2014-09-26 Weekly Update
Sept. 26, 2014
IN THIS EDITION:
IT Staffing News
Service Area Project Portfolio
Optum360 Projects – Computer Assisted Coding Goes Live at Southern Nevada
New EHR Go-Live Travel and Attendance Guideline
EHR Alliance Implementation Graphics Now Available
Reminder: Download the IT Portal to Your Desktop and Mobile Device
What’s Your Color?
Calling All Dignity Health Presenters: Submit Your Presentations for Review Prior to Event
First and Second Floor eBoards Temporarily Down at PHX-1
EHR Alliance Town Hall Webinar Files Now Available
We Salute You: Calling All Dignity Health IT Military Veterans
IT Calendar of Events
IT Portal Updates – Connecting YOU to IT
IT STAFFING NEWS
Alana Aragon joined the Integration team as Technical Integration Analyst on Sept. 8, reporting to Dana Lince. Alana will be responsible for integrating the new application, Optum Computer-Assisted Coding (CAC) encoder across the enterprise. In her most recent job experience, she worked with Colorado State HIE, McKesson, and 3M. She is currently pursuing her bachelor’s degree in business technology management. Alana resides in Denver and is the proud mother of three sons, one of whom just left home for college. She is an avid snowboarder, hiker, yoga enthusiast (soon to be a certified instructor), and loves all things outdoors.
Nancy Hellyer joined the Integration team on Sept. 8 as Technical Integration Analyst, reporting to Dana Lince. Nancy will be responsible for integrating the new application, Optum Computer-Assisted Coding (CAC) encoder across the enterprise. In her most recent job experience, she was responsible for interface development and support for the University of Arizona Health Network for their EPIC implementation. Nancy holds a bachelor’s degree in business systems and an associate’s degree in computer science.
Nancy resides in Tucson, Ariz. with her boyfriend. The couple migrated south from the northwest part of the United States about one year ago. They have a blue heeler/Corgi mix dog named Darcy. Nancy loves the sun, desert, and wildlife in Tucson.
Service Area Project Portfolio Submitted by Dwayne Paul , Vice President, IT Administration – PHX
As part of our continuing efforts to improve responsiveness to service area and other local strategies and requirements, the IT Executive Steering Committee (ITESC) has approved, and IT has established, a new approach to prioritizing and delivering discretionary projects requested by you and your leadership teams. This new process simplifies the entire project process, from intake to go live, and establishes dedicated resources to deliver your highest priority projects. Under the oversight of the Service Area CIOs and IT Site Directors, the Service Area Project Portfolio delivery program has already begun to implement projects from across the organization based on available local funding for this discretionary work. Overview In March, approximately 400 projects were waiting in the queue with the IT Project Management Office, with escalations increasing weekly to try to move the highest priority
projects forward. Of these 400 projects, 250 were local initiatives that were driven by critical business needs. Although the project intake process allowed all project requests (enterprise and local) to compete for existing IT resources, by March, it had become clear that there were not enough available resources in IT to address the vast majority of projects in the queue, nor the continuous and growing demand. Many of the projects from the Service Areas already had funding that was available or could be made available; however, the intake process was focused on resourcing projects from internal IT resources, not on locally funded resources. The Service Area CIOs and IT Site Directors clearly articulated the impact on facilities that were unable to implement priority projects even though local funding had been committed. IT Leadership has recognized this as a top priority to address and has created a strategy to deliver locally funded projects in a faster and more efficient manner. A Service Area Project Portfolio has been established to address the needs of the service areas, hospitals, clinics, and other business units in the local markets. The portfolio entails prioritization, resourcing, and management of locally based projects to improve the visibility of these projects by being managed under a single portfolio that is separate from Enterprise/Corporate IT projects. In addition, a dedicated pool of resources will continue to evolve to support locally funded projects. After the 12 most critical projects are well in flight, the program will continue to work through the entire list of projects prioritized by local leadership for funding, while evaluating new needs. Moving forward, your Service Area CIO and/or IT Site Director will be working with you to determine if funding is available and can be committed for requested discretionary projects.
New Processes In order to successfully implement the portfolio approach, IT needs to establish processes to charge back the resource cost for capital and operating expenses related to facility discretionary projects (including the operating expenses related to capital projects). IT Leadership presented a proposed financial process to support the Service Area Project Portfolio to the IT Executive Steering Committee (ITESC) on August 19, 2014. ITESC approved the following funding guidelines and financial process for the Service Area Project Portfolio and has asked that IT Leadership provide an update in six months.
This new process will require budgeting for each project at the local level for all related capital and operating expense. For future fiscal year budgets, the Service Area CIOs and IT Site Directors will work with their respective local leadership teams to estimate cost for key discretionary projects and additional contingency budget for other projects that may arise locally during the next year (based on historical trends).
The key financial practices related to funding and accounting for the projects are described below:
Items Funded Locally
Discretionary project labor and non-labor cost, including: All project-related capital for capitalized labor and associated assets All project operating expense for the non-capital portion of otherwise capital projects (training, process re-engineering, due diligence, etc.) All project operating expense for purely operating expense oriented projects (ASPs, subscription based software deployment, etc.) Contract labor will be charged to the local accounting units based on the utilization of this labor for their discretionary projects Internal IT employee labor will be charged to the local accounting units based on utilization of this labor There should be no impact on local productivity metrics based on charges for contract or internal labor, based on current practices Service Areas and/or local business units will provide the Company Number, AU, Account, and CIP. Source for this information will come from the Service Area CIO/Site Director in coordination with the local CFOs and placed in PPM Service Areas and/or local business units will be charged both Operating Expenses and Capital Expenses per task within PPM via an Intercompany Entry during Month End close process Contractors working on facility projects will record their time into PPM. The coding will be handled on the invoice. Accounting will handle Dell Services through an intercompany journal entry Intercompany entries will include Operating Expense to Operating Expense and also to capital (CIP) where appropriate IT will receive the credit in the resource’s home AU IT Finance will receive notifications for project closures from the Service Area Project Portfolio Director All operating budgets will remain in the Service Area and/or local business unit. No operating budget transfers will occur into IT. There may be some capital transfers into IT for equipment located in the Enterprise Data Center that is acquired for the local project, based on the Dignity Health Finance organization’s established funding principles for IT If there are projects for multiple facilities funded by one facility, the actual costs will be charged where the funding resides Hours will be tracked in the IT Project Portfolio Management (PPM) application at the Task Level for FTEs and Contractors
Financial Process for Local Discretionary Projects:
I will provide an update in five months, after IT Leadership presents the update at the IT Executive Steering Committee. In the meantime, please contact your Service Area CIO or me if you have any questions.
Thank you for your patience as we continue to improve the delivery of facility projects in support of service area and local business strategies.
Optum360 Projects – Computer Assisted Coding Goes Live at Southern Nevada Kudos to the Teams Involved in the Successful Collaboration Submitted by Bindu Suneja , Optum360 Projects, Program Manager – PHX
I would like to share wonderful news on behalf of the Optum360 Projects team – we facilitated a successful Go Live of the Computer Assisted Coding (CAC) tool at Southern Nevada on Sept. 18. The “first” Optum360 product to be rolled out within the Dignity Health community is now in the hands of the HIM coders here. Approximately 20 coders began logging into the production environment at about 12:30 p.m. local time on Thursday. Three hours into the Go Live, nearly 150 cases had been coded using CAC. It was a day of true celebration at the following hospitals: St. Rose Dominican Hospitals – San Martin, Rose de Lima, and Siena.
Kudos to the Teams Involved in the Successful Collaboration I would like to extend my personal thanks to the senior PM leading this charge on the side of
Dignity Health – Jennifer Keizur . Jennifer has been supported in her tireless efforts by the other PMs on the team ( Michael Lang , Elyse Simmerman , and Charles Hale ). Our HIM Solution Manager , Carmen Cunningham , has been a true asset to this effort as she has worked closely with the Quality Assurance Competency Center (QACC), the product specialists at Optum360, and the business leaders and coders. Linda Heuer – our HIM Analyst – brought her expertise to the table (with a smile!) and shined light on all four corners.
Optum360 CAC Go Live Command Center Back row (left to right): Larry Fritz, Jennifer Keizur, Robin Harlin; Front row (left to right): Anand Singh, April Whitworth
My sincere thanks also to Andrew Semple , our Program Director, and to Jonathan Weeks , our Senior Director. I’d also like to recognize Tony Hudock , Nancy Mihelic, Susan Large, Christine Fedyski, Joel Armenta, Puneet Girotra , and Naveen Mathew . Without their guidance, support, and encouragement, we would not have come this far. I would also like to acknowledge the patience, ultra dedication, and “never say die” attitude that the Enterprise Application Integration team has showered upon this project. Thank you, Jim Kauflin , Dana Lince , and Ben Boldt . Ruben Gamez and Gary Porter – “special” thanks to you for working with this team as we stood up the Dignity Health required hardware. This team has many more implementations to execute together with Optum360’s project management team. The success we have created at Southern Nevada will truly serve as the foundation upon which we bring all other Dignity Health hospitals live on CAC.
New EHR Go-Live Travel and Attendance Guideline Submitted by Laura Young , SVP Enterprise Healthcare IT Services – PHX
The Northridge Hospital Medical Center (NHMC) EHR Go Live on Nov. 4 is quickly approaching. Many IT teams will be engaged to support this event. Staff directly supporting go live will be indicated on Command Center schedules. These schedules are used to determine space, hotel, and meal requirements.
Individuals and teams not included on the Go- Live Command Center schedules that are planning to attend, need to obtain prior approval. Please submit NHMC Go-Live attendance
requests to EHR Alliance Program Director Stephen Burrow at Stephen.Burrow@DignityHealth.org by Oct. 14, 2014. Please include “Approval Needed: NHMC Go-Live Attendance Request” in the subject line; the date(s) of attendance and the reason for the request should be included in the body of the email.
Staff not directly supporting the go live and/or not indicated on Command Center schedules are expected to absorb the cost of attending the event into their home cost center.
If you have questions or need additional information, please contact me .
EHR Alliance Implementation Graphics Now Available Submitted by David Saunders , Director, EHR Strategic Alignment and Execution – PHX
Two new EHR Alliance Implementation graphics are now available on the IT Portal. The first shows the cumulative total of facilities live on EHR as we progress through each year’s new set of activations. The second displays the service areas and hospitals scheduled to activate in calendar year 2015. These graphics are great tools to incorporate in PowerPoint presentations or other materials that require a high-level program overview.
Click here to access the cumulative EHR Implementation graphic. Click here to access the 2015 EHR Implementation graphic.
Visit the EHR Alliance section of the IT Portal for more information about the Electronic Health Record (EHR) initiative including documents, announcements, and timelines.
Reminder: Download the IT Portal to Your Desktop and Mobile Device Submitted by Ted Hernandez , Senior Director, IT Program Effectiveness – PHX
The IT Portal is designed to provide easy access to IT resources – without the need to search multiple sites. When the IT Portal launched in April 2013, a convenient desktop shortcut was pushed out to IT staff members. For those of you that are new to Dignity Health or have not yet downloaded the shortcut, click here to download. You can also add the IT Portal app to your mobile devices for convenient access to IT news and information from anywhere.
Note: You may need to be logged in to mydignityhealth.org for the shortcut to activate. Once logged in, the icon will appear on your desktop.
Click here to download the IT Portal desktop shortcut. Click here to download the IT Portal app to your mobile device.
What’s Your Color? IT Teams Attend Real Colors Training Sessions Submitted by Danielle St. Peter , Senior Copywriter, IT Program Effectiveness – PHX On Sept. 11, the ETS Application Operations team participated in Real Colors® training. The following week, on Sept. 18, IT Orientation attendees, as well as staff from various teams across IT, attended the Real Colors® training. Real Colors is a temperament training program that is offered at each IT Orientation program and by special request for groups with a minimum of 20 attendees.
Nancy Mihelic , Interim Director, ETS Application Operations, helped plan her team’s participation in the Real Colors training. “ETS Application Operations consistently looks for opportunities to enhance and improve our service delivery – both to our internal and external customers. This training was beyond the expected; it was a fun, interactive team-building opportunity and a chance to gain insight and understanding into each of our own unique behavioral characteristics and styles,” Mihelic explained. Comments from Participants “It definitely will change my understanding of myself and others and help to communicate.”
“I am sure everybody liked this training and the opportunity to have more ‘orange’ in life.”
“That was ‘funtastic’!”
Real Colors is presented in a fast, fun, interactive format where participants can learn how to quickly identify their own temperament or “color” and that of others. Using this knowledge, they can develop more effective communication skills and build better relationships, in and out of the workplace.
CIO Deanna Wise has made this program available to IT staff to help improve relationships, which will result in staff development and more successful outcomes. If you would like to bring this program to your next IT meeting, all you need is at least 20 attendees and a meeting room large enough to accommodate small break-out groups.
Contact ITCommunications@DignityHealth.org if you would like to bring Real Colors® to your team!
Calling All Dignity Health Presenters: Submit Your Presentations for Review Prior to Event Submitted by Ted Hernandez , Senior Director, IT Program Effectiveness – PHX
Attention: Dignity Health IT presenters – if you are presenting at an upcoming event or conference, we want to hear about it and promote it in the CIO Weekly Update . Also note that if you are presenting at an event outside of Dignity Health, you may submit your presentation for review to Ted Hernandez with IT Communications prior to the event for some optional feedback/assistance. Many IT staff members are scheduled to present on key initiatives and successes happening at Dignity Health and IT and we want to share this information throughout our IT community. If you will be presenting at an upcoming event or conference, you may send your presentation to Ted Hernandez for review/feedback and also share with us at ITCommunications@DignityHealth.org so we can showcase your presentation in the CIO Weekly Update .
First and Second Floor eBoards Temporarily Down at PHX-1 Submitted by Keala Stant , Recognition Programs Manager, IT Program Effectiveness – PHX
The electronic display boards (eBoards) on the first and second floor of PHX-1 are temporarily down. The eBoards’ transmitter is not functioning at this time, which means that both eBoard screens are not displaying any content and are currently turned off. We have contacted our vendor and hope to have the eBoards up and running within two weeks. The eBoards take advantage of video tracking board technology to keep Dignity Health IT informed and engaged. The full content of the eBoards is also available online at the IT Portal for those not in the Phoenix office or who would like to stay up-to-date with IT projects and news while the screens are down.
If you have any questions or feedback about content on the eBoards, contact ITCommunications@DignityHealth.org .
Visit the eBoards section of the IT Portal to view the latest IT news and information.
EHR Alliance Town Hall Webinar Files Now Available Submitted by Laura Young , Senior Vice President, Enterprise Healthcare IT Services – PHX
Thank you to those who attended the EHR Alliance Fusion Team Town Hall on Tuesday. We had approximately 475 of you on the line, and 21 percent of attendees completed the post- event survey. In honor of the focus needed to support the Northridge Hospital activation of the EHR clinical and financial applications (Nov. 4) and CPOE system (Nov. 11), there are no meetings scheduled for October and November. I appreciate your continued commitment to making this monthly conversation of ours meaningful, informative, and engaging. Please keep attending, asking questions, and providing feedback. You make these Town Hall meetings work! Please Save the Date: The next EHR Town Hall (informational format) is set for Thursday, Dec. 4 , from 10-11 a.m. MST.
Click here to listen to the webinar recording. Click here to view the presentation slides. Click here to take the post-meeting survey.
Visit the EHR Alliance section of the IT Portal for more information.
RECOGNITION & HONORS
We Salute You: Calling All Dignity Health IT Military Veterans Submitted by Danielle St. Peter , Senior Copywriter, IT Program Effectiveness – PHX
If you are an IT staff member currently serving in the military or are a veteran, we would love to hear from you. In the October CIO Connect Newsletter , we will be honoring our Dignity Health IT staff members who have served or are currently serving our country.
Please contact us at ITCommunications@DignityHealth.org and provide the following:
Your current job title with Dignity Health Your branch of military and rank Your years of service Any noteworthy achievements while serving that you’d like to share A photo of you in your uniform A quote from you on what it meant/means to you to have served your country/why you chose to serve your country
Thank you in advance for your participation and thank you for your service to our country.
IT CALENDAR OF EVENTS
Below are event highlights for the next 30 days. If you would like to add an item to our IT Calendar of Events, please submit details to ITCommunications@DignityHealth.org .
Oct. 28 Nov. 4 Nov. 11
Quarterly IT Recognition Webinar (WebEx)
Northridge Hospital Medical Center Goes Live with EHR
Northridge Hospital Medical Center Goes Live with Computerized Provider Order Entry (CPOE)
IT Orientation (Phoenix)
Thanksgiving Holiday—System Offices Closed
To view additional event dates, visit the IT Calendar section of the IT Portal.
IT PORTAL UPDATES
The following updates have been made to the IT Portal:
EHR Alliance Town Hall Webinar Files added to Presentations
EHR Alliance Implementation Graphics added to EHR Alliance
Updated Real Colors Staff Results added to Campus
Dignity Health Photo Release Form added to Resources
Sept. 26 CIO Weekly Update added to CIO Connect
Click here to access the IT Portal. Click here to take the IT Portal Guided Tour. Click here to create a shortcut to the Portal. Click here to learn how to install the mobile app.
The CIO Weekly Update is sent out each Friday to Dignity Health IT employees and DELL team members. Managers please forward. Please send your department updates to ITCommunications@DignityHealth.org by Thursday to be included in the Friday update.
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