Enterprise Investment Board Kickoff Meeting - Overview of EIB Processes
The Enterprise Investment Board Kickoff Meeting on 10/31/2023 introduced the EIB's new approach, operational model, and how it differs from ITIB. EIB focuses on new EPMO SharePoint site, optimized tracking and reporting, collaborative project prioritization, compliance with VITA standards, increased due diligence, change management decisions, and dedicated support by Intake Services. It outlines the Pre-EIB Request Review process and prioritization criteria for intake, business cases, and project execution.
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Presentation Transcript
Enterprise Investment Board Kickoff Meeting 10/31/2023 EIB Kickoff Meeting 1
Agenda Establish Quorum Demo EPMO SharePoint site EIB Approach and Operating Model Bridging the Gap ITIB to EIB Project Health Q&A Interactive Session 10/31/2023 EIB Kickoff Meeting 2
How is EIB different than ITIB? 1. New EPMO SharePoint site (one stop shop) will host intake form, all EIB pre-reads and output materials for Agency awareness 2. Optimized Tracking and Reporting Digitized Intake Form for better tracking and visibility of the request Transparency enhanced by early entry of project into Project Web Application (PWA) and detailed documented processes for investment requests 3. Collaborative project prioritization, recommendations, and decisions Revised definitions of approved and prioritized Augmenting prioritization with value drivers, dependency criteria, and resource capacity EIB member/business lead prioritizes efforts under their authority (Multiple requests under one program) 4. Compliance with VITA - Intake Services process follows VITA standards 5. Increased due diligence enabled by Pre-EIB Review and expanded Business Case (formerly Transition document) Early engagement of Procurement / Info Sec / IT / Finance to assess feasibility early Identify measurable benefits as part of the Business Case Provides strong foundation for project execution and increases efficiency Integrated portfolio backlog and pipeline long term view 6. Drive change management/control decisions for active projects 7. Intake Services is dedicated supportive body for EIB, working in parallel with the business leads for each area 10/31/2023 EIB Kickoff Meeting 3
ITs Micro Project Committee Electronic Intake Form is the central entry point for all investments, including contract renewals and annual license renewals. These were not brought to ITIB historically, but there s value in asking the question Does this still make sense ? as part of Pre-EIB Request Review. Engage IT s Micro Project Committee to advance intake forward rather than completing the Business Case. Intakes for expiring contracts need to be submitted at a minimum 6 12 months before expiration for a SS and 12 24 months for non-SS. Contract expirations for IT applications that will result in a competitive procurement will be viewed as a non-micro project with a procurement to go through the full EIB workflow. 10/31/2023 EIB Kickoff Meeting 4
How is EIB different than ITIB? Pre-EIB Request Review Investment Request (Intake) EIB Session Approval Business Case Development Project Delivery EIB Consensus Approved Prioritized Start Work Approved: Intake Business Case Project Prioritized: Order in which an Intake, Business Case, or Project work will start. When work starts, depends on required resource capacity. Intakes prioritized based on intake submission date (oldest to newest). Business Cases prioritized based on EIB decision (agree with EPMO recommendation or reorder). Projects prioritized based on EIB decision (agree with EPMO recommendation or reorder). Once work starts, if priority changes, effort will move to the higher priority, when resources are shared. 10/31/2023 EIB Kickoff Meeting 5
Recommendations to Close (10) Next Step Close Community (3) Clinical/Facilities (7) Operations N/A HCBS Quality Tool Learning Management System Tobacco Merchant Training Omnigo RICOH SEVTC Forensic Data Quality Validation Tool MART Scheduler CommonWell (HIE) Cepheid Lab Analyzer Integration (ITIB Ranked #10) NetPresenter (HDMC) 10/31/2023 EIB Kickoff Meeting 6
Potential Future Projects List Intake Pipeline (24) EIB Submissions (8) UKG Dimensions/Pro - Migration and Implementation VCBR Cashless Payment Facilities Clocks & Badges Replacement Telehealth Services for facilities OSVP Database Patient Id Armband Integrated Solution Language Interpretation & Translation (contract expiring 10/31) CSH Athelas Clozaril PoC Test ITIB Submissions (8) Pending Intake Submission (8) Financial Management System /OpenGov ObservSMART Elavon (electronic payments) Counter Tools (contract expiring) Web Portal for Marcus Alerts VA Navigator (contract expiring) HOPS HR Tickit Health CommonWell (IHE) Fiscal Note/Fireside Chat EHR ADC and Integration w/ EHR Catawba and SEVTC ITIB Business Cases In Progress COTS FOIA EHR - EKG Device Integration EDCC Integration Candidate Background Checks (Skills Survey) Discharge Assistance Planning 10/31/2023 EIB Kickoff Meeting 7
Prioritization Recommendations Next Step Approve for Project Community Clinical/Facilities Operations Not Ready Not Ready Not Ready 10/31/2023 EIB Kickoff Meeting 8
Prioritization Recommendations Next Step Finish Business Case Development (ITIB Intakes) Community Clinical/Facilities Operations EDCC Integration / Smartchart Network COTS FOIA N/A Discharge Assistance Planning (DAP) Unfunded, per ITIB intake form Included in IT Strategic Plan 10/31/2023 EIB Kickoff Meeting 9
Prioritization Recommendations Next Step Start Business Case Development Community Clinical/Facilities Operations Financial Management System/Open Gov (once submitted) Not Ready Web Portal for Marcus Alerts Facilities Clocks & Badges Replacement UKG Dimensions/Pro Migration & Implementation Telehealth Services Unfunded, per ITIB intake form Included in IT Strategic Plan 10/31/2023 EIB Kickoff Meeting 10
EPMO Pipeline Backlog Next Step Start Business Case Development Community Clinical/Facilities Operations Fiscal Note/Fireside Chat Elavon (electronic payments) None ObservSMART Athelas Clozaril Point of Care Test (CSH) HOPS HR/HRIS/ Immuware Cashless Payment Solution (VCBR) Unfunded, per EIB intake form Included in IT Strategic Plan 10/31/2023 EIB Kickoff Meeting 11
Prioritization Recommendations Next Step Hand Off to IT s Micro Committee Community Clinical/Facilities Operations None None Language Interpretation & Translation Solution Unfunded, per ITIB intake form Included in IT Strategic Plan 10/31/2023 EIB Kickoff Meeting 12
Intakes Submitted After EIB Deadline Next Step Pre-EIB Request Review Community Clinical/Facilities Operations None OSVP Database Patient ID Armband Integrated Solution None Unfunded, per EIB intake form Included in IT Strategic Plan 10/31/2023 EIB Kickoff Meeting 13
Project Health, as of 10/27/23 Rank Project Phase EIB Rep Business Lead ISO REP Project Manager Finish Date Status & Trend Virginia Crisis Connect (formerly Crisis Call Center) Henry Smith (CAI) Bill Howard 1 Execution Ellen Gerald TBD Jeannette Hallock-Solomon (CAI) Grants Management Compliance Tool 2 Execution Cort John Moore Cullette 12/29/2023 PI 1/17/24 P2 5/23/24 End 9/19/24 Food and Nutrition System Replacement (CBORD NetMenu) 3 Execution Angela Abbey Dowler Trent Lisa Kirby Vikas Mehta (CAI) 4 CSB Data Exchange/CCS3 Sunset Execution Cort Craig Camidge Sam 2/28/2025 John Wallace (CAI) 4 Data Governance Initiation Cort DBHDS CDO Sam 12/30/2025 Jim Lehmann (CAI) 4 Enterprise Data Warehouse Initiation Cort Ellen Harrison Sam 2/27/2026 Funding may be available as soon as Nov 2023 Kristen Yavorksy DBHDS State Rental Assistance Program 5 Initiation Ellen Trent TBD Cloud T&Cs still being negotiated Revenue Cycle Modernization Shannon Wilson Chad Jones (CAI) 6 Initiation Cort Gerald TBD TRAC- IT (Early Intervention/ITOTS Replacement) 2/28/2024 7 Execution Ellen Kyla Patterson Cullette Iesha Tiller Incident Management System Replacement (CHRIS) Thomas Mangrum 8 Ellen Dev Nair TBD Initiation Cullette 10/31/2023 EIB Kickoff Meeting 14
Project Health, as of 10/27/23 Planned Finish Date Rank Project Phase EIB Rep Business Lead ISO REP Project Manager Status & Trend Forensic Information Management System (FIMS) 9 Execution Angela Sarah Davis Trent Chad Jones (CAI) 10/31/2023 Fabio Desouza, Lauren Cartwright Fabio Desouza, Lauren Cartwright Fabio Desouza, Lauren Cartwright Vital Sign Device Integration with EHR VCBR) 10 Planning Angela Sam Charles Mathenge 6/12/2024 Blood Glucose Device Integration with EHR (7 facilities) Quanya Spencer (CAI) 10 Execution Angela Sam 12/29/2023 EDM Patient eSignature (formerly Clinical Formsuite) Quanya Spencer (CAI) 10 Execution Angela Cullette 6/13/2024 Fabio Desouza, Lauren Cartwright 10 EHR Enterprise Dragon Medical One Execution Angela Sam Charles Mathenge 12/29/2023 Pyxis Automated Med Dispensing Cabinets Michelle Thomas 10 Execution Angela Gerald Charles Mathenge 6/11/2024 Facility IT Directors 11 Application Reduction Initiative Execution Robert Glenn James Im 12/29/2023 Michelle Thomas OmniCell Modernization (SVMHI, SWVMHI, PGH) 12 Execution Angela Gerald James Im 4/1/2024 Taneika Goldman 13 OHR Community Look Behind Execution Ellen David Trent Thomas Mangrum 10/31/2023 TRACERS Initiation Angela Crystal Lipford David Trent Iesha Tiller TBD 10/31/2023 EIB Kickoff Meeting 15
Project Health, as of 10/27/23 Off Track Projects VCC Executed Emergency Determination allows us to engage the vendors while we are in contract negotiations. Contract details need to be flushed out including outstanding requirements. Budget review being conducted. Working session scheduled with BHL to develop an updated project plan. Path to Green : Align on scope, reconcile cost and develop a new plan to be established. CCS3 Risk, yellow trending red. Reason: EDW vendor contract negotiations likely to delay schedule. Path to Green : Update schedule to accommodate contract negotiation timelines. On track. Revenue Cycle Modernization Avatar replacement: revising RFP based on VITA feedback, and we are trying to arrange for a demo of the Cerner Registration system Path to Green : Need to develop unified business strategy and project governance approach. Glucose Device Integration Resource constraints: Business lead has requested that we postpone the Go Live date. Path to Green : Schedule a meeting with the Executive Sponsor and other stakeholders to find a way forward. OMNICELL New physical server will be procured with Win 2019 at QTS datacenter to support all OMNICELL cabinets situated in PGH, SWVMHI, and SVMHI facilities. Three SQL databases will be consolidated to a single SQL database. Path to Green : Sign contract, and update schedule to accommodate new path forward with alignment on budget/resources. OHR Look Behind UAT testing completed. UAT results signed-off. Waiting for Security ATO and CAB approval to move to production. Path to Green : Security ATO and CAB approval to move to production. 10/31/2023 EIB Kickoff Meeting 16
Key Dates for Next EIB Session November EIB Meeting Tuesday, 11/14/2023 10/23/2023 EIB Submission Form Deadline 11/2/2023 EIB / Data Modernization Program Sync Up w/Kathleen Graham Review new intakes submitted across the agency for data modernization program alignment 11/2/2023 IT's Micro Project Committee Readiness Review hand off and reporting progress back into EIB workflow 11/3/2023 EIB Priority List for Nov EIB (Community) w/Craig Camidge and Jean Dailey (on leave) 11/2/2023 EIB Priority List for Nov EIB (Facilities/Clinical) w/Lauren Cartwright and Charles Mathenge 11/2/2023 EIB Priority List for Nov EIB (Operations) w/Erin Loar 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 10/31/2023 EIB Kickoff Meeting 17
