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Province-wide Implementation of Home Care Scheduling Manitoba eHealth Conference

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Title: Province-wide Implementation of Home Care Scheduling Manitoba eHealth Conference


1
Province-wide Implementation of Home Care
SchedulingManitoba eHealth ConferenceLeading
in Difficult and Challenging TimesOctober 29,
2009
2
Overview 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
2
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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Who Am I?
  • Director of Home Care Services
  • Home Care SME
  • Long time Procura User
  • Project Board and Home Care/LTC Steering
    Committee PCGI work

4
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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  • 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

Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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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
Difficult and Challenging Times
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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
Difficult and Challenging Times
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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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Benefits
  • 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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Project 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
Difficult and Challenging Times
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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
Difficult and Challenging Times
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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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Challenges from Senior User Perspective
  • H1N1

Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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Challenges 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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  • May you live in interesting times
  • Chinese Proverb

22
23
The Reality
  • We are living in exponential times.

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The 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.

24
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The 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

25
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The 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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27
The 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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The 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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The 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

29
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Provincial 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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The Delivery Team
Manitoba eHealth Conference - Leading in
Difficult and Challenging Times
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Special 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
Difficult and Challenging Times
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Special 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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Special 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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  • Questions?

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Province-wide Implementation of Home Care
SchedulingVisit our boothVisit our
websitewww.manitoba-ehealth.ca/ehr_PHCS.html
37
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