Enterprise Investment Board December Monthly Meeting Highlights
The Enterprise Investment Board's December monthly meeting discussed various topics including reviewing action items, celebrating successes, and considering potential future projects. Successes in Q4 2023 were highlighted, along with updates on project intakes and recommendations for future actions. The meeting also featured discussions on closing certain projects and approving others for further development. Overall, the meeting provided valuable insights into the agency's project management activities and strategic planning.
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Enterprise Investment Board December s Monthly Meeting 12/12/2023 EIB December s Monthly Meeting 1
Agenda Establish Quorum Review Action Items Celebrate Success EPMO Recommendations Q&A Interactive Session Appendix Project Health 12/12/2023 EIB December s Monthly Meeting 2
Q4 2023 Successes Celebrate Success Launched EPMO Intake Services, EIB, EPMO SharePoint site, EIB WordPress site for communication to CSBs, and added standing agenda item to Monthly Data Management Committee (DMC) meeting. Received very positive feedback on the transparency and visibility of the new project intake process from the Lunch and Learn and other outreach events (ex. Facility Directors, Facility IT Directors, and DMC Co- Chairs). EPMO Intake Services and Senior PMs have developed relationships with the primary business leads to further the EPMO s connection with the program side of the agency. In early October, EPMO discovered capacity of some business analysts and used this time to: o perform business case development work on Athelas PoC, which led to the EIB s decision to close the intake. Based on the detailed reasoning for the closure documented in the minutes, the requester understood and accepted the EIB s decision; o perform Pre-EIB Request Review for December s EIB meeting; o increase the number of intakes actively being worked. To date, we have closed 12, many that were carried over from ITIB, reducing the backlog. 12/12/2023 EIB December s Monthly Meeting 3
Potential Future Projects List Intake Pipeline (40) Intake Submission Not Occurred (13) ITIB Submissions (7) EIB Submissions (17) Tickit Health Microsoft Power BI (powerbigov.us) ObservSMART EHR ADC and Integration w/ EHR Catawba and SEVTC Elavon (electronic payments) Web Portal for Marcus Alerts EHR - OnePlan Update legal status code in Avatar Facilities Enterprise Human Resource System Solution (formerly HOPS HR) EHR - Oracle Millennium (Mythics/CAI) EHR - text communication with PHI Grandfathered in No Intake Form (3): Fiscal Note/Fireside Chat Lighthouse Central Registry for OTPS AAIDD/Supports Intensity Scale EDCC Integration PM tool (ex. Sensei IQ vs JIRA) Counter Tools Discharge Assistance Planning 4 because of expiring IT contracts list provided by Procurement VA Navigator 12/12/2023 EIB December s Monthly Meeting 4
Recommendations to Close Next Step Close Community Clinical/Facilities Operations N/A N/A ObservSMART Unfunded, per intake form Included in IT Strategic Plan 12/12/2023 EIB December s Monthly Meeting 5
Recommendations to Project Next Step Approve for Project Community Clinical/Facilities Operations Not Ready Not Ready Not Ready Unfunded, per intake form Included in IT Strategic Plan 12/12/2023 EIB December s Monthly Meeting 6
Progress Update In Progress Business Case Development Community Clinical/Facilities Operations Gartner Consulting Services None Language Interpretation & Translation Solution Facilities Clocks & Badges Replacement UKG Dimensions/Pro Migration & Implementation Patient ID Armband Integrated Solution ePrescribe Discharge Medication Billing EDCC Integration / Smartchart Network Unfunded, per intake form Included in IT Strategic Plan 12/12/2023 EIB December s Monthly Meeting 7
EPMO Pipeline Backlog As time permits Business Case Development Community Clinical/Facilities Operations Annual subscription renewal of Sensei Financial Management System Waystar ECOS Assessment None Discharge Assistance Planning (DAP) Telehealth Services Unfunded, per intake form Included in IT Strategic Plan 12/12/2023 EIB December s Monthly Meeting 8
EPMO Pipeline Backlog Next Step Start Business Case Development Community Clinical/Facilities Operations Enterprise Human Resource Information System Solution Fiscal Note/Fireside Chat Elavon (electronic payments) None Facilities Enterprise Vital Signs Integration Cashless Payment Solution (VCBR) OSVP Database MART Master Scheduler Unfunded, per intake form Included in IT Strategic Plan 12/12/2023 EIB December s Monthly Meeting 9
Intakes Submitted After EIB Deadline Next Step Pre-EIB Request Review Community Clinical/Facilities Operations CAI Staff Augmentation for IMS Replacement/Legacy Systems Data; Analysis/Migration Prep (4 systems total) - Data Analysis by System, Data Cleanse/Migration Prep, Future Single-Source Format DBHDS Public Safety Application: Omnigo (remaining facilities) SynMed (contract renewal) None Unfunded, per intake form Included in IT Strategic Plan 12/12/2023 EIB December s Monthly Meeting 10
Active Projects - Change Requests CBORD NetMenu Project Change Requests o VCBR Adoption o Reduce manual process of managing inventory (eVA and/or vendor interfaces) Recommendation: Both above change requests be submitted through the EPMO as Intake Requests and routed through EIB to be reviewed for prioritization and approval of Business Case Development. Glucose Monitoring Integration Project Change Request Recommendation: Executive Sponsor designate a Glucometer Integration Project Business Owner for immediate engagement by the Project Team and designate or hire a system Point of Care Coordinator. Project Manager incorporate required project deliverables into existing project plan and verify completion of actions to mitigate identified risks (details provided in 12/11 email from Lauren C.). EDM Patient eSignature Change Request Recommendation: Executive Sponsor designate a EDM Patient eSignature Business Owner for immediate engagement by Project Team and Facility Services. 12/12/2023 EIB December s Monthly Meeting 11
Key Dates for Next EIB Session January EIB Meeting Tuesday, 01/09/2024 12/15/2023 EIB Submission Form Deadline 12/28/2023 EIB / Data Modernization Program Sync Up w/Kathleen Graham Review new intakes submitted across the agency for data modernization program alignment (to pursue great on future state vs better on current state) 12/27/2023 EIB Priority List for Jan EIB (Community) w/Margaret Steele and Jean Dailey 12/28/2023 EIB Priority List for Jan EIB (Facilities/Clinical) w/Lauren Cartwright and Charles Mathenge 12/28/2023 EIB Priority List for Jan EIB (Operations) w/Russell Accashian and Kathleen Graham Review newly submitted intakes under your area that need prioritization to be worked as a business case, prioritize that list, get awareness of upcoming intake forms to be submitted, bring awareness to any scope/schedule/budget change requests for active approved projects 12/12/2023 EIB December s Monthly Meeting 12
Appendix 12/12/2023 EIB December s Monthly Meeting 13
3 Projects Red 4 Projects Yellow 11 Projects Green Project Health Rank Project Phase Business Lead ISO REP Project Manager Finish Date Status & Trend Comments EIB Rep Gerald Bullock Mobile Dispatch Go-Live 12/16 1 Virginia Crisis Connect Execution Bill Howard Henry Smith 3/1/2025 Ellen Cullette Asomugha Jeannette Hallock-solomon 2 Grants Management Phase 2 Execution Andrew D John Moore 12/29/2023 On track to complete P1 1/17/24 P2 5/23/24 End 9/19/24 Complete evaluation of Go-Live readiness by 12/18 David Trent 3 CBORD NetMenu Execution Abbey Dowler Lisa Kirby Angela Schedule at risk due to dependency on EDW 4 Data Exchange/CCS3 Sunset Execution Andrew D Craig Camidge Sam Osei Vikas Mehta 2/28/2025 EY extension; SOW in process 4 Data Governance Initiation Andrew D DBHDS CDO Sam Osei John Wallace 12/30/2025 Enterprise Data Warehouse Modernization 4 Initiation Andrew D Ellen Harrison Sam Osei Jim Lehmann 2/27/2026 Vendor selection in progress 6/30/2024* Determining steps in process while finishing negotiations w/vendor by mid-December DBHDS State Rental Assistance Program David Trent 5 Initiation Kristen Yavorksy Jean Dailey N/A Ellen *Funding to expire Gerald Bullock 6 Revenue Cycle Modernization Initiation Andrew D Shannon Wilson Chad Jones 3/28/2025 RFP Package to VITA 12/6 Decision made on compromise for required fields; will be implemented 12/11 Cullette Asomugha 7 TRAC- IT Execution Kyla Patterson Iesha Tiller 2/29/2024 Ellen Cullette Asomugha 8 Incident Management System Initiation Dev Nair Thomas Mangrum 4/1/2025 Ellen Active Status Report 12-08-23 *Bold/green finish days due to complete within next 90 days Weekly Project Status Executive Summary 14 12/08/23
3 Projects Red 4 Projects Yellow 11 Projects Green Project Health Rank Project Phase Business Lead ISO REP Project Manager Finish Date Status & Trend Comments EIB Rep Original project implemented; O&M effort for data migration on-going Forensic Information Management System (FIMS) Remove from future reports David Trent N/A 9 Execution Sarah Davis Chad Jones (CAI) 12/29/2023 Angela Fabio Desouza, Lauren Cartwright ON HOLD pending Cerner kickoff Feb 2024 10 Vital Sign Integration Planning Sam Osei Charles Mathenge 6/12/2024 Angela Glucose Monitoring Integration Project Fabio Desouza, Lauren Cartwright Quanya Spencer (CAI) ON HOLD pending Sponsor decision 10 Execution Sam Osei 12/29/2023 Angela Fabio Desouza, Lauren Cartwright Fabio Desouza, Lauren Cartwright Cullette Asomugha Quanya Spencer (CAI) 10 EDM Patient eSignature Execution 6/13/2024 Angela 10 Dragon Medical One Execution Sam Osei Charles Mathenge 12/29/2023 Go-Live was 12/7 Angela Gerald Bullock Glenn Schmitz Project to reconvene in February 2024 10 Pyxis ADC Execution Michelle Thomas Charles Mathenge 6/11/2024 Angela Application Reduction Initiative 11 Execution Facility IT Directors James Im 12/29/2023 On track to complete Robert OmniCell Modernization (SVMHI, SWVMHI, PGH) Gerald Bullock VITA to provide a physical deployment solution 12 Execution Michelle Thomas James Im 4/26/2024 Angela David Trent Procurement completing internal contract signatures TRACERS with AMP Plus CMS Initiation Crystal Lipford Iesha Tiller 7/17/2024 Angela Go-Live 3/31/24 End 6/30/24 Extension approval received; MiFare cards chosen Facilities Clock and Badge Replacement David Trent Quanya Spencer (CAI) Execution Andrew Cheney Angela Active Status Report 12-08-23 *Bold/green finish days due to complete within next 90 days Weekly Project Status Executive Summary 15 12/08/23
90 Days to Implementation All projects implementing prior to February 27, 2024 4 projects within 90-day implementation window Three projects green, to complete on time by 12/29/23 EHR Enterprise Dragon Medical One Go-Live scheduled 12/7/23 Application Reduction Initiative Grant Management Phase II In Production One project at risk (details on slide 6) Glucose Monitoring Go-Live postponed, on hold 12/08/23 Weekly Project Status Executive Summary 16
Project NOT Green 2 of 7 VCC Mobile Dispatch training is underway, preparing for Go-Live mid December Path to Green: Obtaining approval for a change request through VITA Identify scope/schedule/budget changes and submit to VITA the change request Create a readiness checklist for Mobile Dispatch to go into production Upcoming Milestones: Complete Dispatch Training by December 12th Mobile Dispatch Go-Live December 16th Execute emergency contract and SOW for subscription by December 31st 7 Projects off track CBORD NetMenu Preload activities 94% complete; PROD migration 12/11 for solution to remove final single allergy Path to Green: Adjust schedule in Planview for delays and scope decision by December 18th Upcoming Milestones: Identify critical interface/EHR issues to be resolved before go-live by December 6th Facilities complete go-live checklist by December 8th; Evaluate go-live readiness by December 18th Resolve all critical issues during Dec window December 9th 19th 12/08/23 Weekly Project Status Executive Summary 17
Project NOT Green 3 of 7 7 Projects off track Data Exchange CCS3 Sunset Realized risk of EDW vendor contract negotiations delaying the schedule Path to Green: Determine changes to schedule after EDW vendor finalized Upcoming Milestone: Finalize Spec document by December 31st (not impacted by risk) Revenue Cycle Modernization Final RFP package submitted to VITA December 6th Path to Green: VITA review to occur week of December 18th Upcoming Milestone: Publish RFP in eVA by December 22nd Tracers with AMP Plus CMS Procurement to advise of contract approval status Path to Green: Obtaining fully executed contract Upcoming Milestone: Meeting with Business Owners to review Stakeholder Register by December 15th 12/08/23 Weekly Project Status Executive Summary 18
Project NOT Green 2 of 7 7 Projects off track Glucose Monitoring Go-Live postponed, project on hold pending rescoping decision by Project Sponsor Path to Green: Business stakeholder working with intake team for justification of rescoping Upcoming Milestones: Presentation to Executive Sponsor 12/12 outlining gaps and constraints OMNICELL Modernization VITA solution team is still vetting the new physical server requirements Path to Green: Rescope the project with the vendor and VITA Upcoming Milestones: Rescoped project by January 12th 12/08/23 Weekly Project Status Executive Summary 19
