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Enterprise Investment Board Kickoff Meeting Highlights

The Enterprise Investment Board (EIB) held a kickoff meeting on 10/24/2023 to introduce their approach and operating model, highlighting key differences from the IT's Micro-Project Committee. EIB focuses on collaborative project prioritization, compliance with VITA standards, and increased due diligence through Pre-EIB Review. The meeting also discussed the EIB's intake process, future project pipeline, and prioritization recommendations for various sectors.

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Enterprise Investment Board Kickoff Meeting Highlights

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  1. Enterprise Investment Board Kickoff Meeting 10/24/2023 EIB Kickoff Meeting 1

  2. Agenda • Establish Quorum • Demo EPMO SharePoint site • EIB Approach and Operating Model • Bridging the Gap – ITIB to EIB • Project Health • Q&A Interactive Session 10/24/2023 EIB Kickoff Meeting 2

  3. How is EIB different than ITIB? 1. New EPMO SharePoint site (one stop shop) will host intake form, all EIB pre-reads and output materials for Agency awareness 2. Optimized Tracking and Reporting • Digitized Intake Form for better tracking and visibility of the request • Transparency enhanced by early entry of project into Project Web Application (PWA) and detailed documented processes for investment requests 3. Collaborative project prioritization, recommendations, and decisions • Revised definitions of approved and prioritized • Augmenting prioritization with value drivers, dependency criteria, and resource capacity • EIB member/business lead prioritizes efforts under their authority (Multiple requests under one program) 4. Compliance with VITA - Intake Services process follows VITA standards 5. Increased due diligence enabled by Pre-EIB Review and expanded Business Case (formerly Transition document) • Early engagement of Procurement / Info Sec / IT / Finance to assess feasibility early • Identify measurable benefits as part of the Business Case • Provides strong foundation for project execution and increases efficiency • Integrated portfolio backlog and pipeline long term view 6. Drive change management/control decisions for active projects 7. Intake Services is dedicated supportive body for EIB 10/24/2023 EIB Kickoff Meeting 3

  4. IT’s Micro Project Committee Electronic Intake Form is the central entry point for all investments, including contract renewals and annual license renewals. These were not brought to ITIB historically, but there’s value in asking the question “Does this still make sense”? as part of Pre-EIB Request Review. Engage IT’s Micro Committee to advance intake forward rather than completing the Business Case. Intakes for expiring contracts need to be submitted at a minimum 6 months before expiration for a SS and 12 months for non-SS. 10/24/2023 EIB Kickoff Meeting 4

  5. How is EIB different than ITIB? Pre-EIB Request Review Investment Request (Intake) EIB Session Approval Business Case Development Project Delivery EIB Consensus Approved Prioritized Start Work • Approved: Intake Business Case Project • Prioritized: Order in which an Intake, Business Case, or Project work will start. • When work starts, depends on required resource capacity. • Intakes – prioritized based on intake submission date (oldest to newest). • Business Cases – prioritized based on EIB decision (agree with EPMO recommendation or reorder). • Projects – prioritized based on EIB decision (agree with EPMO recommendation or reorder). • Once work starts, if priority changes, effort will move to the higher priority, when resources are shared. 10/24/2023 EIB Kickoff Meeting 5

  6. Recommendations to Close (10) Next Step – Close Community (3) Clinical/Facilities (7) Operations • N/A • HCBS Quality Tool • Learning Management System • Tobacco Merchant Training • Omnigo • RICOH SEVTC • Forensic Data Quality Validation Tool • MART Scheduler • CommonWell (HIE) • Cepheid Lab Analyzer Integration (ITIB Ranked #10) • NetPresenter (HDMC) 10/24/2023 EIB Kickoff Meeting 6

  7. Potential Future Projects List Intake Pipeline (24) EIB Submissions (8) EIB Submissions (8) • UKG Dimensions/Pro - Migration and Implementation • VCBR Cashless Payment • Facilities Clocks & Badges Replacement • Telehealth Services for facilities • OSVP Database • Patient Id Armband Integrated Solution • Language Interpretation & Translation (contract expiring 10/31) • CSH Athelas Clozaril PoC Test ITIB Submissions (8) ITIB Submissions (8) Pending Intake Submission (8) Pending Intake Submission (8) Financial Management System /OpenGov • • ObservSMART • Elavon (electronic payments) Counter Tools (contract expiring) • • Web Portal for Marcus Alerts VA Navigator (contract expiring) • • HOPS HR Tickit Health • CommonWell (IHE) • • Fiscal Note/Fireside Chat EHR – ADC and Integration w/ EHR Catawba and SEVTC • ITIB Business Cases ITIB Business Cases – – In Progress In Progress • COTS FOIA EHR - EKG Device Integration • • EDCC Integration Candidate Background Checks (Skills Survey) • • Discharge Assistance Planning 10/24/2023 EIB Kickoff Meeting 7

  8. Prioritization Recommendations Next Step – Approve for Project Community Clinical/Facilities Operations • Not Ready • Not Ready • Not Ready 10/24/2023 EIB Kickoff Meeting 8

  9. Prioritization Recommendations Next Step – Finish Business Case Development (ITIB Intakes) Community Clinical/Facilities Operations • EDCC Integration / • Smartchart Network • COTS FOIA • N/A • Discharge Assistance Planning (DAP) Unfunded, per ITIB intake form Included in IT Strategic Plan 10/24/2023 EIB Kickoff Meeting 9

  10. Prioritization Recommendations Next Step – Start Business Case Development Community Clinical/Facilities Operations • Financial Management System/Open Gov (once submitted) • Not Ready • Web Portal for Marcus Alerts • Facilities Clocks & Badges Replacement • UKG Dimensions/Pro Migration & Implementation • Telehealth Services Unfunded, per ITIB intake form Included in IT Strategic Plan 10/24/2023 EIB Kickoff Meeting 10

  11. EPMO Pipeline Backlog Next Step – Start Business Case Development Community Clinical/Facilities Operations • Fiscal Note/Fireside Chat • Elavon (electronic payments) • None • ObservSMART • Athelas Clozaril Point of Care Test (CSH) • HOPS HR/HRIS/ Immuware • Cashless Payment Solution (VCBR) Unfunded, per EIB intake form Included in IT Strategic Plan 10/24/2023 EIB Kickoff Meeting 11

  12. Prioritization Recommendations Next Step – Hand Off to IT’s Micro Committee Community Clinical/Facilities Operations • None • None • Language Interpretation & Translation Solution Unfunded, per ITIB intake form Included in IT Strategic Plan 10/24/2023 EIB Kickoff Meeting 12

  13. Intakes Submitted After EIB Deadline Next Step – Pre-EIB Request Review Community Clinical/Facilities Operations • None • OSVP Database • Patient ID Armband Integrated Solution • None Unfunded, per EIB intake form Included in IT Strategic Plan 10/24/2023 EIB Kickoff Meeting 13

  14. Project Health, as of 10/13/23 Rank Project Type ITIB Rep Business Lead ISO REP Project Manager Finish Date Status & Trend Virginia Crisis Connect (formerly Crisis Call Center) Bill Howard 1 Project Ellen Gerald Jean Dailey 1/5/2024 Grants Management Compliance Tool 2 Project Cort John Moore Cullette Jeannette 12/29/2023 PI 1/17/202 P2 5/23/24 End 9/24/23 Food and Nutrition System Replacement (CBORD NetMenu) 3 Project Angela Abbey Dowler Trent Lisa Kirby Robert Hobbelman Data Exchange & Modernization Program Kathleen Graham Sam 4 Program Cort _____ Program is on Track CSB Data Exchange/CCS3 Sunset Project Cort Craig Camidge Sam Vikas Mehta 2/28/2025 Data Governance Project Cort DBHDS CDO Sam John Wallace 12/30/2025 Enterprise Data Warehouse Project Cort Ellen Harrison Sam Jim Lehmann 2/27/2026 Funding may be available as soon as Nov 2023 Kristen Yavorksy DBHDS State Rental Assistance Program 5 Vendor Ellen Trent 3/30/2025 Cloud T&Cs still being negotiated Revenue Cycle Modernization Shannon Wilson 6 Project Cort Gerald Chad Jones TBD TRAC- IT (Early Intervention/ITOTS Replacement) 3/28/2024 7 Project Ellen Kyla Patterson Cullette Iesha Tiller Incident Management System Replacement (CHRIS) Thomas Mangrum 8 Project Ellen Dev Nair TBD Cullette 10/24/2023 EIB Kickoff Meeting 14

  15. Project Health, as of 10/13/23 Planned Finish Date Rank Project Type ITIB Rep Business Lead ISO REP Project Manager Status & Trend Forensic Information Management System (FIMS) 9 Project Angela Sarah Davis Trent Chad Jones (CAI) 10/15/2023 ______ 10 EHR Annual Enhancements Program Angela Various Charles Mathenge ______ Fabio Desouza, Lauren Cartwright Fabio Desouza, Lauren Cartwright Fabio Desouza, Lauren Cartwright Vital Sign Device Integration with EHR VCBR) Project Angela Sam Charles Mathenge 6/10/2024 Blood Glucose Device Integration with EHR (7 facilities) Quanya Spencer (CAI) Project Angela Sam 12/28/2023 EDM Patient eSignature (formerly Clinical Formsuite) Quanya Spencer (CAI) Project Angela Cullette 06/07/24 Fabio Desouza, Lauren Cartwright EHR Enterprise Dragon Medical One Project Angela Sam Charles Mathenge 12/29/2023 Pyxis Automated Med Dispensing Cabinets Michelle Thomas Project Angela Gerald Charles Mathenge 5/31/2024 Facility IT Directors 11 Application Reduction Initiative Operational Robert Glenn James Im 12/29/2023 Michelle Thomas OmniCell Modernization (SVMHI, SWVMHI, PGH) 12 Project Angela Gerald James Im 4/1/2024 8/18/2023 New date: 10/31/23 Taneika Goldman 13 OHR Community Look Behind Operational Ellen David Trent Thomas Mangrum TRACERS Project Angela Crystal Lipford David Trent Iesha Tiller TBD 10/24/2023 EIB Kickoff Meeting 15

  16. Project Health, as of 10/13/23 Off Track Projects • VCC   Sole source Contract with BHL in progress. PGR created. Path to Green : A new plan to be established when the new contract with BHL is finalized. We will need to move through procurement cycle at good speed and reconcile scope. • Revenue Cycle Modernization  Revised RFP uploaded in CTP. Alignment required on go-forward governance approach.  Path to Green : Need to develop unified business strategy and project governance approach. • IMS   Original funds were allocatedfor 2023, 2024 and 2025, funds need to extended to 2026. Draft IAPD created & being reviewed. Path to Green : Create new IAPD, align on funds with DMAS and Finance in coming week or two. • OHR   Continue to identify new bugs during UAT. Project will slip by few days' due delays in testing & resource constraint. Path to Green : Successfully completeUAT and build out activities. • CCS3    Under 42 CFR, CSBs data exposure liability concerns on Part 2 Clients is being remediated. New Risk, yellow trending red. Reason: EDW vendor contract negotiations likely to delay schedule. Path to Green : Update schedule to accommodate contract negotiation timelines. On track. • Omni Cell  New solution and potentially new vendor would be required. VITA set up a pre RFS meeting coming Wednesday to review technical requirements. Path to Green : Project will be on hold for month or two until we finalize path forward. Project might be closed, and new project might be opened with new scope, schedule , solution and vendor.  10/24/2023 EIB Kickoff Meeting 16

  17. Key Dates for Next EIB Session November EIB Meeting Tuesday, 11/14/2023 • 10/23/2023 EIB Submission Form Deadline 11/2/2023 EIB / Data Modernization Program Sync Up w/Kathleen Graham • Review new intakes submitted across the agency for data modernization program alignment • • 10/31/2023 EIB Priority List for Nov EIB (Community) w/Craig Camidge and Jean Dailey (on leave) • 11/2/2023 EIB Priority List for Nov EIB (Facilities/Clinical) w/Lauren Cartwright and Charles Mathenge • 11/2/2023 EIB Priority List for Nov EIB (Operations) w/Erin Loar and Kathleen Graham • Review newly submitted intakes under your area that need prioritization to be worked as a business case, prioritize that list, and get awareness of upcoming intake forms to be submitted 10/24/2023 EIB Kickoff Meeting 17

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