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PROJECT CHARTER Project Name: Business Unit(s): Date: Hospital Resource Tracking System Hospital Preparedness April 3, 2007 Planning Project Value Assessment: Project ID #: TBD Budget Estimate: PROJECT INFORMATION Project Sponsor: Project Manager: John Braeckel Les Brumbaugh John Potts Description of Project: The Hospital Resource Tracking System Project is a multi-year project designed to implement the EWAPhoenix product (www.ewaphoenix.com) from Electronic Warfare Associates (EWA) Government Systems, Inc. The EWAPhoenix product is composed of three distinct modules, including a module for Patient Tracking. A component of the Patient Tracking module is the Hospital Load Balancing Utility. This utility is designed to track hospital resource capacity, and to monitor surge capacity during critical events. ISDH selected the EWA Phoenix System as a result of a competitive bidding process executed in November of 2006 with State of Indiana Solicitation #400-7-4389. Funding source will be the Health Resources and Services Administration (HRSA) National Bioterrorism Hospital Preparedness Program Cooperative Agreement Grant. EWAPhoenix is a web based system that provides government agencies and medical facilities the ability to track assets during normal everyday operations and during crisis situations. Information on bed availability and supply inventory for hospitals and field triage facilities is available in real-time. The primary benefit expected from this product is increased ability to track surge capacity and load balance hospital resource availability during critical events. This project is undertaken in a response to the following state and federal initiatives: ISDH Pandemic Influenza Plan (http://www.in.gov/isdh/bioterrorism/PandemicFlu/pdfs/PandemicInfluenzaPlan.pdf) which outlines the need for a Pandemic Tracking System designed to track availability of hospital beds, critical equipment and other staff. Health Resources and Services Administration (HRSA) Critical Benchmark #2 – Surge Capacity (http://www.nh.gov/safety/divisions/emergservices/bem/Terrorism/hrsa.html). Agency for Healthcare Research and Quality (AHRQ) initiatives for a National Hospital Available Beds for Emergencies and Disasters System (http://www.ahrq.gov/research/havbed/). ISDH will deploy the EWAPhoenix product in a two-stage process. Phase 1 will include a pilot process of the generic application, deployed to a selected pilot group of Hospitals. Phase 2 will include a complete roll-out statewide with any needed product enhancements delivered at this time. The goal of the project is to have the Phase 1 completed by August 31, 2007 with Phase 2 to be completed in the following budget year. Version 1.0 Last updated 11/2/2011 f9b07b78-25bc-4364-b443-c30eb0e31c26.doc Created by Les Brumbaugh Page 1 of 6 Stakeholders and Responsibilities: 1. Gary Couch 2. John Braeckel, Project Sponsor 3. John Potts, Project Sponsor 4. Chuck Berning 5. Spencer Grover, VP of Indiana Hospital&Health Association (IHHA) 6. Les Brumbaugh, Project Manager ISDH 7. Tom Brock, Project Manager EWA 8. EWA Phoenix Development, Training, and Support Staff Business Requirements: System will have the ability to collect and report Hospital Identification Information for each of the 145-plus hospitals in the State of Indiana. System will have the ability to collect and report data for each hospital in the following categories and sub- categories: 1. Staffed Vacant / Available Bed Count Intensive Care Unit Medical and Surgical Burn Care Pediatrics Psychiatric Emergency Department Negative Pressure Isolation Operating Rooms 2. Emergency Department Divert Status 3. Decontamination Facility Available 4. Ventilators Available 5. Hospital Staffing Levels (if available) Data collection will utilize interfaces with existing hospital information technology systems to the fullest extent possible. Data collection should be done in passive mode with no increased burden of data-entry placed on hospital staff in cases where this information is already collected through other means. System should have the ability to report aggregate State level data to the HHS Secretary’s Operation Center (SOC). System should be able to identify surge/future capacity. Project will analyze feasibility of capturing hospital staffing levels to comply with the ISDH Pandemic Influenza Plan. If available, we will incorporate into system design. System should have the ability to add additional hospitals as they come online in the contract years following the initial statewide deployment. System should have security, support, and disaster recovery features that will meet or exceed standards of the Indiana Office of Technology (IOT). Version 1.0 Last updated 11/2/2011 f9b07b78-25bc-4364-b443-c30eb0e31c26.doc Created by Les Brumbaugh Page 2 of 6 Deliverables: 1. Project Documentation (updated on a regular basis) including but not limited to: Project Charter Communication Plan and Contact List (both ISDH and EWA) Project Plan and Work Breakdown Structure (WBS) in conjunction with EWA Risk Assessment Status Reporting / Accountability Plan Meeting Minutes and official project records 2. Completion of the project objectives and milestones (as detailed in the following sections) 3. Implementation of EWAPhoenix in ASP Vendor-hosted mode, accessible to all hospitals in the State of Indiana. 4. Design / support documentation, including documentation for ISDH customized features or content. 5. Purchase Order / Signed Contract 6. Training Plan and Training Materials 7. System Support Agreement 8. Back-up / Disaster Recovery Plan 9. Project evaluation, wrap-up, and lessons learned as deemed appropriate by Project Sponsorship. Project Objectives: The Hospital Resource Tracking System Project Team will achieve the following objectives as they work towards implementation of the EWAPhoenix solution to all hospitals in the State of Indiana. 1. Deploy the EWAPhoenix solution to a pilot group of hospitals, with standard functionality. 2. Deploy the EWAPhoenix solution to ISDH. 3. Evaluate the success of the EWAPhoenix solution, based on measurement of the business requirements. 4. Define and implement additional customization of features and/or content for the EWAPhoenix solution, as required by ISDH. 5. Deploy full-scale customized version of EWAPhoenix solution to all hospitals statewide. Version 1.0 Last updated 11/2/2011 f9b07b78-25bc-4364-b443-c30eb0e31c26.doc Created by Les Brumbaugh Page 3 of 6 Milestones: Phase 1 is designed to deploy the EWAPhoenix solution to a pilot group of hospitals. Phase 1 milestones include: 1. Determine the pilot group for Phase 1 deployment. 2. Determine the information required for interfacing with each hospital, including: a. Data Elements to be gathered b. Interface access method and frequency c. Data Storage Requirements d. Data Reporting Requirements e. User types / groups and the security access restrictions to place on this level. 3. Provide ability to capture desired data elements 4. Determine the Internet domain, access, and security (encryption methods) 5. Determine the training method for Phase 1 deployment 6. Delivery of training materials for Phase 1 7. Determine the evaluation methods and timeline for Phase 1 deployment 8. Take baseline surveys for use in evaluation 9. Deploy EWAPhoenix solution to the pilot group of hospitals, with the appropriate level of training. On completion of the Phase 1 deployment to the pilot group of hospitals, an evaluation period will begin. During this evaluation period, the project team will be charged with the following tasks: 1. Determine if the solution was successful as deployed. 2. Determine what modifications need to be implemented to make Phase 2 deployment a success. 3. Confirm if we want to continue to Phase 2 deployment. In conjunction with the evaluation period, certain Phase 2 activities can be conducted. These are as follows: 1. Determine the additional customizations that will need to be included in any applicable customized releases of EWAPhoenix. 2. Determine if the deployment method utilized in the pilot group is appropriate for deployment at a statewide level. 3. Consolidate interface points / methods if there are alternative solutions available. 4. Determine if there are other technical or training issues that need to be addressed prior or in conjunction with Phase 2 deployment. 5. Determine if the solution was successful as deployed, what modifications need to be implemented to make Phase 2 deployment a success, and if there is justification to continue to Phase 2 deployment. Phase 2 is designed to deploy the EWAPhoenix solution statewide. Phase 2 milestones include: 1. Develop the customizations needed for ISDH based on recommendations made in the evaluation phase. 2. Determine roll-out method, including deployment and training. 3. Deploy EWAPhoenix solution to all hospitals statewide, with the appropriate level of training and support. 4. Final project milestones and deliverables. 5. Project evaluation. Version 1.0 Last updated 11/2/2011 f9b07b78-25bc-4364-b443-c30eb0e31c26.doc Created by Les Brumbaugh Page 4 of 6 Constraints: The primary constraint of this project is quality. EWAPhoenix has a reputation for quality product and ISDH wants to establish a reputation with the hospitals as deploying quality products for utilization by our end-users. The secondary constraint of this project is budget. HRSA grant money will be utilized, but it is in limited quantity. EWA has issued a Firm Fixed Price Proposal (#06035.00M) which has been accepted by ISDH and will include all of the activities outlined in the above project charter. Assumptions: Project support is available and timely from ISDH and EWA. Indiana Office of Technology (IOT) has reviewed the vendor-hosting arrangement. ISDH has authority to gather the type of data from hospitals that will lead to the success of this project. There are 145-plus hospitals in the State of Indiana which we would like to gather data from. A majority of the hospitals will have existing computer-based resource tracking systems as part of their daily operational systems. While there may be 145-plus hospitals, it is assumed that there are a manageable number of vendor-deployed systems which are commonly deployed in hospitals for which EWA would need to develop interfaces. In this manner, we would consolidate the number of required unique interfaces. Interfaces could be further consolidated by the utilization of third-party data gathering organizations such as the Regenstrief Institute (http://www.regenstrief.org/), the Indiana Health Information Exchange (www.ihie.com), or the participating Regional Health Information Organizations (RHIO) in the State of Indiana (http://www.cdc.gov/phin/06conference/09-25-06/Sessionkeynotepanel_Monroe.pdf - page 8) A minority of the hospitals will have no existing computer-based resource tracking systems as part of their daily operational systems. These hospitals may wish to adapt the EWAPhoenix system as their primary resource tracking system for operational use. EWAPhoenix has additional modules which need to be evaluated as part of ISDH’s Public Health Information Network (PHIN) Initiatives related to Countermeasure Response Administration (CRA). The evaluation of EWAPhoenix for PHIN CRA is a separate project charter, and should not be included on the timeline for the Hospital Resource Tracking System Project. However; coordination between the two projects should be established. Version 1.0 Last updated 11/2/2011 f9b07b78-25bc-4364-b443-c30eb0e31c26.doc Created by Les Brumbaugh Page 5 of 6 Project Charter Approval __________________________________________ ___________________ Joe Hunt Date __________________________________________ ___________________ Gary Couch Date __________________________________________ ___________________ John Braeckel, Project Sponsor Date __________________________________________ ___________________ John Potts, Project Sponsor Date __________________________________________ ___________________ Chuck Berning, Public Health Preparedness Date __________________________________________ ___________________ Les Brumbaugh, Project Manager Date Version 1.0 Last updated 11/2/2011 f9b07b78-25bc-4364-b443-c30eb0e31c26.doc Created by Les Brumbaugh Page 6 of 6
"Project Charter - Patient Tracking"