software development project wbs:

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



KF not Completed Tasks

View by Resource for all dates

BHIE Resource Usage Due Q1 of Project



HIE Should Complete Q1

View by Resource by quarter

HIE Resource Usage by All Dates



KF Not Completed Tasks

View by resource for uncompleted tasks.

Last Updated: March 6, 2009 Sample4


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



{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



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




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




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



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







#Est

Comp Qtr

Est Cost


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




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


54 3 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR3t CCD to HIE Test Env





60 3 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR2t CCD to HIE Test Env




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


108 3 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR2 Referral to HIE Prod Env








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






#Est

Comp Qtr

Est Cost



168 3 0 Practice1Rollout - EMR2 Practices Practice #1

16 4 0 Project Reporting to MSSNY 3rd Qtr voucher/reports to MSSNY




66 4 0 EMR to EMR CCD IMPLEMENTATION DELIV: EMR4 CCD to HIE Test Env





101 4 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR3t Referral to HIE Test Env





113 4 0 EMR to EMR Referral IMPLEMENTATION DELIV: EMR4 Referral to HIE Test Env


119 4 0 EMR to EMR Referral IMPLEMENTATION DELIV: Referral Final Regression Test Results #1









166 4 0 Practice1Rollout - EMR2 Practices Practice #1

17 5 0 Project Reporting to MSSNY 4th 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




#Est

Comp Qtr

Est Cost


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




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




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



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).


Figure 1 - EMR Integration Process


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.



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.



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.



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



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



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.



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.]


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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