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description
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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Roles and Responsibilities
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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Roles and Responsibilities
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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Roles and Responsibilities
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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Roles and Responsibilities
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
15
Project Calendar
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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
consumer lif e-state
group meetings
Conduct the f ocus
group meetings and
consumer lif e-state
group meetings
Conduct the f ocus
group meetings and
consumer lif e-state
group meetings
Conduct the f ocus
group meetings and
consumer lif e-state
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
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
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: j.thornewill@louisville.edu
Noblis Contact
Barbara CoxNoblis, Inc.Telephone: 440-247-2718E mail: barbara.cox@noblis.org