMR4 Test CCD
66 4 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR4 CCD to HIE Test Env
67 4 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR4 CCD to HIE Prod Env
75 4 0 EMR to EMR CCD IMPLEMENTATION DELIV: CCD Final Regression Test Results #4
99 4 0 EMR to EMR Referral IMPLEMENTATION EMR3 Referral Construction
100 4 0 EMR to EMR Referral IMPLEMENTATION EMR3 Test Referral
101 4 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR3t Referral to HIE Test Env
102 4 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR3 Referral to HIE Prod Env
110 4 0 EMR to EMR Referral IMPLEMENTATION EMR4 Referral Design
111 4 0 EMR to EMR Referral IMPLEMENTATION EMR4 Referral Construction
112 4 0 EMR to EMR Referral IMPLEMENTATION EMR4 Test Referral
113 4 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR4 Referral to HIE Test Env
114 4 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR4 Referral to HIE Prod Env
119 4 0 EMR to EMR Referral IMPLEMENTATION DELIV: Referral Final Regression Test Results #1
130 4 0 XXXX Rollout - EMR1 Practices Group #5
131 4 0 XXXX Rollout - EMR1 Practices Group #6
132 4 0 XXXX Rollout - EMR1 Practices Group #7
133 4 0 XXXX Rollout - EMR1 Practices Group #8
142 4 0 XXXX Rollout - EMR1 Practices Group #5
143 4 0 XXXX Rollout - EMR1 Practices Group #6
144 4 0 XXXX Rollout - EMR1 Practices Group #7
154 4 0 Practice2 Rollout - EMR3 Practices Practice #1
166 4 0 Practice1Rollout - EMR2 Practices Practice #1
17 5 0 Project Reporting to MSSNY 4th Qtr voucher/reports to MSSNY
120 5 0 EMR to EMR Referral IMPLEMENTATION DELIV: Referral Final Regression Test Results #2
121 5 0 EMR to EMR Referral IMPLEMENTATION DELIV: Referral Final Regression Test Results #3
134 5 0 XXXX Rollout - EMR1 Practices Group #9
135 5 0 XXXX Rollout - EMR1 Practices Group #10
136 5 0 XXXX Rollout - EMR1 Practices Group #11
145 5 0 XXXX Rollout - EMR1 Practices Group #8
146 5 0 XXXX Rollout - EMR1 Practices Group #9
147 5 0 XXXX Rollout - EMR1 Practices Group #10
148 5 0 XXXX Rollout - EMR1 Practices Group #11
172 5 0 Practice3 Rollout - EMR4 Practices Practice #1
174 5 0 Practice3 Rollout - EMR4 Practices Practice #1
18 6 0 Project Reporting to MSSNY 5th Qtr voucher/reports to MSSNY
19 7 0 Project Reporting to MSSNY 6th Qtr voucher/reports to MSSNY
20 8 0 Project Reporting to MSSNY 7th Qtr voucher/reports to MSSNY
21 9 0 Project Reporting to MSSNY 8th Qtr voucher/reports to MSSNY
22 9 0 Project Reporting to MSSNY Final voucher/reports to MSSNY
1 0 Project Start-up Project Start-up
2 0 Project Start-up Complete Data Trading Agreements w/Practices
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HIE Implementation Work Plan DRAFT Version 1.0
MILESTONES & DELIVERABLES BY ESTIMATED QUARTER OF COMPLETIONItem
#Est
Comp Qtr
Est Cost
$Parent Task Milestones (blue) / Deliverables (purple)
8 0 Project Start-up Complete Vendor Integration SOWs
13 0 Project Reporting to MSSNY Project Reporting to MSSNY
23 0 Install/Configure HIE Environments Install/Configure HIE Environments
24 0 Install/configure HIE software Install/configure HIE software
28 0 Vendor Software Development Projects Vendor Software Development Projects
29 0 EMR to EMR CCD IMPLEMENTATION EMR to EMR CCD IMPLEMENTATION
30 0 EMR to EMR CCD IMPLEMENTATION EMR to EMR HIE CCD Design Specs
38 0 EMR to EMR CCD IMPLEMENTATION HIE-VENDOR EMR to EMR CCD
44 0 EMR to EMR CCD IMPLEMENTATION EMR1 EMR to EMR CCD
50 0 EMR to EMR CCD IMPLEMENTATION EMR3 EMR to EMR CCD
56 0 EMR to EMR CCD IMPLEMENTATION EMR2 EMR to EMR CCD
62 0 EMR to EMR CCD IMPLEMENTATION EMR4 EMR to EMR CCD
68 0 EMR to EMR CCD IMPLEMENTATION EMR to EMR CCD Regression Testing HIE Test Env
76 0 EMR to EMR Referral IMPLEMENTATION EMR to EMR Referral IMPLEMENTATION
77 0 EMR to EMR Referral IMPLEMENTATION EMR to EMR HIE Referral Design Specs
85 0 EMR to EMR Referral IMPLEMENTATION HIE-VENDOR EMR to EMR Referral
91 0 EMR to EMR Referral IMPLEMENTATION EMR1 EMR to EMR Referral
97 0 EMR to EMR Referral IMPLEMENTATION EMR3 EMR to EMR Referral
103 0 EMR to EMR Referral IMPLEMENTATION EMR2 EMR to EMR Referral
109 0 EMR to EMR Referral IMPLEMENTATION EMR4 EMR to EMR Referral
115 0 EMR to EMR Referral IMPLEMENTATIONEMR to EMR Referral Regression Testing HIE Test Env
122 0 HIE Practice Rollouts HIE Practice Rollouts
123 0 XXXX Rollout - EMR1 Practices XXXX Rollout - EMR1 Practices
124 0 XXXX Rollout - EMR1 Practices XXXX Practice Configuration
125 0 XXXX Rollout - EMR1 Practices CCD Training/Rollout
137 0 XXXX Rollout - EMR1 Practices Referral Training/Rollout
149 0 Practice2 Rollout - EMR3 Practices Practice2 Rollout - EMR3 Practices
150 0 Practice2 Rollout - EMR3 Practices Practice Configuration
155 0 Practice1Rollout - EMR1 Practices Practice1Rollout - EMR1 Practices
156 0 Practice1Rollout - EMR1 Practices Practice Configuration
157 0 Practice1Rollout - EMR1 Practices CCD Training/Rollout
160 0 Practice1Rollout - EMR1 Practices Referral Training/Rollout
163 0 Practice1Rollout - EMR2 Practices Practice1Rollout - EMR2 Practices
164 0 Practice1Rollout - EMR2 Practices Practice Configuration
165 0 Practice1Rollout - EMR2 Practices CCD Training/Rollout
167 0 Practice1Rollout - EMR2 Practices Referral Training/Rollout
169 0 Practice3 Rollout - EMR4 Practices Practice3 Rollout - EMR4 Practices
170 0 Practice3 Rollout - EMR4 Practices Practice Configuration
171 0 Practice3 Rollout - EMR4 Practices CCD Training/Rollout
173 0 Practice3 Rollout - EMR4 Practices Referral Training/Rollout
175 0 On-going Operational Support On-going Operational Support
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HIE Implementation Work Plan DRAFT Version 1.0
Project Work Plan Narratives
EMR Development Projects (CCD, Referral)These are the tasks related to the development and/or configuration of the participating EMR vendors to support the Continuity of Care Document (CCD) which has a base minimum requirement to meet the CCHIT EMR Certification requirements for 2008. Additionally, as part of this project, the EMR to EMR referral process will be implemented using an agreed upon standard by EMR3, EMR2, EMR1, and EMR4. Note that the implementation project is dependent on these development projects being completed on time as depicted in the MSProject plan which accompanies this implementation plan document.
HIE to EMR Integration ProjectsFor each of the HIE practices that will participate in this project, the following task areas form the basis for the standard integration work breakdown structure. This will be refined after the initial EMR to assure each subsequent EMR integration project can increase in productivity.
Site SurveyFor each participating practice, a site survey will be conducted to assess and validate required base hardware, software, network infrastructure, connectivity, for integration with the HIE solution. Strategies for interface specifications, common data vocabularies, and person identity management are formulated during this phase.
Integration DesignDocument and review the integration specifications between the EMR and HIE. Walkthrough the message formats for each message type begin exchanged and each web service to be invoked/consumed. Document and review the data mapping for all discrete data items being exchanged.
Establish ConnectivityVPN and communication links are installed and configured between the EMR and the HIE solutions.
Build/Configure: Integration & HIE ComponentsBuild and configure the actual interfaces and services.
TestTest the interfaces and services using sample test data from the EMR system and from the HIE system. A common test plan and checklist will be used to assure full testing is completed prior to moving into a production environment. For the CCD testing, all vendors will be required to test against the CCHIT LAIKA test harness (to be released 3/21/08, see Figure 4 below).
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Figure 1 - EMR Integration Process
HIE Implementation Work Plan DRAFT Version 1.0
Figure 2 - CCHIT LAIKA Test Harness
Training and DocumentationThis involves the preparation of customized documentation to support the solution and the planning for training and rollout to HIE participants. Technical documents will be prepared for integration and end user documents which address the HIE data exchange will be created. for each EMR.
HIE Project Team Structure, Roles, and ResponsibilitiesDeveloping the appropriate staffing and communication plan during the implementation and ongoing support is key to the success of this project. A project manager who has demonstrated great success in managing other contracts and projects will bring this expertise to the HIE project.
Collaboration between clinicians and the technology solution is essential. The implementation project teams are comprised of leadership, clinicians, and technologists from HIE participants.
As part of the ongoing project management tasks, there must be a process to manage and report the project status, a problem resolution process, and a process to monitor the overall performance requirement of the contract.
Proper assignment or resource is critical to the success of any project. As port of the scope of the project, we expect that qualified and skilled client resources will be assigned from each of the participating practices involved in the HIE project. The roles and responsibilities need to be clearly understood to ensure the success of the project.
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HIE Implementation Work Plan DRAFT Version 1.0
Figure 3 - HIE Project Team Structure
Customer Service Analysts
Training Specialists
Hosting Services
System Administration
Database Administration
Network Administration
Elysium Administration
Integration Architects
Application Specialists
Clinical Workf low SpecialistsEMR Vendors
HIE Vendors
Hosting Vendor
Vendor
Support
Clinical
Consultants
Integration
Consultants
Infrastructure
Support
Customer
Support
Decision
Boards
Physician
Executives
Project
Executive
Executive
Project Sponsor
Steering
Committee
Project
Consultant
Executive Management Roles
Executive Project Sponsor (HIE)The Executive Project Sponsor is a member of the HIE executive management team who serves as the senior project executive/in-charge executive. The Executive Project Sponsor has ultimate authority and responsibility for the project. The Executive Project Sponsor is responsible for:
Contract execution for MSSNY, RHIO RHIO, hosting partners, data trading agreements, and any other applicable contracts for the HIE project.
Planning and evaluation of contracted project deliverable and cost management.
Participates in project oversight for risk assessment, executive relationship management, and project status review.
Resource procurement and management to meet contracted project plan deliverables.
Serves as an escalation point for identified project related issues.
Provide support to Project Managers for the execution of their duties and responsibilities.
Evaluates project status from a management perspective.
Attends Project Steering Committee meetings as necessary, attends other clinical advisory committee meetings as necessary.
Steering Committee (HIE)The Steering Committee consists of executive level personnel and is responsible for the overall project oversight. They serve to ensure that the system will compliment the strategic vision of the institution and that the anticipated benefits are being realized from the implementation efforts. The committee will be the ultimate decision making mechanism to resolve issues related to the project.
Responsible for:
Participate in project oversight for risk assessment, executive relationship management, and project status review.
Serve as a final escalation point for resolving strategic project related issues.
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HIE Implementation Work Plan DRAFT Version 1.0
Evaluates project status form a strategic perspective.
Project Consultant (HIE)The Project Consultant is engaged by the HIE Steering Committee for advisory guidance on technology and oversight of other project related considerations. This consultant will participate in all key project reviews including design sessions, reviewing of project risk management, assisting in identification of issues requiring escalation to various project participants and vendors, and will work with the RHIO Project Director and Project Manager to assist in the assurance of timely completion of project deliverables within budget.
Decision Boards (HIE)The Decision Boards are multi-disciplinary entities that are created to ensure that decisions are made in a timely and equitable way.
Physician Executives (HIE)A physician executive serves as a liaison between the HIE physician community and the Implementation Team and to champion physician causes. The Physician Executive is responsible for:
Providing expert consultation to the client physician leaders to facilitate the implementation.
Sharing experiences from other client sites.
Setting physician expectations on long and short-term system plans and capabilities.
Escalating issues.
Providing expertise in leveraging healthcare information systems to improve care delivery
Project Executive (RHIO, Project Director)The Project Executive manages the overall implementation efforts. The Project Executive must be empowered to commit organization resources and has overall responsibility to manage the project budget and project schedule. . The Project Executive is responsible for:
Contract administration for MSSNY, hosting partners, data trading agreements, and any other applicable contracts for the HIE project.
Leading project implementation planning.
Organizing the Implementation Team and establishing appropriate decision-making bodies.
Defining project standards and metrics for measurement.
Monitoring overall project progress and milestones.
Monitoring project budget from a cost and time perspective.
Coordinating project resources and other vendor groups and resolving resource conflicts as needed.
Ensuring project compliance with contract and project quality assurance standards.
Overseeing project documentation to ensure comprehensive project records are maintained as required by MSSNY.
Attending Decision Board meetings as necessary.
Developing and monitoring global workplan and schedules
Identifying and managing risk and quality assurance issues which arise during the project.
Setting and managing expectations regarding the project.
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Managing issue escalation and resolution.
Implementation Team Roles
Project Manager (RHIO)The project manager role responsibilities include the following:
Uses project management tools and measure compliance to standards
Coordinate vendor development projects (CCD, Referrals), EMR integration project activities, including project design and scheduling and task and resource allocation and managing the team members and stakeholders responsible for carrying out those tasks
Coordinate EMR integration projects for each participating practice including project design and scheduling and task and resource allocation and managing the team members and stakeholders responsible for carrying out those tasks
Monitor ongoing installation, report plan progress to executive management, and provide feedback regarding the status of assigned projects weekly
Participate in production and help desk activities, as required
Identify, communicate, and initiate corrective action to resolve internal and external risks associated with new and existing customers
Provide oversight of communication with vendors and stakeholders for the HIE implementation
Assign work schedules and communicate responsibilities to project participants
Support and contribute to the implementation processes
Works with entities that provide data to the HIE to verify appropriate agreements are in place and standards are met
Application Specialist: HIE Software (HIE-VENDOR) Provides content knowledge about the use, design, and configuration requirements
Supports clinical system application specialist during the implementation
Provides education on product features
Advises on availability target time frames
Reviews HIE-specific requirements and table coding
Provides support for testing and activation
Application Specialist: Clinical Workflow Specialists (EMR Vendors/Practices)Clinical workflow specialists are health process specialists with a deep understanding of the processes required to deliver healthcare and the experience to assist local staff in implementing new care processes.
Clinical workflow specialists’ responsibilities include the following:
Provide installation leadership and support to participating practices
Coordinate and administer the implementation of new sites following the work plan with the support of the integration team, including:
Working with practices to plan and complete site preparation tasks
Reviewing interface specifications with the practices and working with other project team members on integration issues
Assisting HIE in developing an integrated test plan with test data and test scenarios
Integration Architect: HIE-Software (HIE-VENDOR) Provides knowledge and guidance relating to the data exchange process
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Develops required coding for data exchange
Supports clinical system application specialist during the implementation
Advises on availability target time frames
Reviews HIE-specific requirements and table coding
Provides support for testing and activation
Integration Architects (EMRs/Practice IT Department)The integration architects are responsible for the architecture, development, implementation, and production support for HIE integration. With strong technical expertise, the integration architects lead the integration team and collaborate in a cross-functional environment, including involvement with project stakeholders.
Integration architects’ responsibilities include the following:
Provide architecture, design, development, and implementation of EMR integration tools (EMR1, EMR2, EMR3, EMR4)
Provide configuration and production support for the HIE integration environment
Provide implementation support, including testing connectivity
Automate implementation processes by working with cross-functional teams
Interface with internal product teams and customers to gather and analyze requirements
Evaluate development, administration, and monitoring tools associated with middleware applications
Customer Service Analysts (RHIO)Customer Service analysts provide first line responses for the HIE solution as well as the ongoing support tasks for data management (code mappings, data sources), patient identify resolution, and patient consent management. The analysts handle initial telephone calls from users, route callers to appropriate support personnel and vendors for questions, requests, or problems requiring a higher level of expertise or a site visit to the user’s department. Customer services analysts’ responsibilities included the following:
Assist data sources in resolving patient identity issues
Assist data sources in resolving data code mapping issues
Assist in managing patient consent requests to be updated in HIE-Software.
Provide answers to users’ questions and resolving routine problems in cases where resolution can be done in a short time frame and without a visit to the user’s location
Route user service requests, questions, and problems that cannot be addressed to the appropriate support personnel or vendor
Log problems and service requests
Follow up on calls referred to support personnel, including communicating status to users as required
Maintain an online library of electronic reference materials for use in answering users’ questions and resolving problems
Training Specialists (HIE)The training specialists create and deliver training for the HIE application. Responsible for the design and development of training curriculum for the HIE participant base. Additional responsibilities include the following:
Develops training material specific to the HIE installation
Provides on-site training, deployment, and support services
Design, gather information on, and develop course materials
Conduct training needs analysis
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Design course materials and other documentation, and use e-learning technologies to support users in self-help training efforts
Organize, set up, advertise, and deliver courses to meet the needs of learners
Assess learner performance and competence
Monitor, evaluate, and review the quality and effectiveness of training
Conduct assessment and outcomes of courses delivered
Share learner experiences with software developers and technical authors
Serve as liaison to other entities, such as external course providers, employers, RHIO, and examining bodies
Maintain hardware and software used for training purposes and recommending to management repairs and upgrades where appropriate
Develop and implement user satisfaction and needs assessment surveys on a continuing basis
Create training programs for internal and external education
Infrastructure Support RolesIn addition to the implementation team tasks, the following support roles are required to support the infrastructure for the HIE-Software application in the test and production environments.
Database AdministratorResponsible for managing the Clinical Data Repository including the HIE Data Repository with major responsibilities in the areas of monitoring database performance and file growth, database tuning, database maintenance, backup, verification, and recovery as well as software patches and upgrades for the database.
Systems AdministratorResponsible for managing the HIE-Software systems environment with major responsibilities in the areas of monitoring file growth, user provisioning, system tuning, maintenance, backup, verification, and recover as well as software patches and upgrades for the system.
Network AdministratorResponsible for conducting site assessments, assists in VPN installs, and managing the network configurations for bringing practices on board to the HIE project.
Vendor Support Roles
Design, Development, Testing ResourcesThe four EMR vendors that are involved in the HIE project will need to supply development resources to meet the EMR to EMR CCD and EMR to EMR Referral transactions. As part of the development process, they will also provide design resources work as part of a consortium for the EMR to EMR Referral process to be done using standards that although are not final today, should be able to be agreed upon by the HIE EMR consortium. Additionally vendors will supply testing resources to expedite EMR to EMR testing.
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Project Management Documents
HIE DAIR DocumentThe HIE DAIR document is found in the accompanying spreadsheet titled HIE_DAIR.xls. It contains a separate tab for tracking each of the following project management items:
Decisions & Dependencies
Action Items & Assumptions
Issues
Risks
HIE Risk Mitigation Plans
The HIE Implementation project risk list and mitigation plans are found in the MSWord file HIE_RiskListAndMitigationPlan.doc. For each potential risk, the following are identified and tracked:
<Risk Identifier—a descriptive name or number>
Risk Magnitude or Ranking[An indicator of the magnitude of the risk may be assigned to help rank the risks from most to least damaging to the project.]
Description[A brief description of the risk.]
Impacts[List the impacts on the project or product.]
Indicators[Describe how to monitor and detect that the risk has occurred or is about to occur. Include such things as metrics and thresholds, test results, specific events, and so forth.]
Mitigation Strategy[Describe what is currently done on the project to reduce the impact of the risk.]
Contingency Plan[Describe what the course of action will be if the risk does materialize: alternate solution, reduction in functionality, and so on.]
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HIE Implementation Work Plan
HIE Implementation Project Communication PlanProject Escalation List
HIE Project Executive Implementation Project Manager
HIE Executive Sponsor Implementation Project Director
Implementation Project Executive
Deliverable Description Purpose Frequency Media Audience Responsibility Origin
Date
Project Status Meeting
Review status of project for previous week, actuals/ budget to date
Review of project performance to plan, activities planned for upcoming week, change requests, and unplanned activities
Weekly Face-to-face/ conference call meeting
Project Team Members
Project Manager TBD
Project Status Documentation
Complete and submit individual status reports
PM will consolidate project team updates from previous week and update Executive Report document
Weekly Status report document & Executive Program Audit Report document
Project team members, managers, executives
Project Manager TBD
Issue Management Meeting
Team review of issues identified during week
Identify and establish action plans for key project issues, risks and determine escalation, impact, priority, etc. in preparation for weekly status meeting
Weekly as required
Face-to-face/ conference call
Project Team Project Manager TBD
Issues Management Documentation
Issues ID , creation date, description, person responsible, estimated impact, status, status date
To track and prioritize all issues related with the project. Escalate issues to key decision-makers.
Weekly as required
DAIR Document: Issues/Risk Management Tracking tool – electronic MS Excel Template
Project team members, managers, executives
Project Manager TBD
Project Status Steering Committee Meeting
Status overview with HIE Steering Committee
Bi-weekly review of project status and project issues/risks
Bi-weekly Face-to-face using project reporting tools (consolidated project status, issues/risks, etc.)
Customer board / committee
Customer Project Manager
TBD
Testing Team Meeting
Team review of testing issues, defects, and resolutions
Project team meet to discuss issues, timelines/milestones, expectations, deliverables, etc.
Weekly during testing phase
Face-to-face/ Conference Call
Product Project Manager,Testing Manager
Project Manager TBD
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