Advanced Project Management for Behavioral Health Electronic Health Records (EHRs)

Series 2: Project Management
Advanced Project Management for Behavioral
Health Electronic Health Records (EHRs)
From the CIHS Video Series “Ten Minutes at a Time”
9/2013
Module 3 - Overview
• General Guidelines for Executive
Management
• What is the Systems Development Life
Cycle (SDLC)
• Activities for the Planning and Analysis
Phase in the SDLC
What is the Systems Development Life Cycle (SDLC)?
The Systems Development
Life Cycle (SDLC) is a
conceptual model used in
project management that
outlines the stages involved in
an IT project, from start up to
implementation and
maintenance of the completed
project. It is used as a highlevel guide to IT Governance
activities and the development
of the project plan.
“Configuration” for
most BH EHR projects
Retrieved April 2013 from
http://searchsoftwarequality.techtarget.co
m/definition/systems-development-lifecycle
Structuring IT
Governance Tasks
• Applying SDLC at Start Up
1. Systems analysis and requirements definition
2. System physical construction (hardware, software, broadband
access, communications, security issues)
3. Implementation of the project activities and the associated tasks,
from vendor selection to Go Live
4. Use of the system, including managing the transition from the old
way of doing things to the new way of doing things, and ongoing
training needs
5. Post Go-Live system evaluation (usually after a year of running the
system) and system maintenance, including reconfiguring the system
to accommodate changing regulations, improving reporting
capacities, managing vendor updates, etc.
Systems Analysis Key Concepts
• Inventory all IT
assets and
liabilities
• Create a staff
skills matrix
Discovery
System
Requirements
Definition
• Identifies
capabilities that
the EHR system
has to have to
conduct business
• State and federal
requirements,
forms, reports,
grant/contract
requirements, etc.
• Multiple
stakeholders
means conflicting
/ competing
requirements
• Must be able to
trace various
requirements to
source
Requirements
Traceability Matrix
Systems Analysis – Discovery
• Inventory physical resources (hardware, software,
infrastructure, licenses, etc.)
• Includes version numbers, licensing costs and 3-5 year IT
strategy and budget for maintenance and upgrade
• http://techsoupforlibraries.org/cookbook-3/maintaining-andsustaining-technology/tools/hardware-and-software-inventoryworksheets
• Inventory staff resources
• Develop a “skills matrix” and ask staff to identify their
computer skills including any certifications in IT, previous
experience with using an EHR
• http://toolkitcafe.com/assess-it-support-capability-andcapacity-with-an-it-employee-skills-matrix/
Getting Ready
• Update policies and procedures; forms and
reports
• Create a “data dictionary”
• Gather examples and guidance for developing
the list of system requirements (see next two
screens)
• SAMHSA guidance
http://www.samhsa.gov/samhsa_news/volumexiv_6/index.htm
Guidance For Behavioral Health
• “Planning Your EHR System: Guidelines for Executive
Management”
http://www.satva.org/white-papers/MHCA-SATVAPlanningYourEHRSystem.pdf
• “The RFP Process for EHR Systems”
http://library.ahima.org/xpedio/groups/public/documents/ahima/bok1_0479
61.hcsp?dDocName=bok1_047961
• “EHR Toolkit- Behavioral Health Providers
http://www.hinfonet.org/for-providers/ehr-toolkit-mental-health
Summary
•
The project tasks can be aligned with the progression of activities in the
Systems Development Life Cycle (SDLC) “waterfall” model. This model
allows an organization to anticipate each of the stages of adopting
electronic health record technology
•
The initial task is “Systems Analysis” and “Requirements Definition.” This
begins with a “discovery” process. This can be viewed as an inventory of
the organizations information technology assets and liabilities.
•
While the inventory is being conducted, the organization can also conduct
a “business requirements analysis.” The ultimate product of the analysis
is the
We Have Solutions for Integrating Primary
and Behavioral Healthcare
Contact CIHS for all types of primary and
behavioral health care integration technical
assistance and training needs
1701 K Street NW, Ste 400 Washington DC 20006
Web:
Email:
Phone:
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[email protected]
202-684-7457
Prepared and presented by Colleen O’Donnell, MSW, PMP, CHTS-IM
for the Center for Integrated Health Solutions