Enterprise Investment Board November's Monthly Meeting Summary
The Enterprise Investment Board November's Monthly Meeting held on 11/14/2023 discussed various agenda items including establishing quorum, reviewing action items, EPMO recommendations, and project health. The meeting also touched upon potential future projects, recommendations to close and project approval, along with progress updates on business case development and community clinical/facilities operations.
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Enterprise Investment Board November s Monthly Meeting 11/14/2023 EIB November s Monthly Meeting 1
Agenda Establish Quorum Review Action Items EPMO Recommendations Q&A Interactive Session Appendix Project Health 11/14/2023 EIB November s Monthly Meeting 2
Potential Future Projects List Intake Pipeline (28) Pending Intake Submission (7) ITIB Submissions (8) ObservSMART Elavon (electronic payments) Web Portal for Marcus Alerts Facilities Enterprise Human Resource System Solution (formerly HOPS HR) Fiscal Note/Fireside Chat COTS FOIA EDCC Integration Discharge Assistance Planning EIB Submissions (10) Tickit Health UKG Dimensions/Pro - Migration and Implementation EHR ADC and Integration w/ EHR Catawba and SEVTC VCBR Cashless Payment MART Scheduler Facilities Clocks & Badges Replacement EHR - OnePlan Telehealth Services for facilities EHR - Expand glucometer and vital signs projects to additional facilities OSVP Database Patient Id Armband Integrated Solution Update legal status code in Avatar Language Interpretation & Translation (contract expiring 10/31) Sensei (contract renewal) Grandfathered in No Intake Form (3): CSH Athelas Clozaril PoC Test AAIDD/Supports Intensity Scale ePrescribe Discharge Medication Billing Counter Tools Financial Management System Replacement VA Navigator 11/14/2023 EIB November s Monthly Meeting 3
Recommendations to Close Next Step Close Community Clinical/Facilities Operations N/A N/A N/A 11/14/2023 EIB November s Monthly Meeting 4
Recommendations to Project Next Step Approve for Project Community Clinical/Facilities Operations Not Ready Not Ready Not Ready 11/14/2023 EIB November s Monthly Meeting 5
Progress Update In Progress - Business Case Development Community Clinical/Facilities Operations COTS FOIA - S N/A Language Interpretation & Translation Solution M Facilities Clocks & Badges Replacement - S Telehealth Services -S Unfunded, per ITIB intake form Included in IT Strategic Plan 11/14/2023 EIB November s Monthly Meeting 6
EPMO Pipeline Backlog As time permits Business Case Development Community Clinical/Facilities Operations UKG Dimensions/Pro Migration & Implementation Patient ID Armband Integrated Solution Discharge Assistance Planning (DAP) L ObservSMART L Athelas Clozaril Point of Care Test (CSH) M EDCC Integration / Smartchart Net work M N/A Unfunded, per intake form Included in IT Strategic Plan 11/14/2023 EIB November s Monthly Meeting 7
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 Cashless Payment Solution (VCBR) OSVP Database Unfunded, per intake form Included in IT Strategic Plan 11/14/2023 EIB November s Monthly Meeting 8
Intakes Submitted After EIB Deadline Next Step Pre-EIB Request Review Community Clinical/Facilities Operations None ePrescribe Discharge Medication Billing Financial Management System Unfunded, per intake form Included in IT Strategic Plan 11/14/2023 EIB November s Monthly Meeting 9
Key Dates for Next EIB Session December EIB Meeting Tuesday, 12/12/2023 11/16/2023 EIB Submission Form Deadline 11/29/2023 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) 11/29/2023 EIB Priority List for Dec EIB (Community) w/Craig Camidge and Jean Dailey (on leave) 12/1/2023 EIB Priority List for Dec EIB (Facilities/Clinical) w/Lauren Cartwright and Charles Mathenge 11/29/2023 EIB Priority List for Dec 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, and get awareness of upcoming intake forms to be submitted 11/14/2023 EIB November s Monthly Meeting 10
Appendix 11/14/2023 EIB November s Monthly Meeting 11
Project Health Rank Project Phase EIB Rep Business Lead ISO REP Project Manager Finish Date Status & Trend Comments Transfering service contract to new vendor On track to complete by December 31, 2023 Virginia Crisis Connect (formerly Crisis Call Center) 1 Execution Ellen Bill Howard Gerald Jean Dailey 4/26/2024 Grants Management Compliance Tool 12/29/2023 2 Execution Cort John Moore Cullette Jeannette P1 1/17/24 P2 5/23/24 End 9/19/24 Resource holiday constraints CBORD NetMenu (Food and Nutrition System Replacement) 3 Execution Angela Abbey Dowler Trent Lisa Kirby 4 Data Exchange/CCS3 Sunset Execution Cort Craig Camidge Sam Vikas Mehta 2/28/2025 Vendor contracts 4 Data Governance Initiation Cort DBHDS CDO Sam John Wallace 12/30/2025 Enterprise Data Warehouse Modernization 4 Initiation Cort Ellen Harrison Sam Jim Lehmann 2/27/2024 DBHDS State Rental Assistance Program Cloud T&Cs still being negotiated Funding may be available Nov 2023 5 Initiation Ellen Kristen Yavorksy Trent 6/30/2024 N/A 6 Revenue Cycle Modernization Initiation Cort Shannon Wilson Gerald Chad Jones 3/28/2025 Initiation phase TRAC- IT (Early Intervention/ITOTS Replacement) 7 Execution Ellen Kyla Patterson Cullette Iesha Tiller 2/28/2024 Incident Management System Replacement (CHRIS) Awaiting DMAS response 8 Initiation Ellen Dev Nair Cullette Thomas Mangrum 4/1/2025 Final validation check being perfromed Forensic Information Management System (FIMS) 10/31/2023 9 Execution Angela Sarah Davis Trent Chad Jones (CAI) Active Project Status Report *Bold/green within next 90-day implementation window Weekly Project Status Executive Summary 12 11/03/23
Project Health Rank Project Phase EIB Rep Business Lead ISO REP Project Manager Finish Date Status & Trend Comments Vital Sign Device Integration with EHR VCBR Fabio Desouza, Lauren Cartwright 10 Planning Angela Sam Charles Mathenge 6/12/2024 Blood Glucose Device Integration with EHR (7 facilities) Fabio Desouza, Lauren Cartwright Quanya Spencer (CAI) Need Point of Care Coordinator 12/29/2023 10 Execution Angela Sam EDM Patient eSignature (formerly Clinical Formsuite) Fabio Desouza, Lauren Cartwright Quanya Spencer (CAI) 10 Execution Angela Cullette 6/13/2024 Fabio Desouza, Lauren Cartwright On track to complete Charles Mathenge 12/29/2023 10 Dragon Medical One Execution Angela Sam Pyxis Automated Med Dispensing Cabinets 10 Execution Angela Michelle Thomas Gerald Charles Mathenge 6/11/2024 Application Reduction Initiative On track to close by end of the year 12/29/2023 11 Execution Robert Facility IT Directors Glenn James Im OmniCell Modernization (SVMHI, SWVMHI, PGH) Pending VITA approval 12 Execution Angela Michelle Thomas Gerald James Im 4/1/2024 David Trent David Trent CAB review by 11/7/23 Thomas Mangrum 10/31/2023 13 OHR Community Look Behind Execution Ellen Taneika Goldman TRACERS Initiation Angela Crystal Lipford Iesha Tiller 7/17/2024 Facilities Clock and Badge Replacement Initiation Angela ______ Pre-Initiation Active Project Status Report *Bold/green within next 90-day implementation window Weekly Project Status Executive Summary 13 11/03/23
90 Days to Implementation All projects implementing prior to January 30, 2024 OHR Look Behind 10/31/23 - On track after CAB approval Security ATO and business have signed off, CAB approval should be 11/7/23 Forensic Information Management System (FIMS) 10/31/23 will be 11/3/23 3 records prod records being validated, remaining will load upon validation Application Reduction Initiative 12/29/23 On track to complete on time 7 projects within 90-day implementation window EHR Enterprise Dragon Medical One 12/29/23 On track to complete on time Glucose Monitoring 12/29/23 - postponed, on hold No Point of Care Coordinator. Go live date depends upon new hire Grant Management 12/31/23 On track to complete on time CBORD Phase 1 1/17/24 May push until 2/1/24 due to resource constraints and holiday vacation schedules 11/03/23 Weekly Project Status Executive Summary 14
Project NOT Green 7 Projects off track VCC Developed Draft plan for mobile dispatch training/qualification, reviewing with business Path to Green: Flush out details in SOW for secured sole vendor, align to budget, and update implementation plans CBORD NetMenu Contract disputes, increased costs and delays, revising project schedule Path to Green: Adjusting schedule for comparison activities and parallel validations Data Exchange CCS3 Sunset Realized risk of EDW vendor contract negotiations delaying the schedule. Path to Green: Expediting the RFP process and finalizing the data elements for the integration solution with CSB EHR Revenue Cycle Modernization Avatar replacement: revising RFP based on VITA feedback, arranging demo of the Cerner Registration system Path to Green: Need to align comprehensive goals for the project with leadership and business strategy Glucose Monitoring Resource constraints: Business lead requested to postpone the Go Live date; no Point of Care Coordinator identified Path to Green: Project team completing Go Live readiness assessment; facility services team addressing POC Coordinator Omni Cell New solution and new vendor required; VITA set up a pre RFS meeting coming Wednesday to review technical requirements Path to Green: Project will be on hold for month or two until we finalize path forward, rescoping project OHR Look Behind UAT testing and Security ATO complete CAB approval should be 11/7/23 Path to Green: Await CAB approval and move to production 11/03/23 Weekly Project Status Executive Summary 15
