Request for Certification and Release of Funds Form

Project Planning Request for Certification and Release of Funds Form

ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE

PROJECT GOVERNANCE

PROJECT NAME Avatar Upgrade and Enhancements

DATE January 22, 2014

LEAD AGENCY Department of Health

OTHER AGENCIES none

EXECUTIVE SPONSOR Brad McGrath, Chief Deputy Secretary, Department of Health

AGENCY HEAD Retta Ward, Cabinet Secretary

AGENCY CIO/IT LEAD Terry Reusser, CIO

PROJECT MANAGER Michael Snouffer, Application Support Bureau Chief

PROJECT ABSTRACT (PROVIDE A BRIEF DESCRIPTION AND PURPOSE FOR THIS PROJECT) The Department of Health (DOH) Office of Facilities Management (OFM) is initiating this project to upgrade and enhance the existing Netsmart Avatar billing and medical record system used in the six DOH medical facilities and the Los Lunas Community Program (LLCP). These facilities provide long-term, rehabilitative, behavioral health and drug treatment programs and include Fort Bayard Medical Center, the New Mexico Behavioral Health Institute (NMBHI), the New Mexico Rehabilitation Center (NMRC), the New Mexico State Veterans’ Home (NMSVH), Sequoyah Adolescent Treatment Center (SATC), and Turquoise Lodge. The Avatar upgrade to myAvatar will allow OFM to comply with the United States Department of Health and Human Services (HHS) mandate that all entities covered the Health Insurance Portability and Accountability Act (HIPAA) implement the International Statistical Classifications of Diseases and Related Health Problems code set 10 (ICD-10) for medical coding by October 1, 2014. Enhancements to the current system will include:  The implementation of a Laboratory Information Management System (LIMS) for use at NMBHI.  Order Entry, the ability for medical staff to electronically order labs and/or pharmaceuticals within the hospital, for use at all facilities.  Order Connect, an electronic prescribing and medication management system, for outpatient use at NMBHI.  Incident Tracking, a tracking application for documenting, reporting and investigation

Revision: 6/18/13 Page 1 occurrences that adversely affect the safety or well-being of patients, visitors or operations, for use in all facilities.  Web Services, industry standard, web based technology to interoperate more efficiently with other existing and disparate applications, for use in all facilities The Avatar system was initially implemented at NMRC in 2001 and was rolled out to all remaining facilities and LLCP over the following three years. The original project was known as the Facility System Enhancement Project (FSEP). Since inception, Avatar has been successfully upgraded several times including the last major upgrade in 2011. In 2011, Avatar was upgraded several releases to the current level in preparation for myAvatar and the ICD-10 upgrade. At the same time the hardware and operating system were upgraded to the latest available in 2011. Also included in the 2011 upgrade was a conversion from AIX UNIX platform to the Windows platform. Planned Start Date December 18, 2013 Planned End Date March 2015 Amount Requested this $ 0 Certification Amount Previously $ 190,000.00 Certified Remaining $ 400,000.00 Appropriation not Certified Total Appropriated $ 590,000.00 Amount

CERTIFICATION HISTORY (INCLUDE ANY PREVIOUS PROJECT OR PHASE CERTIFICATIONS AND THIS REQUEST)

Date Amount Funding Source(s) (use specific citations to laws, grants, etc.) Dec. 18, 2013 $190,000.00 General Appropriations Act of 2013, Laws 2013, Chapter 227, Section 4, Department of Health General Fund Appropriation.

APPROPRIATION HISTORY (INCLUDE ALL FUNDING SOURCES, E.G. FEDERAL, STATE, COUNTY, MUNICIPAL LAWS OR GRANTS)

Fiscal Year Amount Funding Source FY14 $322,000.00 General Appropriations Act of 2013, Laws 2013, Chapter 227, Section 4, Department of Health General Fund Appropriation. FY15 $268,000.00 General Appropriations - TBD

PROPOSED MAJOR DELIVERABLE SCHEDULE AND PERFORMANCE MEASURE Major Project Deliverable and Performance Budget Due Date Project Phase Measure Project Management Contract executed $130,000 Feb., 2014 Planning IV&V Contract executed $60,000 Feb., 2014 Planning Avatar Upgrade to myAvatar $100,000 May, 2014 Implementation Project Planning Request for Certification and Release of Funds Form

ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE

Laboratory Information Management System $80,000 June, 2014 Implementation Deployment, NMBHI Order Entry Deployment $62,000 June, 2014 Implementation ICD-10 Phase 1 Deployment $5,000 June, 2014 Implementation ICD-10 Phase 2 Deployment $25,000 Sept., 2014 Implementation Order Connect Deployment $35,000 Nov., 2014 Implementation Web Services Deployment $25,000 Dec., 2014 Implementation

BUDGET Comments:

Description FY14 & FY15 FY16 FY17 FY18&Afte Prio r r Staff - In ter na l Consulting Project $322,000.00 $268,000.00 Services Management IV&V Implementation Vendor Hardware

Software

TOTAL $322,000.00 $268,000.00

IT SYSTEM ANALYSIS (ON THIS DOCUMENT, OR AS AN ATTACHMENT, PROVIDE A SUMMARY DESCRIPTION OF THE TECHNICAL ARCHITECTURE)

Revision: 6/18/13 Page 3 This project is an upgrade to an existing system currently in place at all seven facilities. There is no change to the system design and no new impact to the existing infrastructure  Network: DOH internal network. No changes needed for the upgrade.  The Avatar Electronic Health Record system will be upgraded to the latest version, myAvatar.  The current system is housed in the DoIT data center and managed by DOH ITSD staff.  Hardware: The Netsmart/Avatar Electronic Health Record is a three-tiered system running on Windows 2008 servers. The traditional tiers consist of the Cache database servers, the “middleware” or application servers, the desktop application and a reporting server. The database server is “shadowed” or replicated for redundant manual failover. Database servers are physical machines housed at the Simms data center. The middleware and reporting servers are virtual machines, also housed in the Simms data center. All users access the Avatar EHR via the DOH internal network. There is no external access to the application. Project Planning Request for Certification and Release of Funds Form

ALL CERTIFIED PROJECTS MUST FOLLOW NM STATE POLICIES AND PROCUREMENT CODE

INDEPENDENT VERIFICATION & VALIDATION (INCLUDE STATUS OF IV & V PROCESS) The IV&V contract is being developed and negotiated with the vendor. This contract or a PO will be in place prior to the Implementation Phase.

SIGNIFICANT RISKS AND MITIGATION STRATEGY

RISK 1: Project will be at risk if all stakeholders are not engaged at the beginning of the project.

MITIGATION 1: Emphasize communication to all stakeholders to be sure they understand the benefits of a successful project and will commit the required resources determined during planning.

RISK 2: Project will be at risk if the implementation vendor resources are not available.

MITIGATION 2: Contract with vendor must be negotiated and executed in March of 2014.

INTEROPERABILITY (DESCRIBE IF/HOW THIS PROJECT INTERFACES WITH EXISTING SYSTEMS/APPLICATIONS) The Avatar system currently transmits patient demographics to the WORx pharmacy system. This is a one way data transfer from Avatar to WORx. The Avatar system also transmits billing information to a third party clearing house for billing of third party payers. This is also a one way data transfer. The current interoperability will not be changed by the upgrade. Later projects will pursue bi-directional data transfers for both interfaces.

TRANSITION TO OPERATIONS: (DESCRIBE AGENCY PLAN TO MIGRATE PROJECT SOLUTION TO PRODUCTION. INCLUDE AGENCY PLANS TO FUND AND MAINTAIN THIS PROJECT AFTER DEPLOYMENT. ) The project is an upgrade to the existing production application. There is no transition to operations.

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