Series 2: Project Management Advanced Project Management for Behavioral Health Electronic Health Records (EHRs)

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Series 2: Project Management

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

9/2013

From the CIHS Video Series “Ten Minutes at a Time”

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 high
-
level guide to IT Governance
activities and the development
of the project plan.


Retrieved
April 2013 from
http://searchsoftwarequality.techtarget.co
m/definition/systems
-
development
-
life
-
cycle


“Configuration” for
most BH EHR projects

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


Identifies
capabilities that
the EHR system
has to have to
conduct business


State and federal
requirements,
forms, reports,
grant/contract
requirements, etc.

System
Requirements
Definition


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
-
and
-
sustaining
-
technology/tools/hardware
-
and
-
software
-
inventory
-
worksheets




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
-
and
-
capacity
-
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
-
SATVA
-
PlanningYourEHRSystem.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 “
R
equirements 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


W
eb:

www.integration.samhsa.gov

Email:

integration@thenationalcouncil.org

Phone:

202
-
684
-
7457




Prepared and presented by Colleen O’Donnell, MSW, PMP, CHTS
-
IM
for the Center for Integrated Health Solutions