HCSS Training (Excel download)

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					                                                                                  Appendix 1
                                                                        HCSS One-Time Deployment Tasks


    ID                Task              Deliverables                                              Primary Owner        Secondary Owner   Dependency   Due Date
                                                                         90-60 days before go live (one time tasks)

                                        Presentation deck
              Prepare and Conduct
    1         Conference Call with
                   Institution
                                        Participant list (generic)


           Prepare and Send Memo to Draft Memo (general)
    2
                   Institution      Approved Memo (general)

                                      Deployment Org Chart
              Develop Deployment
    3                                 Deployment Roles and Responsibilities
              Governance Structure
                                      Issue Resolution Process
                                                                      60-45 days before go live (one time tasks)
                                      Timeline for HQ deployment (pilot before
                                      institutions)
                                      Business Continuity Plan
          Develop Deployment plan for List of HQ end users
    4
                   HQ staff           HCSS training needs based on HCSS roles
                                      Process for HCSS user account provisioning
                                      documented


                                        Identify HQ participants and roles - in
                                        particular the Statewide Administrators
    5        Deploy HCSS to HQ Staff
                                        HQ users trained in HCSS
                                        Train HQ participants in the use of EIdM for
                                        user account provisioning

                                      Issue resolution process flows for solultion
          Develop Deployment plan for
    6                                 Center documented
                Solution Center
                                      Training for Solution Center staff

             Deploy HCSS to Solution
    1                                   Identify Solution Center participants and roles                                                      6
                     Center

             Deploy HCSS to Solution    Train Solution Center participants in the use
    7                                                                                                                                        0
                     Center             of HCSS

                                                                            30 days before go live (one time task)
                                        Identify target audience
          Conduct Statewide HCSS Kick- Identify presenters (incl. CIO, RA, Sponsors)
           off Conference Call (include
    1                                   Presentation deck
              HQ, Regional Staff and
                                        Participant list
               Solution Center staff)
                                        Schedule the Web Conference
                                        Email an invitation to all participants
                                                          As Soon as HCSS is Available in Production Environment (one time task)
                Provision HQ staff
                                        Users' production HCSS accounts function as
    1         production HCSS user
                                        intended
                     accounts




080dacc8-4c76-48f1-96e8-93c3486cbac4.xlsx                                               Page 1 of 3                                                   One time tasks
                                                                                                                           Appendix 1
                                                                                                           Typical Institution Deployment Check List




                                                                                                                                  Dental/Medical/Mental Health
 ID           Task               Deliverables                                            Primary Owner   Secondary Owner            Due Date          Status                        Comments
      90-60 days before go
                                 Draft Memo (general)
         Prepare and Send
  1                              Approved Memo (general)
        Memo to Institution
                                 Institution specific memo (approved)

       Prepare and Conduct       Presentation deck
  2    Conference Call with      Participant list (generic)
            Institution          Participant List (specific)

                                 Survey template
       Prepare and Conduct       Survey instructions
  3
          pre-visit survey       Institution contacts
                                 Completed Survey Document

           Perform user          List of HCSS users (incl. name, role, location and e-
  5
            assessment           mail address)


                              Template for infrastructure assessment (checklist)
       Perform infrastructure
  6                           Inventory of current workstations and
            assessment
                              infrastructure (includes hardware, software,
                              network, power, etc.)

                              HCSS Infrastructure Requirements Document
       Identify gaps between Current Infrastructure List
                              Infrastructure Gap Analysis
  7    infrastructure current
                              List of issues/gaps to be addressed
       state and HCSS needs
                              Additional software requirements to support
                              HCSS are identified at the workstation level

       Order workstations (if
  8                           Workstations on order for refresh and new
            necessary)

                             Tasks, deliverables, timeframes and responsibilities
       Correct/Address other
  9                          for resolution identified
        infrastructure gaps
                             Tasks assigned

          Order additional
                                New network drops are requested
 10      network drops (if
                                Network drops installed and active
             necessary)
      60 - 30 days before go live (per institution)
                                Visit Schedule
       Prepare and Conduct
 11                             Checklist of activities
       Site Assessment Visit
                                Completed Visit

                                List Institution Executives
                                Identify Legacy App SME for each Discipline
       Identify Institution Key
 12                             Preliminary list of Supervisors
               Players
                                Preliminary list of HCSS Clinic super users
                                Preliminary list of HCSS Institution Super Users
                                 # of future scheduled appts. By discipline
                                 Any other appts. That need to be transferred (e.g.
       Identify approach for     past encounters that drives business rules etc.)
 13
          data transition
                                 Request List of Institution specific appt. locations
                                 Request List of all providers

       Check with Activation
 14   Management Regarding Document impact to the GO NO-GO decision                                                                                                     May impact our GO NO-GO decision
        Construction Plans

      30 -15 days before go
        Review and validate
 15                              Institution specific cutover plan
            cutover plan
                               Review and Identify LOPs for the use of HCSS that
      Review Institution Local
                               may need modifications
 16    Operating Procedures
              (LOPs)           Work with Local Institution on Modifications
                               LOP modifications complete
                                                                                                                                                                 Network Drops confirmed in the Initial SOMS go Live
                                 New network drops installed
      Install and activate new                                                                                                                                                       Planning
 17
           network drops                                                                                                                                         Network Drops confirmed in the Initial SOMS go Live
                                 New network drops are activated and tested
                                                                                                                                                                                     Planning
                                 List of Scheduler Users
                                 List of Institution super users

 18      Identify End users      List of Clinical Super users

                                 List of reporting users
                                 List of other users (View Only etc)
                                 # of future scheduled appts. By discipline
        Identify process and     Any other appts. That need to be transferred (e.g.
 19        needs for data        past encounters that drives business rules etc.)
             transition
                            List of Institution specific appt. locations
                            List of all providers
        Identify Required AdAd hoc report mockups and requirements for
 20
            Hoc Reports     producing them
                            List of HCSS users (incl. name and email)
                            Align users with HCSS roles                                                                                                                   Use Deployment Info Template
       Complete user Access Complete Request for Access form
 21
              Form          Get End User request Form Signed by Data Owner
                                 Deployment Manger Files Signed form forwards to
                                 Provisioning Manger
                                 Push out software to institution workstations as
                                 needed
          Correct/Address        Appropriate software is installed and working for all
 22
        infrastructure gaps      HCSS users
                                 All shortcomings/gaps addressed and issues
                                 resolved

 23    End User Provisioning Train Local IT on Provisionig Process with AD




080dacc8-4c76-48f1-96e8-93c3486cbac4.xlsx                                                                              Page 2 of 3 Pages                                                                               Institution Deployment
                                                                                                                      Appendix 1
                                                                                                      Typical Institution Deployment Check List




 ID           Task              Deliverables                                        Primary Owner   Secondary Owner             Due Date             Status                           Comments
      90-60 days before go

        Schedule institution    Final training roster
 24     healthcare staff for
              training          Super User Training
                                Notify End Users LMS access available
                                Load Provider information for each Discipline
 25        Load Providers       Assign PCP for Inmate Patients for all three
                                Disciplines
          Enter MH Group        Enter the Mental Health Group Data from
 26
            Information         MHTS.net
         Implement System
 27                             Provision HCSS User Accounts
               Access
        Conduct "HCSS in   Presentation Deck
 28
      Operations" Workshop Participants identified

 29     Super User Training     Traing Clinical and Institution Super users

      Install new or refreshed Workstations are up and running on HCSS users'
 30
            workstations       desk
                                Dental Extracts from IDTD
                                Start Data Migration - Data Entry
                                Complete Data Entry
 29    Data Migration Dental
                                HCSS is primed with transition data from IMSATS
                                Transition data is validated

                                Data Extracts from IMSATS
                             Start Data Migration - Data Entry
 30   Data Migration Medical Complete Data Entry
                                HCSS is primed with transition data from IMSATS
                                Transition data is validated

                                Data Extracts from MHTS.net
                                        Start Data Migration - Data Entry
       Data Migration Mental
 31                                     Complete Data Entry
              Health
                                HCSS is primed with transition data from MTHS.net
                                Transition data is validated
 32   Test ad hoc reports       Ad hoc reports are accepted by the institution
      Hold Readiness            Decision to Go forward with deployment to
 33
      Assessment Meeting        institution or not
                                All users provisioned and log-on information
                                verified and tested
      Conduct Final                                                                                                                                               Final Provisioning of end users after 3pm day before
 34                             Validated provider information
      Provisioning                                                                                                                                                go live
                                Validated location information
                                Validated appointment information
      Go live period
                                Training Day 1
                                Training Day 2
 35      Conduct Training
                                Training Day 3
                                Training Day 4
                                HCSS used for all scheduling
 36      Cut-over to HCSS
       Provide Post Go-Live
 37
              Support
      Post-go live activities
        Conduct Statewide       Identify target audience
       HCSS calls to discuss    Identify presenters
 38
      any issues, experiences   Presentation deck
          etc. with HCSS        Participant list


                                                                                                                                                    Not Begun
                                                                                                                                                        N/A
                                                                                                                                                  Less than 50%
                                                                                                                                                  More than 50%
                                                                                                                                                    Complete
                                                                                                                                                     On Hold




080dacc8-4c76-48f1-96e8-93c3486cbac4.xlsx                                                                         Page 3 of 3 Pages                                                                                      Institution Deployment

				
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