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Work Plan for Interim Planning Phase (Prior to Program Funding)

Work Plan for Interim Planning Phase (Prior to Program Funding). Planning Phase includes Interim Planning Phase (to funding event), Strategic Plan delivered and Operational Plan delivered (all due by 05/31/10)

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Work Plan for Interim Planning Phase (Prior to Program Funding)

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  1. Work Plan for Interim Planning Phase (Prior to Program Funding) • Planning Phase includes Interim Planning Phase (to funding event), Strategic Plan delivered and Operational Plan delivered (all due by 05/31/10) • Work will be accomplished in Task Forces (TF) between Oversight Work Group (OWG) meetings; Nine TF identified • TF report outs to be made at OWG meetings and discussed in larger forum • Communications TF put in place to ensure smooth process for report out/feedback/incorporate loop as well as soliciting input from external sources and ensuring broad/complete participation • Goals and deliverables to be set for 1/16/10 – end of interim planning phase. There are 8 full working weeks to that date. • TF will identify deliverables, time line and milestones to complete both the Strategic Plan and the Operational Plan for their domain space • Discrete deliverables for this phase are identified on following slides • Vision, Goals and Objectives for the entire OK SHIECAP program to be offered by the Governance TF and agreed by OWG • Due to significant scope of work, three subcommittee TFs are identified in addition to those set out in Title XIII: Communications, Contracting/Procurement, and Performance & Evaluation • TF will be filled by volunteers; a cross-section of perspective and skills will be encouraged for each; one can volunteer for multiple TFs • Staff will provide management tools to be shared on the OKHIE website • Staff will compile TF work into comprehensive OK SHIECAP documents and reports

  2. Meeting Schedule and Deliverables 11/5 11/12 11/19 11/26 12/3 12/10 12/17 12/24 12/31 1/7/10 1/14 1/21 • Best Practices Case Study #2 • Contracting/Procurement TF Plan • Task Force Report Out • Discussion/Feedback • Identify Task Force Teams • Requirements Review • Kick off Planning Phase • Task Force Report Out • Goals & objectives • Deliverables • Time Line & Milestones • Discussion/Feedback • Present staffing plan and identify candidates for key positions • Task Force Report Out • Discussion/Feedback • Best Practices Case Study #3 • Vendor Event Plan • Task Force Report Out • Discussion/Feedback • Best Practices Case Study #1 • Governance TF on V, G, O for OK SHIECAP • Task Force Report Out • Personnel/Expertise Gaps • Metrics for Strategic and Operational Plans • Discussion/Feedback Report Out all Task Forces Deliverables This Phase Due Discussion/Feedback • Communications TF Plan • Task Force Report Out • Discussion/Feedback • Hand-over to Permanent Hires • Present of Plan for Completion • of Work In Planning Phase Task Force Work and Activity Feedback Loop with Oversight Work Group Communications TF Work with Staff Work Holiday/Quiet Time Funding Event

  3. Interim Planning Phase Working Group Structure Gov Gov’s HIT Team Oversight Workgroup Project Manager Domain Task Force Governance Finance Technical Infrastructure Bus & Tech Operations Legal/Policy Communications Clinical/Quality Performance & Evaluation Contracting/ Procurement

  4. Governance Task Force Governance • Responsibilities: • Strategic Plan • Plan for ongoing participation & full representation – including other federal care delivery systems • Describe and nominate State Government HIT Coordinator • Ensure accountability and transparency • Identify vision, goals, objectives and strategies for state HIE -- including capacity development and meaningful use criteria • Approach to interdependence and integration between this program and the state’s Medicaid HIT Plan • Describe coordination with Medicare and relevant federally-funded state programs • Operational Plan • Plan for ongoing governance and policy structures

  5. Finance Task Force Finance • Responsibilities: • Strategic Plan • Write a business plan that describes sustainability approach (funding approach) • Compile staffing needs and determine strategy • Determine and nominate best candidates for state designated entity for the duration of this plan • Operational Plan • Detail cost estimates for the implementation of the plan • Create a schedule with manpower requirements • Provide staffing plan • Discuss risks and issues and mitigation plans • Design financial policies and cost controls • Report progress and spending

  6. Finance Subcommittee Task Force Communications • Responsibilities: • Strategic Plan • Determine most effective means of communicating amongst working groups, oversight work group and HIT committee • Determine effective broadcast and feedback/input from other interested stakeholders and experts • Create education/outreach strategy • Operational Plan • Determine educational program for all stakeholders • Design modal and logistics for outreach • Incorporate opportunities for content/training with other programs (including ARRA) • Create effective messaging campaign

  7. Finance Subcommittee Task Force Contracting/ Procurement • Responsibilities: • Strategic Plan • Design contracting/procurement approach for vendors, consultants, etc. • Identify approach to vendor pre-qualification • Pre-qualify vendors • Operational Plan • Determine contracting approach to vendors and contractors • Identify procurement approach and opportunities • Issue RFP for implementation of HIE

  8. Technical Infrastructure Task Force Technical Infrastructure • Responsibilities: • Strategic Plan • Ensure adoption to standards and certifications required • Design levels of participation (i.e., with NHIN) • Plan approach to system architecture design and implementation • Nominate vendors to pre-qualify • Operational Plan • Describe plan for compliance with standards and certifications for interoperability • Describe: • Levels of HIE services to be provided and time line • How this plan leads to statewide availability of HIE • How health data is protected • How architecture aligns with NHIN • Explain how technical solutions lead to planned capacity within the state especially relative to meaningful use criteria.

  9. Technical Infrastructure Subcommittee Task Force Clinical/ Quality • Responsibilities: • Strategic Plan • Define clinical user specifications: user and quality use-cases, data sharing requirements, policies related to use of the data, and clinical and quality-related technology requirements and data access standards. • Operational Plan • Write performance specifications for RFP • Set quality standards and goals • Define test, metrics and methods for continuous improvement

  10. Business & Technical Operations Task Force Bus & Tech Operations • Responsibilities: • Strategic Plan • Describe existing state and regional HIE capacity and other shared services and directories and approach to leverage to meet HIE Strategic Plan • Develop incremental plan to reach all geographies and providers across the state • Leverage other ARRA Programs • Operational Plan • Describe leveraging and connecting with other state and regional HIOs • Detail use of shared resources and development of services if organic • Design SOP to be used • Report on leveraged resources from other states and other ARRA programs

  11. Business & Technical Operations Subcommittee Task Force Performance & Evaluation • Responsibilities: • Strategic Plan • Compile performance and evaluation metrics identified by other Task Forces and determine compliance with overall V, G & O • Identify best practice case studies and present at Oversight Working Group meetings • Generate strategies for incorporating best practices, lessons learned and continuous improvement • Operational Plan • Create plan for sharing lessons learned and best practices with other states • Hold accountable to identified metrics and report out

  12. Legal and Policy Task Force Legal & Policy • Responsibilities: • Strategic Plan • Address approach to privacy/security issues within and between states • State intentions to amend state laws, if any • Illustrate approach to facilitated negotiations with other states • Promulgate policies and procedures to foster data exchange • Develop trust agreements to enable secure flow of information • Identify approach to acts of non-compliance (with fed and state laws and other HIE policies) • Operational Plan • Describe compliance plan for all relevant policies and laws • State intentions for interdependence with governance and oversight mechanisms • Describe plans for privacy and security statewide and consistency with other states • Ensure adherence to other federal laws that may exist for various participants such as VA, DoD, IHS, etc.

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