PMM 12/2004 1 Project Charter

Paperless Office – Aggie Medical Group Project Charter

A. General Information

Project Id: AMG123 Date: 02/11/2015

Controlling Agency: Aggie Medical Group Modification Date: 02/12/2015

Prepared by: Nia Johnson, Theresa Anderson, Emily Conaway, Siddharth Shah

Authorized by: Chief Information Officer, Aggie Medical Group

B. Project Purpose

The purpose of this project is to implement appropriate strategy to make operations related to patient interaction paperless. This project will include various analyses and planning, strategies to implement right technologies in place as well as appropriate metrics to measure project’s ultimate outcome.

C. Project Objective

Agency Goals Project Objectives Provide high tech patient focused care Enable doctors and nurses with easier access to

patients’ medical record via digital records storage

Make it convenient for patients to get timely access to services

Convert patient admittance process to a digital form so that appropriate personnel can complete admittance process quickly and easily

Achieve efficiency in patient related activities

Reduce errors that occur due to inconsistencies in paper records. Improve transfer of information between different divisions of the hospital, for example the doctor’s office and the pharmacy. Enable automatic medical bill distribution to patients after care.

D. Project Scope Project Results

1. Customer information database analysis and design 2. Customer information database system 3. Customer information database documentation 4. Training material 5. Recommendations for backup hosting

PMM 12/2004 2 Project Charter

Content of the Project

• Turn patient related activities i.e. patient admittance and care, prescriptions and billing into paperless operations with use of appropriate and available as well as easily usable and manageable technologies

• Improve the flow of information between various divisions of the hospital to be more efficient and flawless

Exclusions

• Make other departments of Aggie Med paperless • Absolutely eradicate the use of paper from Aggie Med

Key Stakeholders 1. Patients 2. Aggie Med upper management 3. Staff of Aggie Med 4. Potential vendors of information system software 5. Paper suppliers

Assumptions

• Reduce time searching for records. • End user approval and acceptance after testing after each project phase. • Reduced physical space needed for file storage. • Reduced cost on paper and filing supplies

Constraints

• Only direct interactions between Aggie Medical Group and customers will be effected by this system change.

• All past, present and future customer records will be inputted into the database.

E. Project Authority • Authorization This project has been authorized by the Chief Information Officer and the upper management of Aggie Med to be carried out by the selected project personnel from the IT and other various departments.

• Project Manager Nia Johnson, Vice President of Information Technology at Aggie Med, is exclusively in charge of the Paperless Office Project. She has extensive experience in carrying out projects with heavy lenience on information technology in medical and healthcare industries as well as an impressive track record of successes in previous projects initiated and implemented at Aggie Med. Nia Johnson, as the project manager for this project, will have exclusive authority over final implementation of any project deliverable. She will also assign and supervise work performed by each of her three subordinates.

• Oversight (Steering) Committee The Chief Information Officer, Vice President of Patient Operations, Vice President of Pharmaceutical Operations, and Chief Hospital Administrator are the members of the Steering Committee that will handle the oversight of the project. They will have monthly meetings as well as continuous communication with Nia Johnson, the project manager, to get updates on the status of the project.

• Controls • Any changes to the scope of the project after the design and analysis phase must be approved by the

Steering Committee • Extensive testing must be performed before implementation of a deliverable • End user approval is required at each phase of the project • Peer review of each completed deliverable must be done after each project phase is finished

PMM 12/2004 3 Project Charter

F. Roles and Responsibilities

• Project Organization Overview Major Milestones

Functional Roles Oversight Committee

Physicians & Nurses

Paper Suppliers IT Department Outsourcing Entity

Project Sponsor

Project Initiation

A,C I E E

Project Planning

C C E C C

Analysis & Design

C C E C I

Database Development

I C E C I

User Testing C E C I User Training C E C I System Implementation

I I E E I

Project Closing A E E I Legend: E = responsible for execution (may be shared) C = must be consulted A = final approval for authority I = must be informed

G. Management Checkpoints

Checkpoint Evaluation Criteria End of initial analysis phase Evaluate whether the project is feasible to carry

out End of design and planning phase Evaluate whether such design would allow timely

completion of the project. If not, make appropriate changes to the project.

Beginning of implementation phase Evaluate impacted stakeholders (if changed from the ones mentioned in the charter) and make an appropriate strategy to facilitate user testing from them

H. Signatures

Name/Title Signature (initials) Date Nia Johnson NJ 2/12/2015

Emily Conaway EC 2/12/2015

Theresa Anderson TA 2/12/2015

Siddharth Shah SS 2/12/2015

Paperless Office – Aggie Medical Group Prepared by: AMG IT Team Project Scope Statement Date: February 24, 2015

ISYS-630-604 - Group 3 Anderson, Conaway, Johnson, Shah Project Scope Statement (Revised) February 24, 2015 Document Version 2 Page 1 of 2

Project Objectives

Enable doctors and nurses with easier access to patients’ medical record via digital records storage. Reduce errors that occur due to inconsistencies in paper records. Convert patient admittance process to a digital form to make the process quick and easy. Improve transfer of information between different divisions of the hospital; for example, between the doctor’s office and the pharmacy. Enable automatic medical bill distribution to patients after care.

Product or Service Requirements and Characteristics

Efficiently notify pharmacy of new patient prescriptions as doctors issue them. Database storage of medical records for real time information updates to reduce redundancy and inconsistencies, as well as erroneous data. Database should have security features which enable only appropriate personnel access to medical records and confidential files. End product should comply with the federal Health Insurance Portability and Accountability Act (HIPAA) on all levels. All patient interaction is streamlined into digital updates of the medical records.

Project Boundaries

Only direct interactions between Aggie Medical Group and customers will be affected by this system change. All past, present, and future customer records will be inputted into the database.

Deliverables

Customer Information Database Analysis and Design, Customer Information Database System, Customer Information Database Documentation, Training Materials, Recommendations for Backup Hosting

Product Acceptance Criteria

Reduced search time for records. End user approval and acceptance after testing at the end of each project phase. Reduced physical space needed for file storage. Reduced cost on paper and filing supplies.

Project Assumptions and Constraints

Hardware will be provided in the form of tablets to doctors and nurses to facilitate real-time information updates. The database will be accessible via Aggie Medical Group Intranet Network. Information storage and backups will be provided by an external entity.

Organizational Structure for the Project

Project players include the following: End user control group for consult and testing; Technical IT personnel group; Project Manager, Nia Johnson; Oversight Committee; and Project Sponsor, Larry Thomas, Aggie Medical Group, CFO

Paperless Office – Aggie Medical Group Prepared by: AMG IT Team Project Scope Statement Date: February 24, 2015

ISYS-630-604 - Group 3 Anderson, Conaway, Johnson, Shah Project Scope Statement (Revised) February 24, 2015 Document Version 2 Page 2 of 2

Defined Risks

System Downtime, Corrupted Backup Files, HIPAA Requirements, End User Resistance Scheduled Milestones

Project Initiation, Project Planning, System Analysis and Design, Database Development, User Testing, User Training, System Implementation, Project Closing

Magnitude Cost Estimate

Labor 70%, Outsourcing Data Storage 17%, Hardware 7%, Software 6% Configuration Management Requirements

Ensure team work complies with the style, execution, and operating requirements of Aggie Medical Group.

Description of Approval Requirements

Approval of deliverables at the end of each milestone is mandatory. Approval of changes within 48 hours of implementing a decision is also required. Acceptance is implicit unless otherwise stated within the 48 hour period. Approval can be granted by the steering committee and the project manager.

End User Testing

ISYS-630-604 - Group 3 Anderson, Conaway, Johnson, Shah Stakeholder Analysis Matrix February 24, 2015 Document Version 1

STAKEHOLDER ANALYSIS MATRIX

Project Title: Paperless Office - Aggie Medical Group Date Prepared: 2/24/2015

High Power, High Interest 1. Steering committee - Members of the steering committee are overseeing the project throughout its planning and implementation. This group has high influence as well as high interest in the success of this project. They will have the final call on the design of the changes being put into action. It is imperative to communicate with them constantly and effectively to keep them updated on work in progress as well as take detailed feedback following each project management phase. 2. Project Manager - Nia Johnson, VP of Information Technology at Aggie Med is leading the Paperless Office project and has the authority to make decisions at every stage of the process. Ms. Johnson must oversee and review each and every task completed by the members of the project team. High Power, Low Interest 1. CEO of Aggie Med - The Chief Executive Officer of Aggie Med ultimately makes the decisions about major changes at the clinic and thus has high potential of influencing the current projects under way. It is important to make him aware of the potential benefits of the Paperless Office project’s success and the resources being used in the process.

ISYS-630-604 - Group 3 Anderson, Conaway, Johnson, Shah Stakeholder Analysis Matrix February 24, 2015 Document Version 1

Low Power, High Interest 1. Staff -- This includes doctors, nurses and other administrative staff currently employed at Aggie Med. Although they have little influence over the day-to-day operations of the project, they are being highly affected by the success of the project. The staff will have to be trained with the new system at the end of the project as well as participate in testing phase. Their feedback will be highly regarded to measure the success of the project. Low Power, Low Interest 1. Patients - The project is mainly focused on improving the internal efficiency in patient and pharmaceutical operations and thus patients will have neither much influence nor much interest in this project. Yet it is important to monitor them throughout the process and take feedback from patients during testing phase. 2. Potential vendors of IT software and hardware - They will have very little interest in the outcome of the project as they are in no way affected by the end result of the project. However, potential vendors will be researched and communicated with often during the project to determine which vendor and products would be best suited for the needs of the project. Negotiating with vendors will be crucial for obtaining the right product and services needed.