MoVERS Model Vital Events Reengineered System

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MoVERSModel Vital Events Reengineered System

• JAD Sessions

Cathy Molchan NAPHSIS Meeting June 9, 2003 New
York, New York
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MoVERS JAD Sessions

• What is a JAD Session?
• Joint Application Development Session or
  Requirements Workshop
• A Technique for Eliciting Stakeholder Needs
• Is Directed by a Facilitator
• Lasts Three to Five Days
• Creates Consensus on the Scope, Risks, and Key
  Features of the Software System

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MoVERS JAD Sessions

• What are the Benefits of a JAD Session?
• Provides a Framework for Applying Other Methods
  of Eliciting Information
• Storyboarding
• Brainstorming
• Use Case Modeling
• Accelerates the Process of Eliciting Information
• Gathers All Stakeholders Together for a Focused
  Intensive Period
• Promotes Participation by Everyone

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MoVERS JAD Sessions

• What does a JAD Session Produce?
• Vision Statement
• A Definition of the Problem
• A List of Stakeholders and Users
• Identify Environments
• Use Case Specifications
• Maintains the Use Cases
• Activity Diagrams
• Flow Chart of a Use Case

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MoVERS JAD Sessions

• What does a JAD Session Produce?
• Key Features
• These are benefits of the system that would help
  sell the system. For example Authority is
  granted/delegated using a table driven approach
• Business Rules
• Statements about the environment in which the
  system will run. For example If there is no
  Funeral Home involved in a case, then the
  Physician or Medical Records Clerk completes the
  Funeral Home portion of the certificate
• System Requirements
• A list of overall requirements for the system
  that apply, but are not necessarily Use Case.
  For example all significant events must be
  logged
• Glossary
• Maintains Common Terminology

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MoVERS JAD Sessions

• Who are the Stakeholders in MoVERS?
• A Stakeholder is Anyone whose Performance will be
  Enhanced or Degraded by Use of the System
• State Registrars
• Local Registrars
• Funeral Home Staff
• Hospital Staff Birth and Death
• Medical Certifiers Birth and Death
• Others too numerous to mention who may obtain
  data from the system

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MoVERS JAD Sessions

• Joint JAD Sessions
• Kickoff - January 14, 15, 16 Atlanta
• Final - April 8, 9, 10 New York City
• Birth JAD Sessions - Atlanta
• January 28, 29, 30 Registration Functions
• February 18, 19, 20 Querying Management
  Functions
• March 11, 12, 13 Back Office Functions

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MoVERS JAD Sessions

• Death JAD Sessions New York City
• January 21, 22, 23 Funeral Home Functions
• February 11, 12, 13 Medical Certifiers
  Functions
• March 4, 5, 6 Back Office Functions
• March 25, 26, 27 New York City Extensions

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MoVERS JAD Sessions

• What Did We Do in the JAD Sessions?
• Sessions Led by Northrop Grumman Facilitator
• Familiar with Use Case Modeling
• Kept Sessions on Track
• Identified Actors
• Someone/Something Outside the System that
  Interacts with the System
• Who/What uses the System
• Who/What Provides Information to the System
• Who/What Gets Information from the System
• Who Supports and Maintains the System
• What Other Systems use the System

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MoVERS JAD Sessions

• What Did We Do in the JAD Sessions?
• Identified Use Cases
• The Functions an Actor Wants to Use the System to
  Perform. For example key a birth certificate
• Flip Charts to Capture Ideas
• Parking Lot Topics, Glossary Terms, Business
  Rules, System Requirements
• Everything Documented by Scribe

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MoVERS JAD Sessions

• How Were Stakeholders Involved in the JAD
  Sessions?
• No Participation in the JAD Sessions Directly by
  Funeral Home or Hospital staff or Medical
  Certifiers
• At the Conclusion of each JAD Session, Team
  Members Had a List of Questions to Take Back and
  Discuss with Stakeholders in their Jurisdictions

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MoVERS JAD Sessions

• How Were Stakeholders Involved in the JAD
  Sessions?
• Team Members Participated in Weekly Conference
  Calls to Discuss Issues and Provide Feedback on
  the Questions Taken to Stakeholders
• Information from Stakeholders was Incorporated
  into the Use Cases
• Fine Tuned Use Cases

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MoVERS JAD Sessions

• We Do Things Differently in MY State, Will MoVERS
  Work for Me?
• Going into the Process, it was felt that we
  Should be able to Meet 80 of a Jurisdictions
  Needs
• Midway through, there was Consensus by the Teams
  that this System would meet 90 or more of a
  Jurisdictions Needs

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MoVERS JAD Sessions

• Why Will MoVERS Work For My State?
• There is a Table Driven Approach to Assigning
  Authorities
• Who Can Do What
• Jurisdictions Can Determine User Profiles
• Funeral Home Clerk in Jurisdiction A may not be
  Able to do the Same Things that a Funeral Home
  Clerk in Jurisdiction B Can Do

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MoVERS JAD Sessions

• Table Driven?
• In MoVERS, Adding Cause of Death and Certifying a
  Cause of Death are 2 Separate Functions
• May allow Medical Records Clerk to Add Cause of
  Death so that Medical Certifier just has to Sign
  On and Certify the Death or the Jurisdiction
  Can say that ONLY a Medical Certifier can Enter
  Cause
• For Births, You May Allow the Medical Records
  Clerk to Complete Births and Certify them or
  You May Not

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MoVERS JAD Sessions
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MoVERS JAD Sessions
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MoVERS JAD Sessions

• Dont Birth and Death have Some Common Use Cases?
• Yes
• Log In, Create User Profile, Update User Profile,
  etc.
• These Use Cases were Refined During the Last
  Joint JAD Session Held in April

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MoVERS JAD Sessions

• Im Sure you Havent Covered Everything in these
  Use Cases
• Youre Right, We Havent
• System was Purposely not Overbuilt (Meaning we
  didnt Use the Third Sunday of the Fourth Month
  when the Moon has been Full for Five Consecutive
  Days AND has been Visible Each Night methodology)
• Based on Group Sentiment, Over 90 of All
  Jurisdictions Needs are Met

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MoVERS JAD Sessions

• How Do I Make this Fit My Needs?
• Read the Use Cases
• Keep in Mind what Re-engineering Is
• Goal is Not to Automate What We Do Now
• Keep Asking What is the Ideal Way Things
  Should be Done?
• Re-work Use Cases that Need to be Re-Worked
• Delete Use Cases You Dont Need
• Issue Burial Permit, for Example

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MoVERS JAD Sessions

• Has Anyone Re-Worked any of the Use Cases?
• New York City Re-worked the Amendment Use Case
• The GenericAmendment Use Case Calls for One
  Person Opening the Mail and Entering Information
• The Case is then Automatically Forwarded to the
  Amendment Clerk by the System
• Clerk Reviews and Evaluates the Request for the
  Amendment and if it is Acceptable, Approves and
  Finalizes the Amendment
• In the NYC Extension, an Extra Level of
  Supervisory Authorization was Added
• Once the First Amendment Clerk Reviews and
  Approves the Amendment, the Case is then
  Automatically Forwarded by the System to a
  Supervisor for Review and Final Acceptance

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MoVERS JAD Sessions

• How to have a Successful JAD Session
• Provide lots of Sugar for Participants they
  Really get Fired Up!
• Play the Devils Advocate There has to be One
  in Every Session
• Ask Why as Much as Possible and Dont Accept
  Weve Always Done it that Way!
• Dont go to NYC During the Coldest Winter in
  Years!