SWARH Steering Committee Recommendations by liaoqinmei

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									SWARHSC Recommendations 2006




SWARH Steering Committee Recommendations – 2007

1. STEERING COMMITTEE RECOMMENDATIONS - 2007 FEBRUARY ................................. 1
4. STEERING COMMITTEE RECOMMENDATIONS – 2007 MARCH ....................................... 8
5. STEERING COMMITTEE RECOMMENDATIONS – 2007 APRIL ........................................ 14
6. STEERING COMMITTEE RECOMMENDATIONS – 2007 MAY ........................................... 18
7. STEERING COMMITTEE RECOMMENDATIONS – 2007 JUNE .......................................... 21
8. STEERING COMMITTEE RECOMMENDATIONS – 2007 JULY .......................................... 23
9. STEERING COMMITTEE RECOMMENDATIONS - 2007 AUGUST .................................... 29
10. STEERING COMMITTEE RECOMMENDATIONS - 2007 SEPTEMBER........................... 32




1. Steering Committee Recommendations - 2007 February


6.5     [*] Rural Alliance Review (RAR)

      J.Fletcher advised that DHS will conduct an economic analysis in relation to the
      economic sustainability of Alliances, particularly in respect of subscription
      amounts and basis. There is also work being done on Telemedicine (capacity
      planning) as part of the consultancy brief.

      A focus of the RAR was the ability of PHS to pay the required subscriptions.
      This seems to have been missed.

      Recommendation 1 (Alliance Infrastructure)

      That the SWARH CIO prepares a brief paper on the direct support of the Rural
      Alliance networks as a basis for obtaining PHS commitment and member
      equity.


[*]Recommendation 1 (Microsoft agreement – see 7.2.2 recommendation 1)

 That SWARH endorses, in principle, the concept of an FTE based annual
  licensing agreement for Microsoft desktop and server software
 That SWARH notes that the estimated cost will be $128 per FTE per annum.

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 That SWARH members will now determine whether there is an effective business
  case to participate.

[*]Recommendation 2 (SWARH Email application update)
 That the SWARH email server software, Mdaemon, be upgraded from version 6
  to version 9.x
 That this upgrade meets the requirements of Recommendations 4 and 4.1 of the
  SWARH Virus Incident report Oct 04
 That there is an upgrade cost of $6000 which should be funded from SWARH
  allocated capital.

[*]Recommendation 3 (Disaster recovery facility)

 That SWARH seek an appropriate secondary power generation source for the
  DRF
 That as first priority SWARH explore the extension of the SWH secondary power
  generator to the DRF
 Those as second priority SWARH investigate the possibility of purchasing
  suitable secondary power generation to either add to SWH capability or as a
  separate supply to the DRF.
 That the likely cost of a second hand generator would be $10000-$15000
  (Installed).
 The cost would be funded from either existing SWARH capital or a DHS grant.

Discussions included the proposed replacement of SWH power generation by twin
1200kVA generators within the next 12 months. The CIO to discuss with SWH the
possibility of supporting the DRF during 2007

[*]Recommendation 3.1 (Disaster recovery facility)

That Recommendation 3 lay on the Table until a review of SWH secondary power
generation is received.

[*]Recommendation 4 (SWARH Help Desk)

That the operations of the Help Desk will be re assessed against the following
principles and changes implemented during February 2007:

   1. The SWARH Office administration (SOA) will be responsible for the logging
      of telephone and email based help desk calls
   2. The SOA will review the unallocated problem list and allocate all problems
      over 2 days old to the relevant ICT support staff. Relevancy will be based on:
          a. Regional responsibility
          b. Local presence and site responsibility

   3. The allocated jobs will also be monitored. Those jobs exceeding 3 days will be
      escalated. Escalation will be based on:

           a. Contacting the relevant staff member to discuss any issues

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           b. re allocating job to another staff member through negotiation
           c. escalating to the CIOOG group (email)
           d. escalating to the SWARH CIO

[*]Recommendation 5 (SWARH Shared Services Team)

 That a Shared Services team be assembled which includes the Technical
  Specialist, the WDHS ICT Manager and the SWH ICT Manager
 That the SWARH Office will interact with the Shared Services Team and
  establish and maintain the knowledge base required for the effective management
  and maintenance of shared services
 That the Technical Specialist will be used as a resource for the Shared Services
  team when there are problems which require specific assistance.
 That the TS will focus on strategic shared services development and risk
  management
 That the shared services team will primarily handle all jobs related to the
  operation and management of the shared services.
 That these roles be reflected in the SWARH ICT support strategy and commence
  in February 2007.

       [*]Recommendation 1 (Microsoft)

       Endorse in principle the FTE arrangement at $128/FTE for Microsoft
       workstation and server software.
       [*]Recommendation 1.1 (VISP Infrastructure expenditure) – See
       Attachment VISPWAN170107

       That the following purchases be funded from within the VISP project under
       the remaining balances of the Virtual Reception (Nelson) and the IP VC
       Management subprojects:

              Description                       Cost              Participating
                                                                  Agencies

       1      Link upgrades ( 4 x sites)        $80,000
       2      Router upgrade (Colac)            $29,000           CAH
       3      Router upgrade (Portland)         $29,000           PDH
       4      Router upgrade (Hamilton)         $29,000           WDHS
              Total                             $167,000


       5      IP VC Management software          $40,000           All
       6      IP VC (workstation) upgrades       $26,500           All
              Total                              $66,550

       That the total required funding of $233,500 be the available VISP
       Nelson/IPVC balance of $222,854 plus $10696 provided by SWARH.




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       That this recommendation be ratified at the next meeting of the VISP Steering
       Committee.

       [*]Recommendation 2 (Internet information)

        That the personnel contact information on the Intranet should not be
         published on the Internet

        That the existing material be removed

       [*]Recommendation 3 (Policy creation guidelines - attached)

        That the policy creation guideline policy be adopted.

       [*]Recommendation 4 (Email user names – policy revision)

        That the policy for usernames be modified to make the organisations a
         requirement for all new email addresses to be applied for new employees
         to SWARH member sites.

        That each agency could register their own domain

       [*]Recommendation 5 (Access to Medical clinic)

       That the impact of allowing all GP’s to access clinic patient information from
       acute hospitals should reviewed by the PCMS s/c.


       [*]Recommendation 6 (BCP Scope)

        That a discussion paper be developed to scope the extent of SWARH
         responsibility for Business Continuity Planning.
        That this paper includes the total projected cost of BCP completion.

         [*]Recommendation 7 (Password Policy)
        That the SWARH Secure Password Policy 2006 be adopted.
        That this policy be brought to the attention of members and their staff

         Recommendation 8 (Portable device policy)
        That the SWARH Portable device Policy 2006 be adopted.
        That this policy be brought to the attention of members and their staff




[*]Recommendation 1 (SWARH Information Search Engine)

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        That the ability for all users of the SWARH Intranet and Internet to
         effectively search and obtain information be met by the purchase of
         Google Corporate.
        That the Google Corporate search engine be capable of searching across
         more than 300,000 documents of all types
        That the cost of the Google package is not more than $6000
        That the source of funding for this product will either be from unspent
         budgeted SWARH capital.
        That this expenditure will meet the audit recommendations of 2006.

[*]Recommendation 2 (SWARH Biometric software licensing)

        That SWARH purchase 100 licenses @$50/ license for the Omnipass
         biometric software from SofTex Inc.
        That this cost will not exceed $6000 ($AUD)
        That the source of funding for this product will be from unspent budgeted
         SWARH capital.
        That this expenditure will meet the SWARH ICT Strategic Plan
         recommendations of 2006.

       Recommendation 1 (SWARH PCMS) (See attached
       SWARHPCMSBusinessCase100107.doc)

       That the SWARHSC:

        Notes that the financial gap between the Integrated Trak solution and the
         next cheapest non-discounted Healthsmart option is $1.1 million over 5
         years.
        Agree that there are immediate issues in the interfacing requirements of
         new and existing systems which cannot be met by the current Vital product
         (e.g. CHARM, PJB)
        Endorse the proposal to extend the use of the Trak product suite to replace
         the current Trak Vital (PMI) to meet the SWARH requirements of 2007-
         2010.
        Endorse the proposal to delay the Healthsmart PCMS implementation until
         2010 when a review will be conducted of both Healthsmart PCMS and
         Clinicals.




PCMS & Privacy Subcommittee (Attached)

      [*]Recommendation 1 (SJOG Pathology results)



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       That CAH to liaise with SJOG pathology to manage rejections.
       That PDH could assist CAH in resolving the issue.


       Recommendation 2 (Searching)


       That all searches in name tables should use surname


       [*]Recommendation 3 (SWARH Midwifery Application – BOS)

       Given the success of the SWARH project, that SWH Healthcare (re)consider
       participating in the BOS midwifery rollout.

           -   Riskman rollout continuing.
           -   WDHS trialling Ubiquity (quality management)

SWARH Financial Report


   [*]Recommendation 1 (SWARH Budget Forecast – November 2006)

   That the SWARH October 2006 Budget forecast be reconfirmed as the unchanged
   forecast for November 2006

           [*]Recommendation 2 (Healthsmart PCMS) (on the Table) – See 7.5
           Rec #1 above.

           That the following is accepted in principle:

            That the SWARHSC should note that the financial gap between the
             Healthsmart Hybrid model (PCMS plus Trak clinicals) and the Trak
             integrated model was $86,000pa in favour of Trak.(TCO 5 years)
            That the committee notes that the above cost penalty is exacerbated in
             year 6
            That representation should be made to DHS Rural and Regional to
             indicate the extent of the gap.
            That SWARH should delay the implementation of Healthsmart PCMS
             to 2010 in recognition of cost and risk.
            That a summary of the SWARH business case should include a review
             of the option suggested by Barwon Health (Isoft – PIMS)
            That this recommendation should lie on the table until February 2007.




           [*]Recommendation 3 (Oracle Finance)



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                        That the business case development be held over until the cost
                         information is provided
                        That the proxy on the DHS Alliance Oracle Implementation
                         Steering ctte (AIS committee) for Pat Turnbull be Andrew
                         Trigg

Recommendation 1 (Technology s/c Terms of Reference (TOR) Change)
That the following changes to the Technology s/c TOR be implemented

 (DS) Application of Technology
 (DH) Application of Voice services
 (DS) Change Management issues arising from Technology and/or Technology
  policy… replaces hardcopy devices.
 (DS) Biomedical equipment and related systems…replaces medical equip
  monitoring.
 Remove infrastructure from …infrastructure risk management
 Remove failure from infrastructure failure..
   Make ROI another dot point and remove from covering sentence.




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4. Steering Committee Recommendations – 2007 March



6.6     [*]Business Continuity Planning.


      That the attached proposal from Vantage indicated the cost for stage 1 of a BCP
      process

      [*]Recommendation 1 (BCP Planning)

      That the proposal be referred to the Finance s/c for recommendation

Recommendation 3 from Feb 07 SWARHSC (Disaster recovery facility)

 That SWARH seek an appropriate secondary power generation source for the
  DRF
 That as first priority SWARH explore the extension of the SWH secondary power
  generator to the DRF
 That as second priority SWARH investigates the possibility of purchasing suitable
  secondary power generation to either add to SWH capability or as a separate
  supply to the DRF.
 That the likely cost of a second hand generator would be $10000-$15000
  (Installed).
 The cost would be funded from either existing SWARH capital or a DHS grant.
 That this Recommendation 3 lay on the Table until a review of SWH secondary
  power generation is received.

[*]Recommendation 1 (SWARH Presentation)

That SWARH present to the 29th March 07 meeting of BSW regional Board chairs at
CAH.


[*]Recommendation 2 (VHCIOC and Microsoft)

That SWARH noted that from the minutes of VHCIOC that the group welcomed the
offer (proposal for EFT based licensing) from Microsoft and commended it to
agencies.

[*]Recommendation 3 (Grovedale and Portland Schools)

 That SWARH endorse the concept of a form of SWARH membership which
  connects the parts of the Grovedale and Portland schools that are concerned with
  the education of the Deaf.
 That the schools will provide the required capital.
 That a further SWARH determination is required in regard to the membership
  subscription.


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 That a formal recommendation for membership will be made at the April 07
   meeting of SWARHSC.

[*]Recommendation 4 (Regional networks and Healthsmart) - See Attachment
SWARHDHSInfraFeb071.doc

    That the attached paper recommending the extension of the Healthsmart
     network across the State be endorsed.
    That it be noted that there was general support (Group B – hospitals and
     Alliance CIO’s) for the thrust of the proposals contained within the paper
    That there be a meeting of the CIO’s and Chairs to discuss further action in
     relation to the proposal(s)

[*]Recommendation 5 (Microsoft Proposal) - See Attached MS Licensing
proposal information pack (sent out).PDF

 That the Microsoft proposal be notes.
 That the SWARH Office business case template be distributed
 That all SWARH members are encouraged to indicate commitment to this
  agreement by April 1 07

[*]Recommendation 6 (BEST specifications and agreements)

That a meeting of the BEST advisory group be held to review:

 The BEST specifications
 The basis of the Alton agreement
 The basis of risk management and future development

That this meeting make recommendations to the Finance s/c .


[*]CIOOG Minutes (Jan 07)

      (Att - CIOOG_Meeting_2007_02_23_Minutes.doc)

       [*]Recommendation1 (Email accounts)

       That 464 Unidentified SWARH email Accounts to be made inactive and
       reviewed in March 07.

       The following recommendation arose after a decision by CIOOG to review the
       SWARH Intranet/Internet and the function of Auscity. A survey was
       distributed to all sites that had an interest in SWARH Intranet application. The
       survey requested a response with both negative and positive comments. Five
       agencies responded. All though there were some positives many of the
       responses related to the difficulty in communicating with Auscity and the
       consequent misaligned expectations. This resulted in missed schedules and/or
       missing requests A meeting was held between CIOOG and Auscity. Auscity


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       felt that the regional approach requires a focus of communication, the lack of
       focus created confusion when there were requests for change that had a
       regional impact. The group noted that a more formal approach was needed.
       The following recommendation was agreed.

       [*]Recommendation 2 (SWARH Intranet/Internet)

           o SWARH to appoint a single person to the role of SWARHnet Portal
             Administrator;

           o Each member organisation should choose one person to fulfil the roll
             of Site Administrator; in the case of larger organisations more than one
             site administrator may be required

           o The Portal Administrator and Site Administrators meet initially once a
             month to help guide the ongoing development of the portal, including
             resolving any ongoing areas of concern.

           o The Site Administrators will be crucial in this process and as such they
             should be the primary users of the Intranet resources. The Intranet is
             essentially an information service and individual sites should be
             administered by the person who is responsible for the flow of
             information within the organisation; e.g. the person responsible for the
             monthly newsletter. This is not a role for ICT staff

           o Any technical or structural issues are to be referred to CIOOG for
             resolution


[*]PCMS Steering Committee (No meeting)


       The members noted that the SWARH PCMS Business Case Feb 2007 has
       been reviewed and endorsed by the SWARH Finance s/c (Feb 07) (see
       Rec#1,2 and 3 of section 7.7.3 of these minutes) and, as a consequence, the
       Recommendation 1 below is endorsed

       Conditional Recommendation 1 (SWARH PCMS) - SWARH Steering
       Ctte Feb 2nd 2007
       See Finance 7.7.2 Recs #1 and #2

       That the SWARHSC:

        Notes that the financial gap between the Integrated Trak solution and the
         next cheapest non-discounted Healthsmart option is $1.1 million over 5
         years.
        Agree that there are immediate issues in the interfacing requirements of
         new and existing systems which cannot be met by the current Vital product
         (eg. CHARM, PJB)


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        Endorse the proposal to extend the use of the Trak product suite to replace
         the current Trak Vital (PMI) to meet the SWARH requirements of 2007-
         2010.
        Endorse the proposal to delay the Healthsmart PCMS implementation until
         2010 when a review will be conducted of both Healthsmart PCMS and
         Clinicals.
        Requests the SWARH Finance s/c propose an implementation and funding
         strategy to facilitate the recommended expansion of Trakhealth PCMS.
        Requests that the SWARH CIO write to Healthsmart advising of this
         recommendation and providing the revised PCMS Business case
        Requests that DHS Regional discuss this decision with DHS and/or
         Healthsmart.

       Recommendation 2 (Integrated Trak solution)

       That, prior to any implementation arising from recommendation #1, the
       following SWARH members meet with the OHIS Director, Fiona Wilson to
       discuss the implications of the decision to utilise the integrated Trakhealth
       application and to defer the implementation of Healthsmart PCMS.

       Members:

              Jim Fletcher (Chair, SWARH – CEO WDHS)
              Garry Druitt (CIO SWARH)
              Pat Turnbull (Chair SWARH Finance s/c, DCEO WDHS)
              Jacinta Bourke (Acting CEO, OHCS)
              John Krygger (CEO SWH,SWARH Lead organisation - if required)


PCMS & Privacy Subcommittee (Attached)

       Recommendation 2 (Searching)
       That all searches in name tables should use surname


[*]Finance (Attached)

SWARH Financial Report

   [*]Recommendation 1 (SWARH Budget Forecast – February 2006) – See
   Attachments:

   That the SWARH February 2006 Budget forecast be confirmed with the following
   comments:

    That the new format will be provided to the SWARHSC
    That the projected deficit before capital is $305,000
    That current year has a $70,000 operating loss but impact on liquidity is worse
     because of a $562,000 investment in assets

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       That there is a need to reduce costs further to create a depreciation fund
       That this would be assisted by having additional DHS capital for depreciation.
       That the issue could be overcome by having equity in membership
        contribution.

Other Matters

[*]Recommendation 1 (SWARH PCMS Benefits Analysis) – See Attachment

 That the group feels that the benefits outcomes analysis is grossly underestimated
  in terms of clinical and integration benefit.
 That the basis of the hours applied to clinical and PCMS functions should be
  reviewed and the assumptions listed for each function
 That the result of this review is likely to double the benefit value for the
  Trakhealth integrated option
 That the group recognizes that this change in benefit will not materially affect the
  validity of the SWARHSC recommendation, since that recommendation was not
  based on the benefit analysis.
 That the group feels that benefit should be used in the final decision, if the
  assumptions regarding the basis of annual costs prove to be incorrect i.e. The
  Healthsmart offer


[*]Recommendation 2 (SWARH PCMS Analysis)

 That the group has confidence in the financial analysis which formed the SWARH
  PCMS Business Case (Feb 07) and is the basis of the SWARHSC PCMS
  recommendation (Feb 07).
 That the group suggests that the real productive benefit accruing from the use of
  the integrated Trak solution would far exceed any costs saved through
  Healthsmart guaranteeing to hold the discounted rate for 5 years.
 That there is merit in moving forward with the Integrated Trak solution as soon as
  possible to quickly obtain the stated benefits and review the Healthsmart solutions
  in 2010.

[*]Recommendation 3 (SWARH Community Health and Primary Care)

 That the SWARH Primary Care s/c should consider the implications if SWARH
  moved to the Integrated Trakhealth product which includes community health.
 That these implications should include:
  o DHS reporting requirements
  o PJB life
  o Implementation timelines
  o Functionality
  o Cost
   That the SWARH Primary Care s/c should recommend a set of actions in
     regard to the adoption of a new community health system during 2007.

7.9      Acute & Residential Aged Care Subcommittee (Attached)


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   Recommendation 1 – (Aged care Steering committee for LTC)

       1. Membership of the Aged Care Steering committee for LTC project is
          represented on the ARAC Aged Care working party and the same agenda
          items are covered by both groups.
       2. The membership of the Aged Care Steering committee recommends the it
          ceases to meet and all items including project management of the LTC
          project to be monitored by the SWARH ARAC Aged Care Working Party.
       3. The SWARH / Barwon project team meet on a regular basis with LTC
          Application & IT support staff as an effective way to manage the
          completion of the project.
       4. Minutes of these meetings to be taken and distributed to the members of
          the Aged Care working party for information and discussion.




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5. Steering Committee Recommendations – 2007 April


5       [*] Correspondence

5.1.3   [*} Awaiting response.

        1. (Oct 06) DHS – Healthsmart – status of PCMS and associated funding – followed
        up Nov 28 06.

        Recommendation 1 (Meeting with Fiona Wilson)
                                                     th
        That the meeting with Fiona Wilson, on the 18 April, include discussion of the
        response to the letter of Nov 20 06

7       SWARH REPORTS:

[*]CIO Report (Attached) and [*] CIOOG (Attached)


[*]Recommendation 3 from Feb 07 SWARHSC (Disaster recovery facility) – See
Recommendation #3 below

   That SWARH seek an appropriate secondary power generation source for the DRF
   That as first priority SWARH explore the extension of the SWH secondary power
    generator to the DRF
   That as second priority SWARH investigates the possibility of purchasing suitable
    secondary power generation to either add to SWH capability or as a separate supply to
    the DRF.
   That the likely cost of a second hand generator would be $10000-$15000 (Installed).
   The cost would be funded from either existing SWARH capital or a DHS grant.
   That this Recommendation 3 lay on the Table until a review of SWH secondary power
    generation is received.



7.2.1 [*] CIO Report (April 07)

Recommendation 1 (Med info 2007 Conference)

       That the SWARH CIO presents the SWARH electronic patient management systems
        development to the med info conference in August 2007.
       That all expenses be funded by Trakhealth



[*]Recommendation 2 (VARH letter to OHIS )
                                                                                  th
That the recommendations contained in the letter to Fiona Wilson (OHIS) on the 16 March
2007 be endorsed. They are extracted and listed below:

    1. That as a matter of urgency, DHS commit additional resources to finalise the RHA
       Template JVA for review by the Rural Alliance Implementation Steering Committee by
                       th
       no later than 30 April 2007.
    2. That DHS adopt the VARH Recommendations for standardisation of services, fees
       and charges and issue an appropriate policy statement by no later than 30th April



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         2007. The 5 RHAs are already implementing plans reflecting the VARH
         recommendations paper as part of their FY2007/8 planning processes.
      3. That the 5 Rural Health ICT Alliances work with DHS to define “DHS-Funded Health
         Agencies” to give greater clarity to the DHS Policy regarding mandatory membership
         of RHAs consistent with the Healthsmart Participation Policy. This needs to be
                          th
         completed by 30 April 2007 in order for agencies and RHAs to have some planning
         certainty for FY2007/8. Further, the mechanism by which DHS will monitor and
         enforce this needs to be understood.
That in accordance with a recommendation from SWARH, DHS consider providing
infrastructure support funding to enable each RHA to reduce the %GOR contribution to a
manageable level that allows RHAs to adequately fund Network Refresh while continuing to
provide high quality managed network services to their members and customers.
Target Date:     July 2007

[*]Recommendation 3 (Secondary power for SWARH DRF)

     That SWARH proceed with the purchase of the MHS secondary power generator at a
      price of $11,000 (ex GST).
     That it be noted that this was deemed to be the most appropriate strategy by the SWH
      engineering group led by Wayne Hall.
     That the location strategy and commissioning expenses be determined in conjunction with
      SWH.

7.2.2 [*] CIOOG Minutes (March 07)
        (Att - CIOOG_Meeting_2007_03_30_Minutes.doc)

         [*]Recommendation 1 (Email policy) – See attached??

That the ‘SWARH use of email, Intranet and Internet “policy be endorsed.

         [*]Recommendation 2 (Virus Policy) – See attached??
         That the revised Virus Protection policy be adopted.

7.7      Finance (Attached)

7.7.1 SWARH Financial Report

      Recommendation 1 (SWARH Budget Forecast – March 2006)

      That, there being no material changes, the SWARH March 2006 Budget forecast be as
      confirmed in February 2007.

7.8      [*]Technology (Attached)

             [*]Recommendation 1 (Temperature Monitoring systems)

             That a working group be established to make recommendations in relation to
             establishment of a temperature monitoring systems within SWARH.

             Members:

                    Steve Jones (PDH, Chair)
                    Steven Henderson (PDH)
                    Kevin Tait (PDH)


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                    David Church (SWH)
                    WDHS Nominee

            Scope:

                    Define system outcomes (scope, requirements analysis)
                    Evaluate systems (including WDHS) that could meet requirements
                    Broad evaluation of investment: costs and benefits (risk, spoilage,
                     reporting etc)
                    Recommendation in regard to SWARH direction.



            [*]Recommendation 2 (Midwifery neo-natal care)

That the SWARHSC refer to the Clinical s/c the consideration of a project to establish
IP VC connectivity within the midwifery wards, to combine with integrated vital signs
monitoring, to assist all SWARH sites without local paediatricians’

7.9     Acute & Residential Aged Care Subcommittee (Attached)

       Recommendation 1 (Trial of Animation software)

       The SWARH Education Advisory group supports the trial of the Amnesiac Software
       Informed consent web based Visual Animation software.
        A working group consisting of one clinically based nurse from SWH, CAH, WDHS,
           PDH & one smaller SWARH agency be set up to meet monthly to work with the
           vendor on the final presentation of the product.
        The trial will be at no cost to member agencies apart from clinical staff participation
           in the monthly meetings.
        The CPR animation will be the first package to consider by the group.

       Recommendation 2 (Aged Care Documentation Advisory Group)

That an Aged Care Documentation Advisory Group be established, which will look at
assessments within LTC and to review change requests.
 An invitation will be extended to each facility to nominate a clinical staff member to
participate.
SWARH office will manage the agenda and documentation
The meeting dates will be as required and will report to the Aged Care working Party
and the LTC Project Team.


7.10    [*]Primary Care (Attached)
                 [*]Recommendation 1 (Integrated Health record)

                 The Primary Care sub Committee of SWARH recommends that SWARH
                 introduces an integrated health record that spans the care continuum and has
                 functionality at least equal to existing software (PJB) and includes DHS
                 reporting requirements.




7.11    [*]VISP Steering Committee (Attached)



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7.11.1 Virtual Assessment a/g


7.11.2 Virtual Reception a/g


7.11.3 Virtual Monitoring a/g
      [*]Recommendation 1 (Ophthalmology)

              That laptops be provided to installations of the slit lamp, specifically Hamilton,
               Portland and Colac.
              That an amount of $4000 be allocated from with the VISP monitoring budget.




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6. Steering Committee Recommendations – 2007 May

5         [*]Correspondence
To: Steve Bowmaker (Chair of VARH)
From: Garry Druitt (SWARH CIO)
                                              th
Ref: OHIS response to the VARH letter of 16 March 07 see 5.1.1 (1) above.

We need to discuss the concept of membership as it applies to 'all of government'. The
statement regarding 'associate' type of membership for agencies not under the Act may
confuse the existing arrangements e.g. medical clinics, pharmacies etc. I thought we sought
to remove the membership 'levels' from the JVA? We (SWARH) have solved audit
requirements and asset distribution issues by having thresholds (GOR) below which
distributions are not made and, where agencies are not publically funded, they are also
excluded (ie. those that pay by EFT). This appears to create sufficient flexibility meet
requirements.

Regards,
Garry.

Recommendation 1 (JVA and Alliance Membership)

         That SWARH does not support different categories of membership but does support
          there being different obligations on members who are not funded by DHS.
         That SWARH review against the DHS review document „policy direction‟
      
                                                                      th
          That SWARH circulate policy/document and papers by the 17 May 07
         That the SWARH Executive meet to determine the SWARH position


7.2       [*]CIO Report (Attached) and [*]CIOOG (Attached)



7.2.1 [*]CIO Report (April 07)

Refer to section 1.5 of the report – Meeting with Fiona Wilson

Refer to section 2 of the report – Microsoft proposal.

[*]Recommendation 1 (Microsoft Licensing Proposal)

         That SWARH note the latest Microsoft and OHIS offer which effectively discounts the
          cost per FTE in the first year, depending on the level of participation.
         That SWARH endorse the proposal and commends it to its members
         That SWARH receive indications from each member wishing to participate as an
          early adopter of the agreement before May 14 2007
         That SWARH notes that early adopters may receive from 15%-25% discount
          depending on the level of participation.



7.2.2 [*]CIOOG Minutes (March 07)

          (Att - CIOOG_Meeting_2007_04_27_Minutes.doc)



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      [*]Recommendation 1 (SWARH Status – major projects)

      That SWARH status contains information regarding major projects i.e. Connectivity
      member audits etc.



7.6        [*]PCMS & Privacy Subcommittee (Attached)

           [*]Recommendation 1 (Pre admission questionnaires)
          That the quote to create pre-admission questionnaires proceed to ensure that all data
           collection is integrated into the Electronic Patient Record (EPR)
          That the cost of up to $5000 be funded as a variation
          That there will be 2 stages in the development: Stage 1 – review template in test,
           Stage 2 - implement in production.



7.7        Finance (Attached)



7.7.1 SWARH Financial Report

      Recommendation 1 (SWARH Budget Forecast – March 2006)

      That, there being no material changes, the SWARH March 2006 Budget forecast be as
      confirmed in February 2007.

          [*}Recommendation 1 (Budget Forecast – April 2006 amendments and
          comments)

              That the distributed budget forecast be agreed subject to the following comments:
               o That SWARH commence the recovery of the capital used to progress the
                  DHSV connectivity.
               o That SWARH commence membership subscription charging for DHSV (pro
                  rata on connected sites)
               o That the forecast be modified to reflect the above plus the: payment by the
                  Grampians Alliance for the SWARH Rack (Melbourne Colo) , $12k pa; share
                  of the SWARH Video Hierarchical Gatekeeper and associated equipment
                  ($25k).
               o That the forecast be redistributed to members as soon as possible
               o That the presentation of the operational accounts should be separated from
                  capital, and that the new format will be distributed to John Linke to see if this
                  meets requirements
               o That the distributed spreadsheet has a cell which might require attention
                  (e27)


7.9        [*] Acute & Residential Aged Care Subcommittee (Attached)

          [*]Recommendation 1 (Competency Workshop)

          The SWARH office coordinates a competency workshop and invites SWARH sites
            participation to review:
                        o current competencies being used across SWARH
                        o options for sharing across agencies
                        o review methods of recording activities against staff participation




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8.1       [*]Other Business.



8.1.1 Public Health Awards (J.Fletcher)

Recommendation 1 (Public Health Awards)

             That SWARH make application for the Public Health Award – Innovation category
          
                                                  th
              That close of submissions is June 15 07
             That the basis of the submission could be Virtual Visiting or other as deemed
              appropriate


8.1.2 SWARH s/c structure (J.Fletcher)

Recommendation 2 (s/c Structure)

      That SWARH review the subcommittee Agenda structure.




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7. Steering Committee Recommendations – 2007 June

5.1.3 [*}Awaiting response.

      1. From F.Wilson in regard to item (1) Outgoing.

      F.Wilson responded by saying that no further information could be provided at this time
      because OHIS had commissioned KPMG to undertake an economic analysis of the
      Rural Alliances. The outcomes are due in 2 months.

          Recommendation 1 (SWARH Healthsmart PCMS Participation)

                 That SWARH leave the Healthsmart PCMS decision on the table until the
                  completion of the OHIS Economic analysis and the final review outcomes.
                 That SWARH notes the potential shortfall of capital funding to meet the
                  requirements of Healthsmart participation
                 That SWARH continue to engage with Healthsmart so as not to prejudice
                  „required‟ SWARH project activity

6.6       [*]Public Health Awards

[*]Recommendation 1 (SWARH Public Health Award)

That SWARH will submit the VISP Opthamology project (Virtual Slit Lamps) to the Victorian
Public Health Awards.

6.8       [*] SWARH Subcommittees – Review of operation.

[*]Recommendation 1 (SWARH Subcommittees)

That the SWARH office will survey all subcommittees in regard to effective committee
operation The elements to be included are:

         Frequency and length of meetings
         Mode of meeting (in person, video, audio)
         Meeting papers, Agenda and Minutes
         Recommendations and decisions
         Ability to influence regional development, policy and procedure
         Relevance and effectiveness of meetings to members

A survey instrument will be distributed to all members of each sub committee during June 07
with collation and report delivered to the SWARH Meeting of August 07.

7.2       [*]CIO Report (Attached) and [*]CIOOG (Attached)

7.2.1[*]CIO Report (May 07)
[*]Recommendation 1 (VHCIOC - Document Scanning)

That SWARH members should register interest in the general concept of document scanning
as an electronic transition between manual and electronic records.

[*]Recommendation 2 (VHCIOC- Medical Credentialing)

That SWARH members should register interest in the general concept of their potential use of
a medical credentialing application established by Southern Health.



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[*]Recommendation 3 (Microsoft Licensing Agreement)

The SWARH should note that Contract negotiations have now been completed for the
Microsoft Licensing proposal including the following major points

           1.    The contract period is 3+3 years
           2.    The workstation to FTE ratio is fixed for 3 years and reviewed on renewal
           3.    The cost is $110 per FTE per annum
           4.    OHIS support for year 1 (pre-contract participants) brings cost to $96 per FTE pa
           5.    OHIS support also enables a credit pool to be managed for all Microsoft software
                 listed in the proposal that in no older than 3 years. Agencies make application for
                 reimbursement
           6.    Purchases will be done via one of 4 Health clusters who will issue an order to
                 one of the Microsoft Resellers (LAR) on the Government Panel
           7.    The Sector will select a single LAR during the next 12 months.
           8.    SWARH now has 5400 FTE indicating commitment
           9.    The sector has around 37,000 FTE.($3.56 million for year 1)
           10.   The SWARH cluster with be the Gippsland Health Alliance.
           11.   An order from the SWARH cluster will be required by mid-June 07 ($518,400 for
                 year 1)


[*]Recommendation 4 (Vehicle Fleet Reduction)

          That all SWARH agencies seek to endorse a fleet reduction target of 10% per year
           over the next 3 years (2007-2010)
          That the reduction should be measured in terms of vehicles per FTE
          That the excess demand for fleet vehicles should be redirected towards Video
           Conferencing.
          That all Agencies should review the clinical and administrative impact of such a target
           and indicate their ability to participate prior to the start of the 2007-8 financial year.


7.2.2 [*]CIOOG Minutes (March 07)
          (Att - CIOOG_Meeting_2007_05_25_Minutes.doc)

          [*] Recommendation 1 (Helpdesk procedures) -
          SWARH_Helpdesk_Procedures_Policy-d01

          That the helpdesk procedure policy be adopted

          [*] Recommendation 2 (Cisco fixed phones) – IP Phone Maintenance Proposal

           That all IP phones be under SWARH maintenance

7.7        Finance (Attached)

7.7.1 SWARH Financial Report
      Recommendation 1 (SWARH Budget Forecast – April 2007)

      That it is noted that the SWARH April 2007 Budget forecast remains unchanged for May
      07

7.11       [*}VISP Steering Committee (Attached)



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7.11.1 Virtual Assessment a/g


7.11.2 Virtual Reception a/g


7.11.3 Virtual Monitoring a/g
       Recommendation 1 (Monitoring Data collection)

       That there be a survey of utilisation every quarter, need to formalize data capture and
       transmission to Research group.


7.11.4 [*]Virtual Communications a/g
       [*]Recommendation 2 (Family connections)

          That the Bendigo family be targeted for connection investigation
          That the Grovedale (Corio) family requires an additional connection investment
           ($10000)
          That provided that a budget review determines that there are available funds then
           the Corio family should be (re) connected.




8. Steering Committee Recommendations – 2007 July

7.2[*]CIO Report (Attached) and [*]CIOOG (Attached)

7.2.1[*]CIO Report (May 07)
[*]Recommendation 1 (PCMS/Clinical position)

      That the SWARH Foundation members seek to ensure that there are sufficient skilled
       resources to support the continuing rollout of clinical and PCMS system within
       SWARH
      That the Foundation members should agree to an interim proposal to establish the
       Patient Systems Coordinator position at 1 EFT (from 0.5 EFT) for a period of 12
       months in recognition of the amount of current and proposed activity in the Clinicial
       and PCMS application area.
      That a special meeting of the SWARH Executive or the Foundation member group
       should review the SWARH medium to long term staffing strategy during July 07.
      That the SWARH Office will present a draft strategy to the group prior to the next
       meeting of the SWARHSC.

[*]Recommendation 2 (SWARH Exhibition St Firewall)

      That SWARH implement the Exhibition Street Firewall strategy as proposed.
      That SWARH notes that the overall net outlays result in a 4% reduction in costs with
       the added benefit of establishing new equipment with reduced complexity.

[*]Recommendation 3 (SWARH Shared Services Storage)




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       That SWARH approve the proposal to purchase a Network Access Storage system
        (NAS) with an initial capacity of approximately 4 Terabytes mirrored between the
        SWARH primary Hub and the DRF
       That the cost of this infrastructure is $60,000
       That the funding of this proposal is via existing uncommitted shared services revenue

        [*]Recommendation 4 (SWARH Internet)

               That SWARH endorses the Telstra offer of a 100Mbps Internet feed with a 1
                Terabyte download limit over a contract period of 3 years.
               That SWARH notes cost of this service is 10% less than current outlays
               That SWARH also notes that this service must be managed to ensure the 1
                Terabyte limit is not exceeded.

        [*]Recommendation 5 (SWARH Intranet)

               That SWARH implement a Forums facility on the SWARH Intranet facility
               That this will delivered by Auscity and will cost $250 (funded from within the
                SWARH Office budget)

        [*]Recommendation 6 (SWARH Microwave Backbone)

               That SWARH notes that the AAPT offer for transferring ownership of the
                Microwave to SWARH is:

                   AAPT transfers the Microwave ownership to SWARH immediately
                   SWARH continues to pay the current annual costs to AAPT for the next 2
                    years
                   SWARH immediately takes responsibility for all other Microwave costs

               That SWARH will now investigate the viability of this offer and report back at
                the next Meeting.

[*]Finance (Attached)
    [*]Recommendation 2 (FMIS advisory group)

       That an FMIS advisory group be established
       That this group have representation from all participants (Finance and Supply)
       Nominate Richard Staudie (WDHS) as Chair
       That members be: Liz Bramich (SWH), Terry Hoy (SWH), Barb Toma (CMH), Leigh
        Parker (TMHS) That nominations from Finance and Supply be sought from PDH and
        CAH
       SWARH Intranet site – FMIS project site

    Recommendation 1a (SWARH Budget Forecast – June 2007)

           That the SWARH Finance s/c review the suggestion that members pay
            subscriptions quarterly in advance
           That this review addresses both the impact on SWARH cash flow and the impact
            on members.


G.Druitt noted that OHIS may offer an interest free 5 year loan to assist Agencies implement
Healthsmart applications.

    [*]Recommendation 1b (SWARH Budget Forecast – June 2007)



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   That the SWARH June 2007 Budget forecast be endorsed noting that the operating
   position is a $672,000 deficit (includes $500,000 depreciation) and there is a low current
   asset ratio with a $600,000 bank overdraft.


Technology (Attached)


Recommendation 1 (Building Security a/g)

That 2 representatives from the CIOOG s/c be invited to participate in the Technology
s/c Building security a/g.

[*]Acute & Residential Aged Care Subcommittee (Attached)
       [*]Recommendation 1 (Trak Prescribing)

              Timboon & District Health had been identified and has agreed to be an option as
               the initial trial site for Trak E prescribing
              The SWARH office in conjunction Trak will organize a local Implementation
               Planning Study (IPS) to be held at Timboon to:
                Review workflows in relation to prescribing
                Prescribing process and identified issues
                Timeframes, resources and management of the project

       [*]Recommendation 2 (Stocca upgrade)

                  The upgrade to the new version of Stocca should take place no sooner than
                   the end of July due to the high activity during June with Stock take etc.
                  He upgrade to be supported by Isoft Technical / Application support staff
                  The upgrade will take place within the Stocca test system for review prior to
                   upgrade to live
                  The Pharmacy Advisory group to meet prior to consider the plan.
                  Any cost associated with Isoft support to be shared amongst Participants


       [*]Recommendation 3 (SWARH Regional E learning Strategy for Rural Nurses)

                   A project to develop regional E learning strategies for Rural Nurses to be
                    established from funding supplied by DHS ($20,000)

                   Even though the funding has been provided for content development the
                    project should include a comprehensive review of current processes along
                    with recommendations to regionalize the development and management of
                    Clinical Competencies across the region. Thee intention of this strategy is
                    that it can be duplicated across our entire healthcare workforce throughout
                    the region.

                   Western District Health Services will be the lead agency for the project, which
                    will be managed via the SWARH Education Advisory Group

                   A Project Plan will be developed for submission to DHS and outline a strategy
                    to address:

                        o   Content Development (insourced / outsourced) and priority list of
                            competencies to be developed as an initial trial




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                   o   Strategies for management of the output of Learning such as hosting
                       of content and reporting on staff activities along with self-service
                       capacity will also be reviewed as part of the project.

                              It is anticipated that the strategies for sustainable ongoing
                               content development for the region, along with a
                               management of the output would require addition funding
                               from participating members. A business case along with cost
                               and recommendation of would follow at the completion of the
                               trial.

            [*]Recommendation 4 (Clinical Incident Reporting)

                              DHS are currently developing a process for Clinical Incident
                               reporting across the state, which may or may not be in line
                               with current practice within Riskman.
                              The Quality Managers currently involved in the Riskman
                               implementation have view that any that any new processes
                               that relate to incident reporting should be inclusive of current
                               systems that are in use, namely RiskMan.



[*]Primary Care (Attached)
               [*]Recommendation 1 (ICT Competency Survey) – PCPSurveyMay07.doc

               That this ICT Competency Survey report (2007) be endorsed and be sent to
               the SWARH Steering Committee and the SWARH Education Advisory group
               (via Acute and Residential Aged Care sub Committee) for comment.


               [*]Recommendation 2 (Training for ICT Competency)
                   1. That an ICT training program be implemented as soon as possible for
                      all community and Nursing staff across all sites.

                   2. That this training program focus on: Printing, Windows files and
                      Folder management, Browser access to information sites (SWARH
                      and DHS), Email contact management, Word Tables and Excel files.
                   3. That all sites with a significant focus on Aged Care should undertake
                      a broad range of ICT training as defined within this report.
                   4. That it be noted that for SWARH members the preferred SWARH ICT
                      training model is based on Skillsoft which enables staff to undertake
                      specific assessed on-line training at self selected times.
                   5. That Skillsoft training should be complemented by an introduction to
                      Skillsoft training course designed to ensure participants are
                      competent to undertake Skillsoft training programs.
                   6. That all costs for staff training should be borne by the Agencies
                      responsible.
                   7. That consideration should also be given to providing Skillsoft
                      competency training and Skillsoft access to Agencies who are not
                      currently SWARH members.
                   8. That recognition be given to the fact that direct Agency management
                      support for staff training is required irrespective of the training
                      strategy adopted.
                   9. That the SWARH office develop a strategy to address base level
                      competency

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                       (Introduction to Skillsoft)


               Recommendation 1 (from the Service Coordination Advisory Group)

                      That the proposed workshop scheduled for August 2007 be replaced
                       by three (3) e-referral training sessions to be held in Portland,
                       Hamilton and Warrnambool and that these e-referral
                       sessions include information on basic computer navigation and other
                       troubleshooting strategies to support e-referral
                      That participants have base line IT skills
                      That the number of participants per Agency is capped
                      That if supply exceeds demand then further training will be
                       considered


7.11 VISP Steering Committee (Attached)


7.11.1 Virtual Assessment a/g


7.11.2 Virtual Reception a/g


7.11.3 [*]Virtual Monitoring a/g
       Recommendation 1 (Monitoring Data collection)

            That there be a survey of utilisation every quarter
       Recommendation 2 (Monitoring survey)
       That the participants in the Monitoring project be surveyed in terms of usage of the
       virtual systems.

       [*]Recommendation 3 (Hamilton Foetal Monitoring)
               That the Foetal Monitoring project be extended to Hamilton with a
                notional commitment of up to $10,000.
               That this be reviewed after relevant investigation and recommendation by
                the VM a/g.
              

[*]Virtual Communications a/g

       Recommendation 4 (Numurka Family)

          That an amount of $15000 be allocated as a commitment for the Numurka family
           connectivity.
          That there be some investigation into Cobram family as a contingency.


Research

[*]General
      [*]Recommendation 5 (Paediatrics – Warrnambool)




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             That SWH – Paediatrics be allocated up to $5000 to establish a virtual regional
              service
             That this option be investigated.

      [*]Recommendation 6 (VISP Budget)

             That the expenditure and commitments as listed in the VISP budget approvals
              be endorsed
             That the committee noted that the actuals are less than projected (routers
              CAH, PDH, WDHS and SWH( C).
             Noted that the contingency of $38,000 - has been utilized by $10000 (ear
              pressure), $10000 (foetal), $5000 ( Paediatricians)

    [*]Recommendation 7 (Governance)

    That the VISP Steering committee and all its advisory groups continue until the August
    07 meeting when a review of the VISP project and future governance will take place.




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9. Steering Committee Recommendations - 2007 August


– DHS Secretary – Interest Free Loan -

    J.Fletcher reported the receipt of a letter from the Secretary of DHS which makes the
    offer of an interest free loan to assist Agencies implement Healthsmart applications.

    Recommendation 1 (DHS Healthsmart Loan offer)

                 That the requested PCMS/FMIS loan range be $1.2 million - $1.8 million
                 That J.Fletcher to investigate the loan details with the BSWDHS regional
                  director.

[*]CIO Report (Attached) and [*]CIOOG (Attached)

[*]CIO Report (August 07)

[*]Recommendation 1 (Medinfo 2007)

   That SWARH supports a SWARH presentation at the Medinfo conference during August
    2007 in Brisbane.
   That SWARH notes that all expenses with be paid by Trakhealth.

[*]Recommendation 2 (BSW Video access)

   That SWARH establish a project with the BSW DHS to facilitate the use of video between
    BSW DHS and SWARH members.
   That this project will be focused on creating a link between BSW DHS and SWARH
   That costs associated with this project will be borne by BSW DHS
   That SWARH will continue to assist DHS to establish a Government VPN for Video as a
    medium to long term strategy.

[*]Recommendation 3 (Mpower resignation)

        That SWARH accepts the resignation of Mpower as a member
        That SWARH notes that the period of notice is from April 07- June 07
        That SWARH will now remove all WAN equipment and ensure all prior commitments
         are met

7.2.2[*]CIOOG Minutes (July 07)
        (Att - CIOOG_Meeting_2007_07_27_Minutes.doc)

        Recommendation 1 (Keytrust)

                   That Dimension Data treat Keytrust as a third party and manage directly all
                    network links to Keytrust.
                   That SWARH review the use of the Internet for clinical information.
                   That SWARH send all blocked sites issues to Keytrust


         [*]Recommendation 2 (Audit outcomes - System Password management)

                   That SWARH adopt a password policy for the system administrator(s)
                   That the System administration password be changed every 12 months
                                     th
                  (minimum) on the 10 Jan or as agreed


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             That the system administrator password be held in the SWARH Office safe
             That a future target for all accts/passwords is biometric authentication
             That all enterprise systems are to be deemed critical


[*]Finance (Attached)

SWARH Financial Report

   [*]Recommendation 1 (SWARH Budget Forecast – July 2007)

   That the SWARH 2006-7 actuals be endorsed
   That the forecast to be confirmed in August 07.

7.9 [*]Acute & Residential Aged Care Subcommittee (Attached)

   [*]Recommendation 1 (ED Edit Check)

          That the quote from Trak for the development of a custom script to display a
           warning when the difference between arrival date/time and triage date/time is
           greater that 20 minutes be accepted at a cost of $1200.
          That the cost to be distributed between sites that use the ED functionality


   [*]Recommendation 2 (from Special meeting of the SWARH Education Advisory
                                            th
   group re a Regional e Leaning Strategy 26 June 2007)

       1. The SWARH Education Advisory group is preferred governance structure for the
          implementation and management of a SWARH wide e Learning strategy.

       2. The SWARH Steering committee give consideration to the Education Advisory
          Group being a subcommittee reporting directly to the SWARH Steering
          Committee to improve timeliness of decision-making. The ARAC subcommittee
          noted the request and had no issues either way and would if separated would
          request a member of the ARAC subcommittee sit on the Education Advisory
          group.

       3. The Terms of Reference be modified to reflect to broader organizational wide e
          learning strategy with at least the following representation
           Education Managers from 4 sub-regions
           DHS representative – Gerry Keely
           Medical Education representative
           Allied Health representative
           SWARH office representative
           2-3 representatives from smaller Agencies

       4. A Regional Coordinator be appointed or seconded to coordinate the development
          and implementation of the SWARH e Learning strategy, with cost shared across
          participating members. The Regional coordinator would report via the Education
          Advisory group

       5. The management of a $20,000 Grant from DHS to development of core regional
          competencies be managed via The Education Advisory Group. The development
          of a comprehensive Business for Case for e Learning be developed for approval
          by the SWARH Steering Committee as a long-term regional strategy.

       6. That the Terms of Reference of the new SWARH s/c include the preparation and
          maintenance of an e-learning strategic plan.


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       7. That the final proposal complete with specific coordination costs, terms of
          reference, broader membership and strategic planning be submitted to the
          September 07 meeting of the SWARHSC.


           [*]Recommendation 3 (Documentation workshop – Aged Care)

                  A documentation workshop to be held with the LTC vendor during August
                   at Colac Area Health to review the Aged Care survey process in light of
                   the new electronic documentation
                  The total cost for the workshop will be approximately $1400 shared
                   across the participating agencies (approx cost $150 /site)

7.10   *]Primary Care (Attached)

               [*]Recommendation 1 (Computer training strategy) – South West
               Alliance of Rural Health_training_strategy.doc

               That the Primary Care sub Committee endorses and recommends the
               adoption of the Computer Training Strategy for Clinical and Community
               Service Staff.




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10. Steering Committee Recommendations - 2007 September

[*]CIO Report (Attached) and [*]CIOOG (Attached)

[*]CIO Report (September 07)
   [*]Recommendation 1 (e-learning Coordination strategy) – See elearning
   Coordination Strategy sept 2007

       1.That the Terms of Reference (see appendix 1) of the SWARH Education
       Subcommittee be accepted and the SWARH office proceed to invite regional
       participation and hold an initial meeting.

       2.That Western District Health Services be contacted to request a secondment for
       Tracy Gould (Education Manager) to the SWARH e Learning project for an initial
       period of 12months. A Position description is attached (see appendix2)

       3. The cost of the secondment for .6EFT ($42,156) be shared across participating
       agencies which are the Acute, Primary Care & Private (not for profit sector) per GOR.

       4. That further funding options be investigate in particular via DHS to add to the
       sustainability of the project.


[*]PCMS & Privacy Subcommittee (Attached)

Recommendation 1 (Healthsmart PCMS)

    That the Healthsmart PCMS launch should be attended by SWARH Primary care s/c,
    PCMS steering ctte and PCMS s/c.

    Recommendation 2 (Trak change for questionnaire printing)

           That Trakhealth will make a change to ensure that the Operation report form can
            be automatically printed
           The cost of $1200 has been received this will enable all questionnaires to be
            optionally selected for automatic printing (the Operation report is a
            questionnaire)

   Recommendation 3 (Community Health data administration)

           That all PJB user sites should have a site administrator
           That the site administrator should manage overall user management, data
            standards and data integrity.
           That the site administrators should be aligned and managed in conjunction with
            site Health information management.


Finance (Attached)

SWARH Financial Report
   [*]Recommendation 1 (SWARH Budget Forecast – August 2007)

       
                                                                               nd
            That the July 07 budget forecast be confirmed on Wednesday 22 August 2007
           That recommendation lay on the Table until the October 07 meeting



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   P.Turnbull noted that the above recommendation on the delivery of the July 07 forecast
   would not be met until September 07.

   Step 1 was to remodel the current forecast template to more easily reflect the financial
   position. The forecast group has met once to consider the $700k 06-07 deficit and its
   future reduction. This will include recommendations in both the staffing, maintenance and
   carrier areas.

   Step 2 is the consideration of PCMS (Healthsmart) costs
   Step 3 the FMIS costs.

   The aggregation of steps 1-3 will be presented to DHS as a sustainability issue.


Other Matters

   [*]Recommendation 1 (Appgen support)

          That SWARH investigate the level of license ownership in the Picosoft product
          That a meeting occur between the Chair, the SWARH CIO and Picosoft as soon
           as possible.
          That SWARH finalise a suitable SSS extension agreement with Picosoft which
           corresponds to the expected implementation period for Oracle.
          That some discussion should occur with DHS in regard to overall funding and the
           finalisation of the FMIS and PCMS business cases.
          That a risk assessment of the implications of ceasing the support agreement with
           Picosoft be provided.
          That discussion with the Hume Alliance should review a joint approach with
           SWARH in discussions with Picosoft.
          That this information should be considered at the meeting of the Finance s/c on
                  th
           the 17 September 2007 with recommendations to go to a special meeting of the
           SWARH Executive.

   Recommendation 2 (Leasing)

          That an RFQ be sent to selected vendors: CBA, Dell and Cisco
          That the response will determine the leasing strategy

   [*]Recommendation 3 (Fleet costs)

          That the benchmark fleet costs be sent to the Acute sector members for review
           and corroborating benchmark information.
          That a data collection instrument be developed and circulated this could capture
           travel savings on each use of video equipment.
       
Acute & Residential Aged Care Subcommittee (No meeting)

Addendum - SWARH Discharge Summaries – Encryption Strategy September
2007
Recommendation 1 (Encrypted Patient information)

      The current cost of printing and delivery of discharge summaries is $118,145
       compared to the implementation of an electronic system which is $79,716 over 5
       years. (See cost benefit comparison above)
      The office of the SWARH CIO recommends the purchase of the Argus Encryption
       enterprise solution for the management of encryption of documents to be generated
       and distributed from the TrakCare Clinical Information System across SWARH.


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      The total cost of ownership of the Argus system over 5 years is $79,716 which is a
       cost benefit of $38,430 over the traditional postage solution
      The cost to be distributed to the participating Trakcare agencies in line with the
       SWARH GOR model.
      The SWARH office will liaise with the venders to coordinate the Implementation
       process.
[*]Primary Care (Attached)
   Recommendation 1 (Regional Training - PCP)

       That the PCP offices provide regional training in the following areas:

              Major changes to the Service Coordination strategy
              New statewide strategies e.g. Acute and Primary Health integration

   Recommendation2 (Regional Training – PCP - New agencies)

       That the PCP offices provide individual assistance for new agencies/sectors.

   [*]Recommendation 3 (Agency Training)

       That agencies provide ongoing training in fundamental service coordination including
       e-referral, as part of their internal operations - at orientation and via staff development
       activities.
   [*]Recommendation 4 (E-referrals)

       That the Primary Care sub Committee of SWARH take responsibility for ongoing
       regional e-referral activity and funding.


VISP Steering Committee (Attached)

Virtual Assessment a/g
   Recommendation 1 (VA a/g)

       This is last meeting of the VA a/g. Representatives will now elect
       to participate in the ongoing VISP a/g to SWARH.


Virtual Reception a/g
   Recommendation 2 (VR a/g)

       This is last meeting of the VR a/g. Representatives will now elect
       to participate in the ongoing VISP a/g to SWARH.


Virtual Monitoring a/g
   Recommendation 3 (VM a/g)

This is last meeting of the VM a/g. Representatives will now elect to participate in the
ongoing VISP a/g to SWARH.




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Virtual Communications a/g
   Recommendation 3 (VCD a/g)

This is last meeting of the VCD a/g. Representatives will now elect to participate in
the ongoing VISP a/g to SWARH.


Research

[*]General
   Recommendation 1 (Project Plan)

      That the project plan be accepted with outstanding activities being the project
      finalization tasks.

   Recommendation 2 (Risk Management Plan)

      That the risk management plan be accepted with outstanding risks being the
      community participation and the deaf family establishment.

   Recommendation 3 (VISP Budget)

      That the VISP budget accepted as fully expended by virtue of the recommended
      expenditure and Aurora SWARH membership.



   [*]Recommendation 4 (VISP Completion)

          That the VISP Steering Committee cease to operate
          That the VISP process be managed by the Virtual Services Provider advisory
           group (VISPAG)
          That the first meeting of VISPAG be September 07
          That the members of VISPAG be drawn from the previous advisory groups and
           Steering Committee




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