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Military Health System (MHS) Information Management and the Requirements Process

Military Health System (MHS) Information Management and the Requirements Process. Andrew B. Cornell, Sr., FACHE For: Ms. Ruth Rosen, Deputy IM, MtB TMA/IMD 1 September 2005. Fundamentals. Question: What do you get when you automate a really poor business process?

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Military Health System (MHS) Information Management and the Requirements Process

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  1. Military Health System (MHS)Information Management and theRequirements Process Andrew B. Cornell, Sr., FACHE For: Ms. Ruth Rosen, Deputy IM, MtB TMA/IMD 1 September 2005

  2. Fundamentals • Question: What do you get when you automate a really poor business process? • Answer: A really fast poor business process! • Have you ever seen the MHS automate a poor system? MEPRS Conference 2005

  3. “On” Versus “In” • In his book, eMyth, Michael Gerber states that many businesses fail not because their entrepreneurial owners do not work hard in the system, rather they fail to work on the system. • Too often well intentioned people work hard in their jobs but not on integrating how their functions integrate to optimize the business of the enterprise MEPRS Conference 2005

  4. MTF/DTF • Personnel Data • Uniform Chart of Account Personnel System (UCAPERS) • Standard Personnel Management System (SPMS) • EAS Stand Alone (EAS-SA) • Financial Data • Standard Finance System (STANFINS) • Standard Accounting Reporting System/Field Level (STARS/FL) • Air Force Base Standard Accounting System (AFBAS) Scope of EAS • Workload Data • Composite Health Care System (CHCS) • Ambulatory Data Module (ADM) • Workload Management System for Nursing-Army (WMSN-A) MTF/DTF REPORTS EAS IV Central Repository EAS IV • Interfaces • Reports • Unit Cost Tables • Workcenter Costs • Workload/Performance DoD Executive Information/Decision Support System (EI/DS) Cost and Workload Assignment Today MEPRS Conference 2005

  5. EAS Interfaces EAS SA Personnel System (Air Force) DMLSS (DoD) UCAPERS (Army) Logistics Data STANFINS (Army) SPMS (Navy) O & M Expenses FTE, Salary Expenses EI/DS/(DoD) STARS/FL (Navy) FINANCIAL PERSONNEL Expense Allocation Data (Monthly) O & M Expenses Repositories CRIS (Air Force) Outpatient/Ancillary Workload Support O & M Expenses WORKLOAD CHCS (DoD) FTE, Salary Expenses Ambulatory CPT Data ADM (DoD) Patient Acuity Data DMHRSi (DoD) ADM Data CHCS II (DoD) WMSN-A (Army) = Projected for EAS IV Cost and Workload Assignment Interfaces MEPRS Conference 2005

  6. SADR/ SIDR MDR EAS ADM WAM CHCS I PGUI CHCS II CCE Current Workflow Processes MEPRS Conference 2005

  7. Primary Business Process DMLSS Ancillaries 1 Initial Documentation CHCS I/II EWSR Patient Provider Outcome CCE CMBB 2 Edited Documentation CHCS I/II 3 Approved/ Final Documentation CHCS I/II By: Work Ctr, Facility, CPT, DRG (Dx), Provider CDR EAS EI/DS (OLAP) CDW *Theater and Infrastructure cover entire process. Variation 1 on Current Business ProcessesA Possibility MEPRS Conference 2005

  8. Primary Business Process DMLSS Ancillaries 1 Initial Documentation CHCS I/II EWSR Provider Outcome Patient 3 Approved/ Final Documentation CHCS I/II 2 Edited Documentation CHCS I/II CCE By: Work Ctr, Facility, CPT, DRG (Dx), Provider CMBB EAS EI/DS (OLAP) CDW *Theater and Infrastructure cover entireprocess. Variation 2 on Current Business ProcessesA Possibility MEPRS Conference 2005

  9. IM Presentation Objectives • Become informed about the MHS Information Management (IM) and Information Technology organizational structure • Gain an overview of the MHS IM functional requirements development process (RDP) • Be able to submit requests for changes and improvements in MHS automated information systems (AIS) • Understand how your submissions are reviewed, tracked, and implemented MEPRS Conference 2005

  10. Theater Medical Information Program Access to Care Technical Infrastructure Resources Information Tech Program Office Defense Medical Logistics Standard Support Clinical Information Tech Program Office Executive Information/ Decision Support MHS IM/IT ProgramManagement Oversight Structure Assistant Secretary of Defense (Health Affairs) TRICARE Executive Committee (09/SES) Information Management InformationTechnology Information Management (IM) Proponent Committee (08/SES) Theater Functional (IM) Steering Committee (07/08) Information Technology (IT) Program Review Board (06/SES) MHSChief Information Officer TRANSCOM Command andControl Evacuation System Director, Information Management Program Executive Officer MHS IT Organization Provision of Care Medical Readiness Population Health Improvement Manage the Business MEPRS Conference 2005 10

  11. Purpose of the IMRequirement Development Process (RDP) “The purpose of the IM RDP is to document guidelines and procedures in support of the Director, IM, in the execution of a centralized process to clearly define, document, analyze, and manage functional requirements at appropriate times in the AIS life cycle. The IM RDP is a repeatable, consistent, and traceable process that supports the MHS stakeholders.” MEPRS Conference 2005

  12. Overview of the IM RDP MEPRS Conference 2005

  13. Information Management Requirements Development Process (RDP) Five Phases: MEPRS Conference 2005

  14. Requirements Development Process - Operational View MEPRS Conference 2005 14

  15. Your Role in the Requirements Process • Think about your business activities: • Is a change needed to an existing Military Health System (MHS) automated information system (AIS)? • Do you have a requirement for a new MHS IM capability? • Document your recommended change on an issue paper IAW DoD 6010.13 (MEPRS Manual), Chapter 5, and pass it to your Service MEPRS POC. • When the MMIG validates recommended changes, they will then pass them to TMA/IM using the required Requirements Development Process (RDP) form MEPRS Conference 2005

  16. Common Submission Types • System change request (SCR) • Changing a current requirement or adding a new requirement in an existing automated information system (AIS) • System incident report (SIR) • Notifying that an error has been observed in hardware, software, documentation, or other AIS-related item • Maintenance change request (MCR) • Requesting routine change in the ongoing operation of an AIS (e.g., update to a common database table) • Capability gap • Identifying a new requirement for functionality that does not currently exist (e.g., a requirement resulting from a new legislative mandate or DoD policy) MEPRS Conference 2005

  17. Functional Proponent (Validate & Prioritize) UBO, UBU, MMIG, . . . Functional Users Status MHSRequirementsRepository Submission Submission Provide SCR Status SCR Submission Information Management Services POs Provide SCR/SIR Status SCR/SIR SCR Submission SCR Submission Assignment Prepare RDS Inputs or RFCS HelpDesk SIR (Developer) PM/CCB Tier 3 SIR SCR SCRSIR SRWG IM/ SCR Submission SIR (re-categorized SCR) Budgetary Process Development RDP SCR/SIR Flow Incl. MMIG POC MEPRS Conference 2005 Info only

  18. Functional Proponent • A recognized authority, representing a MHS functional activity, empowered to review and recommend actions regarding change submissions and other requirements • Usually represented by a work group composed of TMA, Army, Navy, and Air Force medical representatives • Examples: • Uniform Business Office (UBO) Work Group • Unified Biostatistical Utility (UBU) Work Group • MEPRS Management Improvement Group (MMIG) 18

  19. Submissions Tracking • All Submissions are maintained in the MHS Requirements Repository (DOORS) with supporting documentation with access available via DOORSnet • With each submission, TMA/IM staff check the DOORS database to ensure there is no duplication of this requirement in the MHS MEPRS Conference 2005

  20. After Prioritization • After the Submission is prioritized for funding, the IM staff will ensure all supporting documentation is prepared to move the submission forward in the process (whether current year or within the POM): • Time is a critical decision; current year requirements can end up worked through the process but be unfunded. • Requirements management includes significant additional supporting documentation. • Architecture: Operational Views • Request for Cost, Scheduling, and Implementation • Place in the POM Document to be presented to the Functional Integration Work Group (FIWG). MEPRS Conference 2005

  21. Challenges • Many Agendas are in Play • BRAC • CHCS I Transformation • Joint Military Medical Command • . . . • Most Productive Course of Action: Reengineer Business Processes to be as efficient and effective as possible regardless of the “politics” that might be at play MEPRS Conference 2005

  22. Summary • The Military Health System has a standardized process for functional requirements management • You have an important role in submitting requests through your Service MMIG POC to improve automated information systems and to identify other AIS-related requirements • For additional information contact imit_reqs@tma.osd.mil or Manage the Business (MtB) at ruth.rosen@tma.osd.mil MEPRS Conference 2005

  23. Questions? MEPRS Conference 2005

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