Title: Province-wide Implementation of Home Care Scheduling Manitoba eHealth Conference
1Province-wide Implementation of Home Care
SchedulingManitoba eHealth ConferenceLeading
in Difficult and Challenging TimesOctober 29,
2009
2Overview of Todays Session
- Part 1 Project Overview
- Challenges from our Senior Users perspective
- Karen Stevens-Chambers Senior User
- Part 2 Change Management
- Challenges from our Change Management specialist
- Fern Rochon Business Analyst/Change Management
- Part 3 Project Management
- Challenges managing a project this size
- Brian Katchnoski Project Manager
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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3- Part 1
- Project Overview
- Karen Stevens-Chambers
- Director, Home Care Services
- North Eastman Health Association
- Senior User
- Provincial Home Care Scheduling Project
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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4Who Am I?
- Director of Home Care Services
- Home Care SME
- Long time Procura User
- Project Board and Home Care/LTC Steering
Committee PCGI work
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5 Project History
- 2007 7 RHAs request Procura from Small Project
Fund (e-Health) - Assiniboine Regional Health Authority
- Burntwood Regional Health Authority
- Regional Health Authority Central Manitoba Inc
- Interlake Regional Health Authority
- North Eastman Health Association
- Parkland Regional Health Authority
- South Eastman Health
- Manitoba Health recognized need recognized
efficiencies of ONE project
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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6 Project History
- The Project idea is born- implement Procura home
care scheduling solution - was approved by Manitoba eHealth Program Board in
July 2008 - A committee comprised of home care leaders,
senior RHA executives, Manitoba Health and
Manitoba eHealth was founded to provide guidance - Provincial Long Term Care and Home Care Business
- Transformation Project Steering Committee
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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7 Provincial Home Care Scheduling Project Board
- Executive
- Jim Hayes CEO, North Eastman Health Authority
- James Nick Manitoba eHealth
- Senior User
- Karen Stevens-Chambers North Eastman Health
Association/RHA - Senior Supplier
- Karen Peterson Procura
- Terry Frejuk Manitoba eHealth
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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8 - The Initial Mandate
- Implementation of a standard, consistent, client
/ staff scheduling system that meets the Rural
Health Authoritys requirements to schedule
client / staff, verify home visits and allow for
the export of the time spent providing services
to a payroll system
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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9 Why? Current State in Home Care
- Manual, paper based systems, or electronic
supports i.e. Word, Excel, Outlook, MSSP, Access,
etc. - Information is fragmented over a number of
different mediums - Scheduling clients/employees
- manual time intensive
- can be error prone
- duplicated effort inconsistency in data
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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10 Project Vision
- Province Wide Single Database
- Common processes and configurations
- Available to Home Care Case Coordinators,
Resource Coordinators, Scheduling Clerks and
their Managers/Directors
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Difficult and Challenging Times
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11 Project Vision
- Support model, help desk and governance structure
- A Client Registry interface
- An export file from Procura of time worked, to
upload into QHR payroll system
Manitoba eHealth Conference - Leading in
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12 Project Vision
- Appropriate user security and data segregation by
RHA, giving each region a view only of their own
data - PHIA compliant
- Completion of a Privacy Impact Assessment on
behalf of the RHAs
Manitoba eHealth Conference - Leading in
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13 Benefits
- Effective management of staff schedule changes
- Improve effectiveness and consistency of
communications and reporting within the RHAs and
across the province - Transferability of User skills across RHAs
- Provide management with standard reports to
support program decisions allocation of resources
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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14Benefits
- Reduced probability of placing clients at risk
for service interruption due to human scheduling
errors - Increased client satisfaction as a result of RHAs
being able to quickly respond to requests using
online access to information and more
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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15Project Schedule
- Project is expected to span 2 years with a target
completion date of April 2011. The work will
take place in 4 stages (dates are approximate)
Manitoba eHealth Conference - Leading in
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16 Project Schedule
- Stage 1 May 1 thru November 2009
- Software Agreements
- Business Requirements
- Technical Requirements
- User Readiness (Learning Roadmap, Readiness
Assessment, Marketing Plan, Success Measures,
Sponsor / Leader / Champion Engagement Plans)
Manitoba eHealth Conference - Leading in
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17 Project Schedule
- Stage 2 November 2009 March/April 2010
- Proposed Future State
- Gap Analysis
- System Support Model Help Desk and Governance
- QHR Export
- Client Registry Interface
- Data Migration
- Stage 3 April 2010 August 2010
- Installed Procura System building the computer
technical infrastructure - Help Desk development
- Stage 4 September 2010 April 2011
- Activation Plan and Go Live
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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18 Challenges from Senior User Perspective
- 7 different RHAs structure, roles, governance
- 7 different ways provincial program but stamp
our RHA individuality - 20-some home care processes x 7 different RHAs
140 different ways to do things!
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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19Challenges from Senior User Perspective
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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20Challenges from Senior User Perspective
- The magnitude and diversity of our end user
community - Approx. 8,200 clients annually needing schedules
- Approx. 2,250 Home Care Workers needing
schedules annually - Approx. 250 Users of the Software, spread across
Manitoba some with no computer experience
others well versed in technologies
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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21- Part 2
- Organizational Change Management
- Fern Rochon
- Change Management Specialist
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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22- May you live in interesting times
-
- Chinese Proverb
22
23The Reality
- We are living in exponential times.
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24The Reality
- The top 10 in-demand jobs in the 2009 did not
exist in 2004. - 1 in 4 workers in the world has been with their
current employers less than a year. - 1 in 2 workers in the world has been with their
current employers less than 5 years.
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25The Reality
- The amount of new technical information is
doubling every 2 years. - The of internet devices in 1984 1,000
- The of internet devices in 2008 1,000,000,000
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26The Challenge
- The rate of change throughout the world is
growing exponentially. - Organizations are under pressure to do more with
less, quicker, more efficiently. - Organizations dont changepeople change.
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27The Challenge
Value system (1940 1970) Command
Jump Response Jump
Value system (1970 2000) Command
Jump Response Why?
Emerging value system (2000 ?) Command
Jump Response Youve Got To Be Kidding
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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28The Challenge
- 7 Regional Health Authorities
- 21 Core Business Processes
- 62 RHA offices
- 82 Resource Coordinators
- 94 Case Coordinators
- 227 Nurses
- 1,861 Home Support Workers
- 8,200 Clients
- 1 Computer System supporting 1 set of
standardized business processes.
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29The Challenge
- Speed of Adoption
- How quickly the change is adopted in the
organization - Utilization Rate
- Ultimate utilization of the new tools, business
processes and role changes - Proficiency
- How employees perform in new environment
- Achieving expected performance levels
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30Provincial Home Care Scheduling (PHCS)
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31- Part 3
- Project Management
- Brian Katchnoski
- PMP / Prince2 Practitioner
- Provincial Home Care Scheduling Project
- Challenges and Special Considerations for
Managing a Project This Size
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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32The Delivery Team
Manitoba eHealth Conference - Leading in
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33Special Consideration 1PLANNING
- Use of a Team Approach...Involve key people who
can commit to the plan - Multiple Iterations.only bite off what
- you can chew
- Possibly viewed 4 distinct projects within one
larger one - Standards development
- Governance and target state development
- Technology deployment
- Training and implementation
Manitoba eHealth Conference - Leading in
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34Special Consideration 2TEAM ORGANIZATION
GOVERNANCE
- A paradigm shift in project governance in the
health sector - An Executive vs Management by Committee
- A Senior User vs Working Groups
- Suppliers vs Vendors
- Project Assurance
- Governance driven by careful and close monitoring
of RISKS and ISSUES
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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35Special Consideration 3QUALITY
- What is Quality ?
- Websters dictionary would say
- degree of excellence
- a distinguishing attribute
- It is vague and .subjective ?
- In project terms, we focus on acceptance
criteria.the things we can see that will tell us
if we have reached a degree of excellence.
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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37Province-wide Implementation of Home Care
SchedulingVisit our boothVisit our
websitewww.manitoba-ehealth.ca/ehr_PHCS.html
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