Avatar ICD-10 Upgrade and Enhancements Project

1. Avatar ICD-10 Upgrade and Enhancements Project March 26, 2014 Implementation Phase Presenters: Terry Reusser, Michael Snouffer, Jeff Esquibel

2. Avatar/myAvatar Overview • Medical record and billing system used in seven facilities across the state • FBMC, NMBHI, NMRC, NMSVH, SATC, Turquoise Lodge, LLCP • Facilities provide psychiatric, long-term, rehabilitative, behavioral health and drug treatment programs • First implemented at NMRC in 2001 • Original project know as Facility System Enhancement Project (FSEP) • Rolled out to remaining facilities over a three year period • Last major upgrade in 2011 • Platform conversion from AIX to Windows • New hardware • All application modules and components upgraded in preparation for myAvatar • Newest version called myAvatar • Needed for ICD-10 • Will run on existing hardware

3. Project Overview • Business Objectives • Upgrade Avatar to myAvatar to meet federal required ICD-10 code sets for HIPAA covered entities. • Implement enhancements to myAvatar. • Train all staff on the use of both the new version of myAvatar, enhancements and ICD-10 coding. • Technical Objectives • Create requirement, configuration documents and timeline. • Implement myAvatar upgraded in test environment. • Develop test plan and scripts. Execute test scripts in test environment. Track and fix defects. • Upgrade myAvatar upgrade in production. • Develop test plan and scripts for enhancements. Execute test scripts in test environment. Track and fix defects. • Implement myAvatar enhancements in production.

4. MyAvatar Enhancements • Laboratory Information Management System (LIMS) for use at NMBHI • Order Entry for use at NMBHI • Order Connect for use at NMBHI • Incident Tracking for all facilities

5. Project Highlights • Funds requested for this certification: $460,000 • Funds requested in Initiation Phase: $190,000 • Project Management and IV&V • Project Phase Certification Request: Implementation • Project Start Date: December 2013 • Project End Date: March 2015 • Total project value: $650,000 • Total expended to date: $0

6. Completed Planning Phase Activities • Vendor contract negotiated and in review • Detailed Schedule, Budget and Communication Plans completed • Resources identified and committed • Project team • Business process team • Superusers • IV&V contract negotiated and in contract review • Project Management Plan completed • TARC exception granted

7. Implementation Phase Activities • Project Management contract executed • IV&V contract executed • Vendor contract executed • Track risk and issues • Create and execute detailed test plan and test scripts for myAvatar upgrade and enhancements • Create and execute detailed training plans for myAvatar upgrade and enhancements • Create training documentation for myAvatar upgrade and enhancements

8. Implementation Phase Activities continued • Establish test and training environments for myAvatar upgrade and enhancements • Test myAvatar upgrade and enhancements • Place myAvatar upgrade and enhancements into production

9. Tentative Project Timeline

10. Questions?