Project Charter - LouHIE

Healthcare Division

Louisville, Kentucky

LouHIEHealth Record Bank Business Plan and

Consumer Research Project

Project Charter and KickoffAugust 15, 2007

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Contents

Introduction

Goals and Objectives

Project Scope

Project Approach

Project Organization

Roles and Responsibilities

Project Milestone Schedule

Project Calendar

– Research Calendar

Project Management

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Introduction

The Louisville Health Information Exchange, Inc. (LouHIE) community has a vision of improving healthcare quality and contain rising costs in the Greater Louisville area by providing consumers, their providers, and other authorized individuals and organizations anytime, anywhere access to complete healthcare information and decision-support.

LouHIE assumes it can achieve this vision by building a health record banking utility for the Louisville community. To validate this assumption, LouHIE wishes to develop a base of quality research about health record banking related wants and needs of Louisville’s health care consumers and the organizations they interact with or which serve them.

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Goals and Objectives

The goal is to establish a foundation for improving healthcare quality and contain rising costs in the Louisville Greater Metropolitan Area by providing consumers and providers any time, anywhere access to complete healthcare information and decision support. Positions the Greater Louisville Area to participate in the state-wide and national health network.

The objective of this project is to gather relevant information from stakeholders and other interested parties, consolidate and analyze this information in light of market conditions and opportunities, and develop a plan to implement technical, market, financial, and operational solutions within the market context. Successful execution of this objective will provide LouHIE with the following:

– A business plan, to position LouHIE to achieve its goal of piloting a health information exchange;

– Consumer research study, to identify consumer attitudes and interest; and

– Vendor request (s) for proposal (RFP) templates, enabling LouHIE to objectively evaluate service providers.

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The scope includes these activities:

LouHIE Medical Trading Areas:

– Louisville Greater Metropolitan Area – 9 counties as defined by the Kentucky-Indiana Planning District Area.

This project is a joint effort between LouHIE, University of Louisville, and Noblis.

Develop a business plan that incorporates the following research elements:

– Organizational web/paper research;

– Consumer web/paper research;

– Consumer telephone research;

– Stakeholder focus group research;

– Functional committee focus group research;

– Consumer life-stage focus group research; and,

– Consumer-care-channels groups.

The eHI business plan template will serve as a basis for the LouHIE business plan.

Existing LouHIE health record bank research and business plan serves as the basis of the research effort.

The business plan drives the production of the RFP document.

Research instruments are mixed mode: telephone, paper, web, and focus groups:

– Research questions will be designed for each group

Project Scope

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Project Scope

Exclusions from scope:

Selection of service providers;

Implementation of a pilot system;

Implementation of a Health Record Banking System for LouHIE;

Greater than 48 focus group sessions: held in a one week duration;

Greater than thirty participants in attendance for each consumer focus group; and,

In-person functional committee sessions (sessions to be held via teleconference).

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Project Approach

July Aug. Sept. Oct. Nov. Dec.

Phase 1

Phase 2

Phase 3

Phase 4

Phase 1: Project Start-Up Prepare Project Charter Prepare Work Plan Project Kick Off Develop Public

Relations Plan

Phase 2: Research Develop Research Plan Develop Marketing / Comm. Plan Greater Louisville eHealth Research:

– Organizational web/paper research

– Consumer web/paper research

– Consumer - Telephone Survey

– Functional Group

– Stakeholder Focus Group

– Consumer Life-stage Focus Group

– Consumer Care-channel Focus Group* Present Findings Summary

Community Endorsement

* Out of scope

Phase 3: Business Plan Finalize Business Plan Present Business Plan

Phase 4: Prepare RFP Template Finalize RFP RFP Presentation

Community Endorsement Community Summit eHealthSummit Presentation

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Project Organization

LouHIE Executive Board

Judah Thornewill - LouHIEBarbara Cox - NoblisProject Management

Stakeholders

LouHIE and Noblis*

Project Team

LouHIE, University of Louisville, Noblis

Research Team

Functional Committees

* Includes IQS Research Virtual Groups

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LouHIE Executive Board

Act as key project advisory group to the LouHIE Project Manager and the project team, consisting of the executive committee and committee directors, supporting the project in communications throughout the organization;

Provide a channel to enlist potential participants to be included in focus groups; schedule the participants, follow up to ensure attendance; and communicate with the community as part of the Focus Group Marketing and preparation;

Provide meeting venues, refreshments, and invitations to focus group participants;

Review and resolve significant project “show stopper” issues; and,

Approve risk mitigation strategies for key risk factors associated with this project, and coordinate issue escalation and resolution that involves other constituents or organizations.

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Project Management

Approve final deliverables: project charter, business plan, and RFP template;

Schedule and lead weekly Project Team status meetings;

Coordinate internal status/summary reports for the LouHIE Board and other affected constituencies; present to the LouHIE Board;

Develop end-user communication mechanisms (marketing plan);

Coordinate and schedule various meetings; Communicate to the local LouHIE community; Provide access to the University of Louisville

research team and knowledge repository; and provide access to local consultants/vendors qualified to provide local expertise if needed;

Communicate with the Web Master for changes to the web-site; and,

Adhere to the project schedule.

Provide support to the LouHIE Project Manager regarding project direction and methodology;

Provide support to leadership, activity planning, coordination and day-to-day direction as needed to complete the assigned project team tasks;

Produce the required deliverables and meet the relevant project milestones;

Help manage issue escalation and resolution; Attend Project Management meetings; Participate in project and ad-hoc committees

to address specific topics/issues related to the team’s assignments; and,

Communicate with IQS Research.

LouHIE Noblis

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Conducting the work as outlined in the project work plan;

Meeting the established project schedule; and,

Preparing the draft and final deliverables: charter, business plan, RFP template.

Participate in focus groups for gathering information on current market issues and discussing potential future requirements.

Complete research surveys via telephone, web or paper.

Project Team

Research Team

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To participate in discussion groups focused on obtaining information specific to the requirements intended for the RFP.

Participate in focus groups for gathering information on current market issues and discussing potential future requirements.

Complete research surveys via telephone, web or paper.

Functional Committees

Stakeholders

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Project Milestone Schedule

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Project Calendar

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Conduct Research

Planning Discussions

Conduct Research

Planning Discussions

J uly 2007

8 9 10 11

15 16

22 23

29 30

17 18

24 25

31

7

12 1413

19 2120

26 2827

1 2 3 4 5 6

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Project Calendar


Board Meeting: Project

kickoff meeting & press

conference

August 2007

3 4

5 76 8 9 10 11

12 1413 15 16 17 18

19 2120

26 27

1 2

28

22 23 24 25

29 30 31

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Project Calendar


Board Meeting:

Telephone and broad-

based community

research results

Conduct the f ocus

group meetings and

consumer lif e-state

group meetings

Conduct the f ocus

group meetings and


group meetings

Conduct the f ocus

group meetings and


group meetings

Conduct the f ocus

group meetings and


group meetings

Conduct the f ocus

group meetings and


group meetings

September 2007

1

2 3 4 8

9 15

16 22

23

10 11

17 18

24

5 6

12 1413

19 2120

25 26 27

7

28 29

30

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Project Calendar


Board Presentation:

Research findings

summary

Finalize the research

white paper and Board

Presentation: Business

Plan and RFP template

October 2007

10 11 127 8

6

17 18 1914 15

13

16

24 25 2621 22

20

23

28 29

27

30

9

1 2 3 4 5

31

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Project Calendar


Project Closure Meeting

Press Conference:

Community Summit

November 2007

3

4 5 76 8 9 10

11 12 1413 15 16

22 23

17

18 19 2120 24

25 26 27

1 2

28 29 30

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Project Calendar


eHealthSumitt,

Lexington KY

December 2007

1

2 3 4 8

9 15

16 22

23

10 11

17 18

24

5 76

12 1413

19 2120

25 26 27 28 29

30 31

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Greater Louisville eHealth Research 2007 Calendar

Week-ending

Jul 27th

Aug 3rd

Aug 10th

Aug 17th

Aug 24th

Aug 31st

Sep 7th

Sep 14th

Sep 21st

Sep 28th

Oct 5th

Oct 12th

Oct 19th

Oct 26th

Nov 7 - D

ec 7

1. Research Planning Sessions2. Research 2007 Marketing/Set-up3. Organization Web Surveys 4. Consumer Web/Paper Surveys5. Telephone Research6. Stakeholder Focus Groups (FGs)7. Functional Committee FGs8. Consumer Life-Stage FGs9. Consumer Care-channels FGs10. Presentations of Results

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Project Management

Noblis Project Manager

LouHIE Project Manager

LouHIE Team Members

Noblis Team Members

Communications Protocol: All formal communications will flow between the Project Managers (PM) and is not intended to stifle or replace day-to-day communication and interactions between individuals.

Status Meetings: Weekly teleconferences, or as needed, with team members to discuss progress, resolve escalated issues, and discuss major concerns.

Status Reporting: Weekly status reports will be accessible from a LouHIE Research Workgroup Library folder.

Issues: Team members will raise issues to each respective PM. Issues that cannot be resolved by the PM will be escalated to the LouHIE Executive Board for resolution. An issues log will be accessible from a LouHIE Research Workgroup Library folder.

Project Milestone Schedule: Each PM will work together to ensure planned activities are completed as scheduled.

Deliverable Acceptance: The following deliverables will be formally approved: project charter, business plan, RFP template, and research white paper.

Healthcare Division

Client Contact

Acting Executive DirectorJudah ThornewillTelephone: 502-417-1841E mail: [email protected]

Noblis Contact

Barbara CoxNoblis, Inc.Telephone: 440-247-2718E mail: [email protected]