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

1. Series 2: Project ManagementAdvanced Project Management for Behavioral Health Electronic Health Records (EHRs) From the CIHS Video Series “Ten Minutes at a Time” 9/2013

2. 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

3. 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.com/definition/systems-development-life-cycle “Configuration” for most BH EHR projects

4. Structuring IT Governance Tasks • Applying SDLC at Start Up • Systems analysis and requirements definition • System physical construction (hardware, software, broadband access, communications, security issues) • Implementation of the project activities and the associated tasks, from vendor selection to Go Live • 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 • 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.

5. Systems Analysis Key Concepts

6. 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/

7. 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

8. 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_047961.hcsp?dDocName=bok1_047961 • “EHR Toolkit- Behavioral Health Providers http://www.hinfonet.org/for-providers/ehr-toolkit-mental-health

9. 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

10. 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: 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