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eCura Upgrade Test Plan 9-17-10

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					     Mecklenburg County
  Local Management Entity


eCura 4.4.3 Upgrade Test Plan




               Prepared by


   Jeremy Pollard, IT Business Analyst
   Bill Battaile, Sr. IT Business Analyst
                                              Document History

                 Date    Version                           Description                                Author

            May 2010    Draft      Initial documentation of testing results gathered            Pollard
            May 2010    Draft      System checklist initiated                                   Battaile
                                   Testing results organized into first formal testing plan     Pollard
            9-17-10     1.0
                                   document                                                     Battaile




March 22, 2013                                                                                Page 2 of 17
                                                             Table of Contents



    1    Introduction ............................................................................................................... 4

        1.1    Document Purpose .................................................................................................................. 4
        1.2    Objectives ................................................................................................................................ 4
    2    Project Scope............................................................................................................ 4

        2.1    In Scope................................................................................................................................... 4
        2.2    Out of Scope ............................................................................................................................ 5
    3    Other Related Projects .............................................................................................. 6

    4    Project Approach ...................................................................................................... 6

    5    Project Communication Updates............................................................................... 7

    6    Testing Documentation ............................................................................................. 8

    7    Logging into the Mecklenburg Test Environment ...................................................... 8

    8    Project Resources..................................................................................................... 9

    9    Project Tasks/Schedule ............................................................................................ 9

    10 User Acceptance Sessions ..................................................................................... 10

    11 Upgrade Checklists and Scenarios ......................................................................... 11

    12 Upgrade Decision and Follow Up ............................................................................ 12




March 22, 2013                                                                                                         Page 3 of 17
    1   Introduction

        1.1 Document Purpose
                 The purpose of this document is to document a plan for and to record ensuing activities designed to test eCura
                 4.4.3 prior to an upgrade to production.



        1.2 Objectives
                 The objectives of the testing project are to ensure that...
                          eCura 4.4.3 and Provider Connect 4.4.3 exchange data correctly
                          All 4.2.18b functionality remains in place
                          Key features in the 4.3 upgrade are working correctly
                          Key features of the 4.4 upgrade are working correctly
                          Front line staff are directly involved in testing on numerous occasions
                          Managers have sufficient information with which to support the upgrade
                          No business interruptions occur post-upgrade.



    2   Project Scope

        2.1 In Scope
                 The scope of the testing project is to test all modules in eCura and Provider Connect. The chart below shows
                 the reader the functionality included in the upgrade and at what point the LME is at in using other current
                 functions. Two databases that are somewhat in scope depend upon eCura data. They are two data
                 warehouses: AMH Web for LME staff and PR Web for providers. The must be considered as in scope to a
                 degree (they are eCura output that is used each day by business units) yet they do not directly affect the data or
                 application of eCura. It is possible that some of the reports will require edits or recreation.




March 22, 2013                                                                                          Page 4 of 17
        Functionality in Place            Functionality in Place          4.4.3 New Functionality              To be Developed
             In Use Now                      To be Used (waiver)                                                      InfoMC
       Enrollment (IPRS,                     Coordination of                Matching Multiple                    ANSI 5010
        manually)                              Benefits                        Batches                              ICD-10
       Contact Tracking (Meck                Unmanaged Visits               Retroactive Eligibility              ANSI 820-in*
        Link)                                  (called “pass through”         Authorization Plan
       Provider Network                       in ecura)                       Wizard
        Information                           Member Upload                  Authorization Edit
       Benefit Plan                           (compatible with an             Post Approval
        Management                             834 file)                      Multiple Services in
       Authorization                         ANSI 997, UB04, 837i            One Authorization
       Contract Terms                        Incurred But Not                Plan
       Claims Adjudication                    Reported Reports               Refund Module
       ANSI 837p-in, 827p-                   Appeals Module √               Rate Closure Utility
        out, 835-out, CMS1500                 Grievance Module √             Batch Re-
       Provider Web (provider                Add Member (would               Adjudication
        access to reports)                     apply to IPRS only)
       LME Data Warehouse                    Use NPI Number as
        based on eCura                         Primary Identifier
       Provider Connect
        (electronic interface)


                 *must be in place for testing by March of 2010




        2.2 Out of Scope
                 Items that would be considered out of scope for this testing project would Advantage (Mecklenburg County
                 accounting software), and other software packages that may utilize data from eCura but do not directly impact
                 the functionality of eCura. Also out of scope are business functions that rely upon LME software tools but not
                 eCura. Also out of scope are the Medicaid and Value Options databases built upon files provided by the state.




March 22, 2013                                                                                        Page 5 of 17
    3   Other Related Projects
        Medicaid Waiver Implementation
        The Mecklenburg LME has been approved to implement a 1915b/c Medicaid waiver for its catchment. The
        successful implementation of a waiver is highly dependent upon a well-functioning information system. The eCura
        upgrade would have taken place regardless of the waiver project, but does bring functionality that supports the
        waiver more effectively than eCura 4.2.18b, the current version. The waiver implementation team, therefore, asks for
        updates as to the progress of the eCura upgrade project. Bill Battaile, Senior IT Business Analyst with the LME who
        is serving as the waiver project manager, can address questions regarding the waiver implementation project.


        eCura –to- Advantage Upload
        Accounts Payable team members use paid claim information in eCura to make manual entries into Advantage.
        Those entries lead to electronic payments to providers. In order to increase efficiency and reduce cycle time for
        payments to providers, a project is underway to upload this payment information to Advantage. Jean Claude
        Toussaint, the Accounts Payable Supervisor in the LME is coordinating from the business specifications perspective.
        Documents available upon request include the project charter, a data crosswalk, and minutes from meetings of the
        project team.


        Mecklenburg County IST Server Move
        Mecklenburg County IST changed vendors for server hosting. This required a physical move of several hundred
        servers, including those affecting the LME. No upgrades were allowed, therefore, from mid-August to mid-
        September of 2010. As of 9/7/10 the server move was completed successfully. Denise Spell-Swede, Project
        Manager with County IST, can address questions related to this project.



    4   Project Approach
          The project will be divided into several components once a test environment is established on a server.
                 1. System Administrator (SA) conducts a walk-through of all functions, not just those indicated in the release
                     notes.
                 2. SA works with vendor as to any issues that come up in step one.
                 3. Resolve the issues identified.
                 4. Release the test version to LME staff with instructions for individual testing.
                 5. Notify the provider network that the upgrade is underway and identify the key changes applicable to them.
                 6. Invite providers in for computer lab sessions in order to test new features. This is not training, but a
                     voluntary activity by providers who wish to assist the LME in this upgrade. For example, Alexander Youth
                     Network has a strong information service function and has repeatedly assisted with testing.




March 22, 2013                                                                                        Page 6 of 17
                 7. The project manager coordinates a communication plan so that all identified issues are centralized and
                     provided to the SA for review, vendor interventions, etc. All items are documented and tracked until
                     resolved.
                 8. The SA and project manager prepare a report and risk log for the LME Data Integrity Subcommittee (or
                     delegated subcommittee or work group) describing the goals of the upgrade, results of testing, vendor
                     interventions, etc.
                 9. Functions in the report will ranked as to criticality for the upgrade. The subcommittee will evaluate the
                     current status and reach a decision to proceed with the upgrade and at that time establish a date or to
                     recommend further resolutions and re-evaluation.



    5    Project Communication Updates
          A weekly update meeting shall take place on Wednesday mornings at 10:00AM. The first teleconference took place
          on 6/16/10 and shall continue until the upgrade is complete and considered successful. This purpose is to update
          and identify necessary actions as the eCura upgrade unfolds, per the project plan written by Toni Dougherty of
          InfoMC. After each call a status update is emailed to all attendees (Attachment A – sample update). Attendees are
          listed below.




        Company                             Name                          Title or Role                             Attendance
        InfoMC – eCura vendor               Angela Madara                 Customer Relationship Manager             Routine
        InfoMC – eCura vendor               Diana Selgrath                Account Manager                           Routine
        InfoMC – eCura vendor               Jennifer Layton               Implementation Support Specialist         Routine
        InfoMC – eCura vendor               Steve Murnen                  Project Manager                           Routine
        InfoMC – eCura vendor               Toni Dougherty                Project Manager                           Routine
        Mecklenburg County IST              Denise Spell-Swede            Project Manager                           Routine
        Mecklenburg County IST              Elliot Faure Garcia           System Architect                          Routine
        Mecklenburg Local                   Bill Battaile                 Senior Information Technology             Routine
        Management Entity                                                 Business Analyst
        Mecklenburg Local                   Jan Sisk                      Quality Improvement Director              Routine
        Management Entity
        Mecklenburg Local                   Jeremy Pollard                Information Technology Business           Routine
        Management Entity                                                 Analyst
        Behavioral Health                   Brian Johnson                 Financial Consultant                      As Needed
        Management
        Behavioral Health                   Jennifer Huber                Financial Consultant                      As Needed
        Management
March 22, 2013                                                                                       Page 7 of 17
        Company                              Name                            Title or Role                              Attendance
        E3 Informatics                       Vince Joyce                     Software Consultant                        As Needed




    6    Testing Documentation
            Either a Sharepoint site or folder on a common drive will be established for the project. A log of all testing
            documentation, test scripts, testing results, identified issues, instructions for hot fixes and resolutions, etc. will be
            maintained by the SA and the project manager. For this project a document library is in place in Sharepoint within
            the Information Technology link. The current documents are listed below.


             Test Plan
             Testing Checklists and Guides
             Testing Results (Excel or Word)
             Release Notes
             Hot Fixes
             Upgrade Script (upgrade script + roll up of all fixes)




    7    Logging into the Mecklenburg Test Environment
            1. Vendor Access
                 The vendor (InfoMC) has access to test data, and can be given more data and database information via a
                 secure FTP upload. E3 Informatics has login access to the actual test application. All vendors, along with a
                 signed contract, have a business associate agreement on file.


            2. Provider Access to Provider Connect
                 This access is under development. At this time providers are invited to computer lab sessions rather than being
                 given access to a test version of the web interface.


            3. LME Staff Access
                 Staff within the LME has access to the eCura 4.4.3 test environment via a secure terminal server. Access is
                 available 24 hours per day. Release notes and summary notes as to the key changes with 4.3 and 4.4 have
                 also been made available to staff.




March 22, 2013                                                                                           Page 8 of 17
    8   Project Resources


    Role                      Responsibilities                                            Resource Name(s)
    Testing Coordinator          Execute Test Cases                                      Jeremy Pollard
                                 Find, report and track defects                          IT Business Analyst
                                 Measure test effort
                                 Analyze results
    Architecture                 Verification/Clarification of questions/issues that     Jeremy Pollard
                                  may arise during testing.                               IT Business Analyst
                                 Installation of software
                                                                                          Elliot Garcia,
                                                                                          System Architect
    Database                     Provide access rights to database                       Robbie Varn,
    Administration               Provide a stable testing environment                    Database Administrator
                                 Provide trouble-shooting and knowledge
    Desktop                      Troubleshooting of hardware/software                    Al Cherry
    Administrators               Information regarding standard desktop
    Management                   High-level problem solving                              Jan Sisk,
                                 Mediation of issues                                     QI Director
                                 Interface of activities with different business units   Carlos Hernandez,
                                                                                          LME Deputy Director




    9   Project Tasks/Schedule


                 Date or Time Frame                                            Action
              April 2010                The LME decides to pursue the 4.4.3 upgrade after a review of release notes
                                        and conference calls with the vendor.
              8/1/10                    First target date of upgrade
              8/15/10                   Second target date of upgrade
              9/25/10                   Third target date of upgrade
              TBA                       Fourth target date of upgrade




March 22, 2013                                                                                        Page 9 of 17
    10 User Acceptance Sessions


        Two business teams participated in user acceptance sessions. The sessions took place in a computer lab where
        each user had a dedicated desktop computer and access to eCura 4.4.3 test. Each session was guided and
        documented. The schedule of sessions is shown below.


        Date            Business Team                Functions Reviewed      Attending
        7/15/10         Utilization Management       Authorization           Martha Joslin, UM Director
                                                                             Paige Walther, UR Supervisor
                                                                             Sean Meehan, UR Specialist
                                                                             Mark Johnson, UR Specialist
        7/16/10         Accounts Payable             Claims Processing       Jim Hamm, Fiscal Analyst
                                                                             Fran Neely, Sr. Fiscal Analyst
                                                                             Jean-Claude Toussaint, AP Manager
                                                                             Julie Daughety, Finance Director


        8/6/10          Accounts Payable             Claims Processing       Lynn Harrington, Assistant Fiscal Analyst
                                                                             Linda Block, Assistant Fiscal Analyst
                                                                             Thornetta Davis, Fiscal Supp Analyst II
                                                                             Jim Hamm, Fiscal Analyst
                                                                             Fran Neely, Sr. Fiscal Analyst
                                                                             Jean-Claude Toussaint, AP Manager
                                                                             Julie Daughety, Finance Director


        8/27/10         Accounts Payable             Claims Processing       Lynn Harrington, Assistant Fiscal Analyst
                                                                             Linda Block, Assistant Fiscal Analyst
                                                                             Jim Hamm, Fiscal Analyst
                                                                             Fran Neely, Sr. Fiscal Analyst
                                                                             Jean-Claude Toussaint, AP Manager




March 22, 2013                                                                              Page 10 of 17
         In addition to the above sessions, screen reviews with managers and InfoMC have taken place, per the schedule
         below.


         Date               Function(s)                                                                  Staff Attending
         4/22/10            InfoMC on Site – Demonstration of eCura 4.4                                  Dianna Selgrath
                                                                                                         Angela Madara
                                                                                                         Utilization Management
                                                                                                         Accounts Payable
                                                                                                         System Administrator
         6/22/10            Batch Readjudication Training                                                InfoMC
                                                                                                         Accounts Payable
         6/24/10            Refund Module and RateClosure                                                InfoMC
                                                                                                         Accounts Payable
         7/1/10             Web Ex – review new features in authorization plan (post approval            Utilization Management
                            edits, auth plan wizard, etc.)
         8/13/10            Pass Through (for unmanaged visits coordination)                             Accounts Payable
                                                                                                         E3 Informatics
         8/13/10            Teleconference held with current 4.4.3 user – Washington DC Dept of          Accounts Payable
                            Mental Health (contact: Sylvia Mackey); discussion regarding claims
                            processing, volume, comparing processes, etc.
         8/26/10            Coordination of Benefits Conference Call                                     InfoMC
                                                                                                         Accounts Payable
                                                                                                         E3 Informatics




    11 Upgrade Checklists and Scenarios

    Several criteria sets or procedures are utilized during testing of the new version.
                  1. Front End User Checklist: A straightforward list of daily front end tasks is provided to each business area,
                      where the manager selects some or all staff to participate in this testing with this checklist.
                  2. SA Walk-Through 1: The SA enters brand new data entirely (member, provider, insurer, etc.) and is able
                      to successfully navigate from adding a member to generating a complete and accurate 835 file. A
                      checklist will be used for this item and the next item.
                  3. SA Walk-Through 2: The SA completes the above process with existing data from the previous version
                      that is now in the upgraded test version.

March 22, 2013                                                                                         Page 11 of 17
                 4. Test System Rules: Create a list of rules that should not be broken and attempt to break them. For
                    example, enter claims with paid dates prior to the start date of an authorization, request overlapping
                    authorizations, create a duplicate claim and attempt to approve it.
                 5. Benchmarking: Compare benchmarks and success rates between current production environment and
                    the upgraded test environment.
                 6. ANSI 4010 HIPAA Transaction Sets:


    Front End or User Interface Checklist: this checklist assists user during their walk-through and is not to be confused with
    the testing protocol to be used by the SA.


    12 Upgrade Decision and Follow Up
        The System Administrator and the Project Manager(s) will gather all completed checklists and testing results and
        prepare the aforementioned report for the LME Data Integrity Subcommittee. The subcommittee roster can be found
        in Attachment B. This body will use the following criteria to aid their decision as to whether to proceed with the
        upgrade and the selection of a date. The SA and the Project Manager(s) will provide a recommendation. A
        risk/benefit analysis will be conducted by the Subcommittee as to critical functions, remaining items to be resolved
        and their potential effect on business functions, etc.




March 22, 2013                                                                                     Page 12 of 17
    Attachment A: Sample Upgrade Project Status Update




March 22, 2013                                           Page 13 of 17
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    Attachment B: LME Data Integrity Subcommittee Membership




     Name                      Title/Role
     Jan Sisk                  Quality Improvement Director, DISC Chair
     Carlos Hernandez          Deputy Area Director
     Bill Battaile             Senior IT Business Analyst
     Cindy Jeffcoate           Outcomes Information Analyst
     Faye Sanders              Fiscal Administrator
     Angie Jackson             Provider Relations Manager
     Martha Joslin             Utilization Management Director
     Jeremy Pollard            IT Business Analyst, eCura System Administrator


     Non-Voting Members
     Carol Goerner             Quality Improvement Analyst
     Christine Payseur         IT Business Analyst




March 22, 2013                                                                   Page 17 of 17

				
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