Louisville, Kentucky

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Louisville, Kentucky
LouHIEHealth Record Bank Business Plan and
Consumer Research ProjectProject Charter and
KickoffAugust 15, 2007
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Contents

• Introduction
• Goals and Objectives
• Project Scope
• Project Approach
• Project Organization
• Roles and Responsibilities
• Project Milestone Schedule
• Project Calendar
• Research Calendar
• Project Management

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Introduction

• The Louisville Health Information Exchange, Inc.
  (LouHIE) community has a vision of improving
  healthcare quality and contain rising costs in
  the Greater Louisville area by providing
  consumers, their providers, and other authorized
  individuals and organizations anytime, anywhere
  access to complete healthcare information and
  decision-support.
• LouHIE assumes it can achieve this vision by
  building a health record banking utility for the
  Louisville community. To validate this
  assumption, LouHIE wishes to develop a base of
  quality research about health record banking
  related wants and needs of Louisvilles health
  care consumers and the organizations they
  interact with or which serve them.

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Goals and Objectives

• The goal is to establish a foundation for
  improving healthcare quality and contain rising
  costs in the Louisville Greater Metropolitan Area
  by providing consumers and providers any time,
  anywhere access to complete healthcare
  information and decision support. Positions the
  Greater Louisville Area to participate in the
  state-wide and national health network.
• The objective of this project is to gather
  relevant information from stakeholders and other
  interested parties, consolidate and analyze this
  information in light of market conditions and
  opportunities, and develop a plan to implement
  technical, market, financial, and operational
  solutions within the market context. Successful
  execution of this objective will provide LouHIE
  with the following
• A business plan, to position LouHIE to achieve
  its goal of piloting a health information
  exchange
• Consumer research study, to identify consumer
  attitudes and interest and
• Vendor request (s) for proposal (RFP) templates,
  enabling LouHIE to objectively evaluate service
  providers.

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Project Scope

• The scope includes these activities
• LouHIE Medical Trading Areas
• Louisville Greater Metropolitan Area 9 counties
  as defined by the Kentucky-Indiana Planning
  District Area.
• This project is a joint effort between LouHIE,
  University of Louisville, and Noblis.
• Develop a business plan that incorporates the
  following research elements
• Organizational web/paper research
• Consumer web/paper research
• Consumer telephone research
• Stakeholder focus group research
• Functional committee focus group research
• Consumer life-stage focus group research and,
• Consumer-care-channels groups.
• The eHI business plan template will serve as a
  basis for the LouHIE business plan.
• Existing LouHIE health record bank research and
  business plan serves as the basis of the research
  effort.
• The business plan drives the production of the
  RFP document.
• Research instruments are mixed mode telephone,
  paper, web, and focus groups
• Research questions will be designed for each group

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Project Scope

• Exclusions from scope
• Selection of service providers
• Implementation of a pilot system
• Implementation of a Health Record Banking System
  for LouHIE
• Greater than 48 focus group sessions held in a
  one week duration
• Greater than thirty participants in attendance
  for each consumer focus group and,
• In-person functional committee sessions (sessions
  to be held via teleconference).

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Project Approach
July
Aug.
Sept.
Oct.
Nov.
Dec.
Phase 1
Phase 2
Phase 3
Phase 4
Community Endorsement

• Phase 1 Project Start-Up
• Prepare Project Charter
• Prepare Work Plan
• Project Kick Off
• Develop Public Relations Plan

• Phase 2 Research
• Develop Research Plan
• Develop Marketing / Comm. Plan
• Greater Louisville eHealth Research
• Organizational web/paper research
• Consumer web/paper research
• Consumer - Telephone Survey
• Functional Group
• Stakeholder Focus Group
• Consumer Life-stage Focus Group
• Consumer Care-channel Focus Group
• Present Findings Summary

• Phase 3 Business Plan
• Finalize Business Plan
• Present Business Plan

• Phase 4 Prepare RFP Template
• Finalize RFP
• RFP Presentation

• Community Endorsement
• Community Summit
• eHealthSummit Presentation

Out of scope
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Project Organization
Virtual Groups
Includes IQS Research
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Roles and Responsibilities
LouHIE Executive Board

• Act as key project advisory group to the LouHIE
  Project Manager and the project team, consisting
  of the executive committee and committee
  directors, supporting the project in
  communications throughout the organization
• Provide a channel to enlist potential
  participants to be included in focus groups
  schedule the participants, follow up to ensure
  attendance and communicate with the community as
  part of the Focus Group Marketing and
  preparation
• Provide meeting venues, refreshments, and
  invitations to focus group participants
• Review and resolve significant project show
  stopper issues and,
• Approve risk mitigation strategies for key risk
  factors associated with this project, and
  coordinate issue escalation and resolution that
  involves other constituents or organizations.

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Roles and Responsibilities
Project Management
LouHIE
Noblis

• Approve final deliverables project charter,
  business plan, and RFP template
• Schedule and lead weekly Project Team status
  meetings
• Coordinate internal status/summary reports for
  the LouHIE Board and other affected
  constituencies present to the LouHIE Board
• Develop end-user communication mechanisms
  (marketing plan)
• Coordinate and schedule various meetings
• Communicate to the local LouHIE community
• Provide access to the University of Louisville
  research team and knowledge repository and
  provide access to local consultants/vendors
  qualified to provide local expertise if needed
• Communicate with the Web Master for changes to
  the web-site and,
• Adhere to the project schedule.

• Provide support to the LouHIE Project Manager
  regarding project direction and methodology
• Provide support to leadership, activity planning,
  coordination and day-to-day direction as needed
  to complete the assigned project team tasks
• Produce the required deliverables and meet the
  relevant project milestones
• Help manage issue escalation and resolution
• Attend Project Management meetings
• Participate in project and ad-hoc committees to
  address specific topics/issues related to the
  teams assignments and,
• Communicate with IQS Research.

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Roles and Responsibilities
Project Team

• Conducting the work as outlined in the project
  work plan
• Meeting the established project schedule and,
• Preparing the draft and final deliverables
  charter, business plan, RFP template.

Research Team

• Participate in focus groups for gathering
  information on current market issues and
  discussing potential future requirements.
• Complete research surveys via telephone, web or
  paper.

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Roles and Responsibilities
Functional Committees

• To participate in discussion groups focused on
  obtaining information specific to the
  requirements intended for the RFP.

Stakeholders

• Participate in focus groups for gathering
  information on current market issues and
  discussing potential future requirements.
• Complete research surveys via telephone, web or
  paper.

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Project Milestone Schedule
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Project Calendar
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Project Calendar
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Project Calendar
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Project Calendar
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Project Calendar
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Project Calendar
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Greater Louisville eHealth Research 2007 Calendar
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Project Management
Noblis Project Manager
LouHIE Project Manager

• Communications Protocol All formal
  communications will flow between the Project
  Managers (PM) and is not intended to stifle or
  replace day-to-day communication and interactions
  between individuals.
• Status Meetings Weekly teleconferences, or as
  needed, with team members to discuss progress,
  resolve escalated issues, and discuss major
  concerns.
• Status Reporting Weekly status reports will be
  accessible from a LouHIE Research Workgroup
  Library folder.
• Issues Team members will raise issues to each
  respective PM. Issues that cannot be resolved by
  the PM will be escalated to the LouHIE Executive
  Board for resolution. An issues log will be
  accessible from a LouHIE Research Workgroup
  Library folder.
• Project Milestone Schedule Each PM will work
  together to ensure planned activities are
  completed as scheduled.
• Deliverable Acceptance The following
  deliverables will be formally approved project
  charter, business plan, RFP template, and
  research white paper.

LouHIE Team Members
Noblis Team Members
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Client Contact Acting Executive Director Judah
Thornewill Telephone [phone] Email
j.thornewill_at_louisville.edu
Noblis Contact Barbara Cox Noblis,
Inc. Telephone [phone] Email
barbara.cox_at_noblis.org