HealthConnect Tasmania Program Plan 2006-07 Department of Health and Ageing Department of Health and Human Services Version 1.a (September 2006)
Acknowledgements The HealthConnect Program Management methodology was endorsed by the HealthConnect Board in September 2004. The methodology is based on a number of methodologies as described in the Tasmania Government Project Management Guidelines www.projectmanagement.tas.gov.au Page 2 of 30
DOCUMENT ACCEPTANCE and RELEASE NOTICE This is Version 1.a of the. The is a managed document. Changes will only be issued as a complete replacement document. Recipients should remove superseded versions from circulation. This document is authorised for release once all signatures have been obtained. PREPARED: (for acceptance) Mary Blackwood (Director) DATE: / / ACCEPTED: (for release) DATE: / / Gabrielle Peacock (acting Deputy Secretary, DHHS) Version 1.a Page 3 of 30
Document Control 1. BUILD STATUS: Version Date Author Reason Sections 0.a May 2006 Sue Ashlin Initial draft version All 0.b June 2006 Sue Ashlin Incorporates new work plan All 0.c July 2006 Sue Ashlin Incorporates changes within DHHS 0.d August 2006 Sue Ashlin Incorporation of DoHA comments All 0.e September Sue Ashlin Incorporation of comments from DPAC Quality Advisor 1.0 Sue Ashlin Endorsed by Steering Committee All Section 3.1 2. AMENDMENTS IN THIS RELEASE: Section Title Section Number Amendment Summary Sponsored Projects 4.3 Project names updated to reflect work being undertaken 3. DISTRIBUTION: Copy No Version Issue Date Issued To 1 1.a Nov 06 Steering Committee members Version 1.a Page 4 of 30
Table of Contents 1. Overview... 7 1.1. Purpose of Program Plan... 7 1.2. Program Title... 7 1.3. Program Background... 7 1.4. Planning Approach... 7 2. Purpose, Objectives and Scope... 7 3. Target Outcomes and Outputs... 8 3.1. Objectives, outcomes and deliverables... 9 3.2. Scope of Work... 14 3.3. Budget... 15 3.4. Assumptions and Constraints... 15 3.5. Relevant Government Policy, Legislation and Rules... 16 4. Proposed 2006-07 activities... 16 4.1. HealthConnect Tasmania Core Activities... 16 a) ehealth Governance and Evaluation... 16 b) ehealth Policy, Planning and Support... 16 c) ehealth Core Systems... 16 d) ehealth Promotion and Communications... 17 4.2. HealthConnect Tasmania Partnerships... 17 Outposted Officer Program... 17 4.3. HealthConnect Tasmania Sponsored Projects... 17 a) Electronic Patient Care Report (epcr)... 17 b) Patient Discharge Medication Record (PDMR) - Implementation... 17 c) After Hours Triage Messaging (GP Assist Tasmania Pty Ltd)... 17 d) Patient Discharge Medication Record (PDMR) Technical Development (Pharmcare)... 17 e) Medication Messaging; Aged Care to GPs (University of Tasmania)... 17 f) Secure Electronic Clinical Communications Initiative (SECCI) - GP Divisions... 18 g) Pharmacy of the Future - (Pharmacy Guild of Australia -Tasmania Branch) 18 h) Private Hospitals Scoping Project... 18 5. Program Management Plan... 19 5.1. Governance... 19 Corporate Client... 20 Program Sponsors... 20 HealthConnect Tasmania Steering Committee... 20 HealthConnect Tasmania Advisory Group... 21 Version 1.a Page 5 of 30
Members... 21 Director... 23 HealthConnect Tasmania Office... 24 Quality Review Consultant... 25 HealthConnect Tasmania Sponsored Projects... 25 6. Reporting Requirements... 25 7. Stakeholder Engagement & Communication... 26 8. Risk Management Plan... 26 8.1. Risk Management: Roles and Responsibilities... 27 8.2. Risk Summary... 27 9. Quality Management Plan... 27 10. Evaluation & Review... 28 11. Appendices... 28 11.1. Supporting Documentation... 28 11.2. Broad Scope of Work... 29 11.3. Document Framework... 30 Version 1.a Page 6 of 30
1. Overview 1.1. Purpose of Program Plan The Program Plan is the high level management document for HealthConnect Tasmania. It is owned, maintained and utilised by both HealthConnect Tasmania staff and the Program s Steering Committee to ensure the delivery of defined program outcomes. The document will be reviewed and amended to meet changed conditions or objectives during the program s life span. 1.2. Program Title HealthConnect Tasmania 1.3. Program Background HealthConnect is an overarching national change management strategy to improve safety and quality in health care by establishing and maintaining a range of standardised electronic health information products and services for health care providers and consumers. A Memorandum of Understanding and a Funding Agreement between the Tasmanian and Australian Governments provide the framework in which the parties plan to collaborate on the implementation of HealthConnect. 1.4. Planning Approach A rolling wave approach to project planning is being applied in the development of this Program Plan. Rolling wave planning is a phased approach used when the detail of the project is not known well in advance. The detail is developed as the horizon approaches and the work required becomes clearer. 2. Purpose, Objectives and Scope The long-term objective of HealthConnect is to improve the delivery of health care and provide better quality of care, patient safety and health outcomes through the integration of electronic health records. The purpose of HealthConnect Tasmania is to improve services through the delivery of integrated electronic health information. During 2006-07 the objectives to serve this purpose are: To continue engagement with health consumers, community groups and the broader Tasmanian community to increase the understanding of local and national e health activities. Version 1.a Page 7 of 30
To continue support to organisations undertaking e health activities in 2006-07 through out posted officer positions. To contribute to the forwarding planning of e health in Tasmania in 2006-07. To contribute to the evaluation of e health at national and local levels. To provide governance, evaluation, contract and relationship management services for the Tasmanian e Health and HealthConnect priorities and initiatives. To continue to participate in the design, delivery and support of the local and national e health components, including policy, during 2006-07. To operate, support and expand the e health core systems/services within Tasmania: 3. Target Outcomes and Outputs The national HealthConnect Implementation Strategy outlines the short to medium, and the long term outcomes. As captured by the statement of purpose, this Program Plan focuses especially on the short to medium term in particular the outcome: enabling health care providers to have access to a broader range of information through standardised secure electronic communications. This outcome will be supported by outputs and objectives and can be described in the outcomes below. Further clarity on the target outcome is expected to be obtained via the work to define the measures within the Evaluation Strategy, (eg measurement of frequency of discharge notifications could be a proxy measure for safe transfers). Version 1.a Page 8 of 30
3.1. Objectives, outcomes and deliverables Core Activities Work Program Objective Milestone/Deliverable Due Date Outcome E Health Promotion and Communications ehealth Governance and Evaluation To continue engagement with health consumers, community groups and the broader Tasmanian community to increase the understanding of local and national e health activities To contribute to the forward planning of e health in Tasmania in 2006-07. To contribute to the evaluation of e health at national and local levels. To provide governance, evaluation, contract and relationship management services for Tasmanian ehealth including HealthConnect priorities and initiatives. Delivery and endorsement of the Stakeholder Engagement & Communication Strategy V2.0 Provision of up-dated ehealth, HealthConnect Tasmania and sponsored projects information Development of e Health promotional and communications material and support of related activities for Tasmanian ehealth priorities and initiatives. Delivery and endorsement of the HealthConnect Tasmania Program Plan 2007-08 Delivery of the HealthConnect Tasmania Evaluation Framework 2005-2008 Endorsement and delivery of the Funding Agreement 2007-08 between the Australian and Tasmanian Governments Negotiation and completion of contracts associated with sponsored projects Page 9 of 30 Increased levels of community preparedness for participation in e health measured by Increased engagement with health consumers Increased engagement with community groups Increased engagement with broader Tasmanian community Expanded program capable of evaluation and fully supported by appropriate policy: Number of projects Evaluation in place Number of policies reviewed
ehealth Policy, Planning and Support To continue to participate in the design, delivery and support of the local and national e health components, including policy, during 2006-07. Development of an ehealth strategy, policy and related education and support activities for Tasmanian ehealth priorities and initiatives. Level of participation in an intergovernmental structures ehealth Core Systems and Services Tasmanian Provider Directory Tasmanian Health Client Index Health Messaging Service To operate, support and expand the e health core systems/services within Tasmania: To continue to upgrade the current GPLinkED provider directory to the Australian Standards based system To extend the utilisation of the current client index To continue to support the provision of secure, robust and reliable delivery of electronic messages between health providers and stakeholders Provide Directory Phase 1 operational Integration of additional systems into index. Stage 3 and 4 scoping study Ongoing support for providers and continued rollout to additional providers Partnerships Work Program Objective Milestone/Deliverable Due Date Outcome Out posted Officer On-going throughout Program term of OPO Contract To continue support to organisations undertaking e health activities in 2006-07 through out posted officer (OPO) positions. Monitoring of provision of ehealth information, via OPO, to their health provider constituents: through development of 1 HealthConnect Implementation Strategy v2.0 June 2005; Deliverable 2.5.1 Version 1.a Page 10 of 30 Within 2 months of Enablers in place for standardised secure electronic communication 1 Functionality and availability of: A provider directory A client index secure electronic messaging Increased support to organisations undertaking e health activities in 2006-07 measured by Increased number of
an agreed work plan and against agreed contracted deliverables; by monitoring of OPO output against Work Plan milestones / work to be undertaken; through regular contact meetings /teleconferences; and through OPO workshops. Sponsored Projects OPO Contract for each Divisional and Pharmacy Guild OPO; OPO to provide monthly reports. Fortnightly (face to face meetings bi monthly for northern OPO s); Quarterly Workshops throughout the year Work Program Objective Milestone/Deliverable Due Date Outcome Electronic Patient Care Report (epcr) Tasmanian Ambulance Service Patient Discharge Medication Record (PDMR) - Implementation To improve the availability of information via an electronic patient care record system interoperable between ambulance vehicles and Department of Emergency Medicines (DEMs) To create an electronic Patient Discharge Medication Record (PDMR) that is produced at the point of patient discharge, and sent electronically to the GP Phase 1: Deployment of system into one ambulance unit Phase 2: Deployment of system into all Southern Tas ambulance units Phase 3: Deployment of system into North and North West regions of Tasmania Endorsement of proposal Project Initiation Project Completion and Evaluation outposted officer positions. Life saving information available in emergencies. 2 Functionality and availability of pre-hospital clinical information in Emergency Departments Health care providers have products and services that allow them to work more efficiently. 3 Availability of PDMR. Satisfaction of PDMR. 2 HealthConnect Implementation Strategy V2.0 June 2005; Deliverable 2.5.4 3 HealthConnect Implementation Strategy V2.0 June 2005; Deliverable 2.6.1 Version 1.a Page 11 of 30
Patient Discharge Medication Record (PDMR) Technical Development (Pharmcare) After Hours Triage Messaging (GP Assist) Medication Messaging; Aged Care to GPs (University of Tasmania) Develop and delivery of the patient discharge medication record. A medication summary will also be distributed to nominated community pharmacists as part of the same process. To implement the electronic delivery of after hours triage records to GP and rural health services in a three phased approach To improve communication flow and create efficiencies relating to medication management between aged care facilities and GPs. System design and specification Development of software Project commencement Project completion Commencement of Phase 1 Commencement of Phase 2 Commencement of Phase 3 Phase 1: ICT Design, Build & Implementation Phase 2: Trial Phase 3: Evaluation and Report Enhanced clinical communication through standardised electronic clinical messages. 1 Enhanced clinical communication through standardised electronic clinical messages. 1 Improved provision of after hours GP information. Enhanced clinical communication through standardised electronic clinical messages. 1 Improved provision of drug information (warfarin). Secure Electronic Clinical Communications Initiative (SECCI) - GP Divisions To facilitate secure twoway electronic messaging between GPs and specialists. Delivery of project proposal Endorsement by HCT Steering Committee Stage 1 (Investigate business processes) Stage 2 (Implement IT solutions) Stage 3 Evaluation Version 1.a Page 12 of 30 Satisfaction of participating providers. Enhanced clinical communication through standardised electronic clinical messages. 1 Improved information exchange between GPs and specialists.
Private Hospitals Scoping Project To develop a Business Case for the implementation of the epcr and incorporation of the ENHE into private hospitals Finalisation of scoping study Improved understanding by the private e health sector of potential initiatives in Tasmania. Version 1.a Page 13 of 30
3.2. Scope of Work Part of the Program (Inside Scope) Funding in 2006-07 to support fixed term positions for out posted officers (Refer Section 1.10) Not Part of the Progran (Outside Scope) Continued funding for these positions unless otherwise negotiated in 2007-08 Unresolved Participating in the design, development, delivery and support of the national HealthConnect components Developing and managing all HealthConnect Tasmania office documentation Developing the HealthConnect Tasmania Evaluation Strategy 2005-2008 Collecting and analysing basic baseline measures/performance indicators Assisting supported projects with evaluation if requested Supporting the HealthConnect Tasmania governance structures Engaging local stakeholders including providers, consumers and the broader Tasmanian community Management responsibility for the DHHS messaging and integration capacity infrastructure (SeeBeyond s e*gate) Management responsibility for the DHHS Provider Directory Management responsibility for the DHHS Health Client Index Program management of national components Delivery of national components Developing, collecting and analysing complex measures eg long term outcomes as described in the national HealthConnect Implementation Strategy Version 2.0 Collecting and analysing measures for supported projects unless otherwise negotiated Level of involvement beyond participation in the development of national components Timelines (see Constraints section) Contribution from DHHS divisions for ongoing support and maintenance. Page 14 of 30
Appendix 3.2 diagrammatically identifies the broad scope of work within the context of national, Tasmanian and possibly subcontracted work responsibilities. 3.3. Budget Program Activity Use of 2005-06 Rollover Funds 2006-07 Funding Requirement HealthConnect ehealth Governance and Evaluation - ehealth Policy, Planning and Support - ehealth Promotion and Communications - ehealth Core Systems o Health Messaging Service - o Tasmanian Provider Directory - o Tasmanian Health Client Index - Sponsored Projects Electronic Patient Care Report (epcr) - Patient Discharge Medication Record - (PMDR) - Implementation GP Assist Tasmania - Healthcare Software Pty Ltd - University of Tasmania GP Divisions -SECCI Pharmacy of the Future - HealthConnect Partnership Activities Outposted Officer Program - Total Costs 3.4. Assumptions and Constraints Assumptions include that: a rolling wave approach to project planning is being used to provide maximum flexibility in relation to the local implementation of the national HealthConnect agenda; a phased implementation approach will be adopted; high-level sponsorship and commitment exists; sufficient funding is available; resources will be available as needed; Tasmanian consumers and providers will actively participate in HealthConnect Tasmania; HealthConnect will comply with legislative requirements (State and Commonwealth); a national governance structure will be established and supported; and the outputs to be delivered by the Department of Health and Ageing and NEHTA will be available to meet timeframe requirements. Constraints include that: Version 1.a Page 15 of 30
project interdependencies are complex; some timeframes are tight; there are change management implications proportional to the requirement for business change as HealthConnect requires a paradigm shift in the way providers exchange information; and there will be limitations in the capabilities of source systems to be compliant with HealthConnect, including constraints relating to data standards. 3.5. Relevant Government Policy, Legislation and Rules This list may expand as issues emerge and relevant legislation is identified. Tasmania Personal Information Protection Act 2004 Treasurer s Instructions and DHHS procurement guidelines State Service Act 2000 DHHS employment policies DHHS Client Information Guidelines Archives Act 1983 Australian Government Federal Privacy Act and Private Sector Amendments Public Service Act 1999 DoHA employment policies Commonwealth Protective Security Manual Australian Government ITC Security Manual 4. Proposed 2006-07 activities With current reorganisation of information and technology services within department, HealthConnect Tasmania will focus its work program, for 2006-07, on the following core activities in support of ehealth initiatives in both the public and private sectors: 4.1. HealthConnect Tasmania Core Activities a) ehealth Governance and Evaluation Provide governance, evaluation, contract and relationship management services for the Tasmanian ehealth and HealthConnect priorities and initiatives. b) ehealth Policy, Planning and Support Development of an ehealth strategy, policy and related education and support activities for Tasmanian ehealth priorities and initiatives. c) ehealth Core Systems Service expansion, operation and support for the ehealth core systems within Tasmania including the: o Health Messaging Service Version 1.a Page 16 of 30
o Tasmanian Provider Directory o Tasmanian Health Client Index d) ehealth Promotion and Communications Engagement of health providers and consumers, development of ehealth promotional and communications material and support of related activities for Tasmanian ehealth priorities and initiatives. 4.2. HealthConnect Tasmania Partnerships Outposted Officer Program Establishment and management of outposted HealthConnect officers within key stakeholder organisations to facilitate and support ehealth initiatives within their respective sectors. This currently includes: Divisions of General Practice Pharmacy Guild of Tasmania DHHS Acute Health Services CASE Program Tas Ambulance Service DHHS Shared Services Health Informatics 4.3. HealthConnect Tasmania Sponsored Projects a) Electronic Patient Care Report (epcr) Implementation of a digital medical record in ambulances (as the first point of care) for upload to hospital system(s) on arrival at the receiving hospital or facility. b) Patient Discharge Medication Record (PDMR) - Implementation Inclusion of comprehensive discharge medication information in the discharge notification messages sent to GPs for patients in the Launceston General Hospital. c) After Hours Triage Messaging (GP Assist Tasmania Pty Ltd) Implementation of electronic after hours triage reports initially to GP and rural health services in Phase 1, extending to community hospitals, aged care facilities in Phase 2 and allowing GPs to send information back to GP Assist in Phase 3. d) Patient Discharge Medication Record (PDMR) Technical Development (Pharmcare) Provision of the electronic medication summaries for GPs via the Medication Discharge Record and to community pharmacies. This project will also provide a recommendation for a Home Medication Review and consumer support material. e) Medication Messaging; Aged Care to GPs (University of Tasmania) Management and monitoring of the administration of Warfarin through improved secure electronic messaging between the aged care facilities and GPs. Version 1.a Page 17 of 30
f) Secure Electronic Clinical Communications Initiative (SECCI) - GP Divisions Establishment of secure state-wide clinical messaging services between GPs and specialists. g) Pharmacy of the Future - (Pharmacy Guild of Australia -Tasmania Branch) This project is still under development. It is envisaged that a project proposal will be submitted for evaluation by early October 2006 h) Private Hospitals Scoping Project Development of a business case for the implementation of electronic ehealth communications from the private group of hospitals in Tasmania. Version 1.a Page 18 of 30
5. Program Management Plan 5.1. Governance Corporate Client Federal Minister for Health State Minister for Health & Human Services Quality Review Consultants Program Committee Program Sponsors Deputy Secretary, DHHS and National Director ehealth, DOHA Project Business Plan Business Owner(s) Outcome/Benefits Realisation Plan HealthConnect Tasmania Advisory Group Program Director & HealthConnect Tasmania Office Project Execution Plan Consultants Sponsored projects Version 1.a Page 19 of 30
Corporate Client State Minister for Health and Human Services, Tasmania. Program Sponsors The Program Sponsors are the Deputy Secretary, Shared Services, Department of Health and Human Services, Tasmania and the First Assistant Secretary, Department of Health and Ageing. HealthConnect Tasmania Steering Committee With the recent change in HealthConnect Tasmania s work plan, the role and Terms of Reference of the Steering Committee will undergo a review. At present, details are as follows: Membership: DHHS DoHA Advisory Group (AG) Dept Premier and Cabinet (quality review services) Provider Representative Consumer Representative Deputy Secretary, Shared Services Director, Information Services Community Health Group Executive representative Acute Care Executive Committee representative Acute Care Executive Committee, clinical representative Director (ex officio) Assistant Secretary, ehealth Implementation Group Director, Policy, ehealth Implementation Group State Manager (Tasmania) HCTAG member (observer) HCTAG member (observer) Quality Review Consultant (observer) Role of the Steering Committee The role of the Steering Committee is to: oversee the progress of HealthConnect Tasmania activities including budget, resources, scope, risks and progress of deliverables; monitor the progress of the implementation of HealthConnect to ensure there is appropriate consistency with the national strategies, including compliance with NEHTA developed standards; receive advice from the HealthConnect Tasmania Advisory Group on stakeholder perspectives in relation to the implementation of HealthConnect; provide those directly involved in the project with guidance on project issues; and report on the activities of HealthConnect Tasmania to the national governance body. Version 1.a Page 20 of 30
Role of individual Steering Committee members The Role of the individual members of the Steering Committee includes: understanding the strategic implications and outcomes being pursued through the implementation of HealthConnect Tasmania; having an appreciation of the significance of HealthConnect for major stakeholders; being genuinely interested in HealthConnect and the benefits it will realise in the longer term for Tasmania; being an advocate for HealthConnect and its implementation in Tasmania; being committed to, and actively involved in pursuing the program s outputs and outcomes; and having a broad understanding of program management issues and the approach being adopted. HealthConnect Tasmania Advisory Group As for the Steering Committee, the role of the Advisory Group will possibly undergo a review. Details at present are as follows: The function of the HealthConnect Tasmania Advisory Group is to contribute to the successful delivery of the HealthConnect Tasmania program by providing advice to ensure overall objectives are met. Guidance will be primarily directed to the Steering Committee but will extend across the HealthConnect program as required. Members The Advisory Group provides advice to the Steering Committee on the HealthConnect Tasmania program to ensure objectives are met. Membership comprising key stakeholder representatives including consumers and providers is as follows: Stakeholder Nominee Title and Organisation Aged Care and Community Services Tasmania Director of Care, St. Ann s Homes Inc. Consumer Representatives Department of Health and Human Services HealthConnect Tasmania Department of Veterans Affairs Dept of Economic Development Tasmanians with Disabilities Child Health Director, Information Services Branch, DHHS Director Assistant Director Program Management Director, Health Services, DVA Tasmania Project Manager, ehealth Version 1.a Page 21 of 30
Stakeholder Nominee Title and Organisation General Practitioner Pharmaceutical Society Medical Director, TGPD Branch Director, (Tasmanian Branch) Pharmaceutical Society of Australia. Pharmacy Guild Director, (Tasmanian Branch) Pharmacy Guild of Australia. Pharmacy Guild Outposted Officer TGPD and Divisions of General Practice Medicare Australia (Tasmania) University of Tasmania Regional Health Information Management Officer Manager, Medicare & Medical Indemnity Branch School of Computing (Research). It is expected that the private hospitals and other professions will be invited to join the Advisory Group as plans begin to include them. Role of the Advisory Group The role of the Advisory Group is to: advise the HealthConnect Tasmania program, primarily through the Steering Committee, on the business operation, impacts and evaluation of HealthConnect Tasmania; disseminate information about HealthConnect Tasmania to member s respective constituents and networks (with the assistance of the HealthConnect Tasmania office if required); provide linkages with relevant bodies undertaking work on E-health at the State and national level; maintain close working relationships with any smaller advisory groups established to provide advice on specific areas of work; and support the work of the HealthConnect Tasmania Director and Team, for example advise on the broader communication and engagement strategies for consumers and providers; and report on the work of Advisory Group to relevant State and National bodies such as the HealthConnect Board of Management (or the relevant national body/s when national project governance arrangements have been resolved). Version 1.a Page 22 of 30
Role of individual Advisory Group members The role of the individual members of the AG includes: understanding the strategic implications and outcomes being pursued through the implementation of HealthConnect Tasmania; appreciating the significance of HealthConnect for major stakeholders; being genuinely interested in HealthConnect and the benefits it will realise in the longer term for Tasmania; being committed to, and actively involved in supporting the implementation; and disseminating information and collating feedback about HealthConnect Tasmania using their respective networks by consulting with their constituents before and after meetings. Assistance will be provided by HealthConnect Tasmania if required. Director The Director is responsible for directing the implementation of the HealthConnect Tasmania Program Plan 2006-07. In addition the Director will: Manage the resources of HealthConnect Tasmania; Direct and monitor the program through quality management, detailed plans and schedules and report to the Steering Committee and national governance bodies; Provide expert and authoritative advice to Ministers, Heads of Agency, senior representatives of the public and private sectors and key stakeholders on a wide range of issues associated with HealthConnect Tasmania; and Provide highest level leadership to the HealthConnect Tasmania program by articulating the vision and negotiating and defining objectives and developing and nurturing highest level relationships with stakeholders and users to facilitate the effective delivery of HealthConnect Tasmania. The Director is Mary Blackwood. Version 1.a Page 23 of 30
HealthConnect Tasmania Office The HealthConnect Tasmania Office team is led by the Director and supports the successful delivery of the program outputs. The core HealthConnect Tasmania Office team structure is shown below. HealthConnect Tasmania also supports a number of outposted officers. HealthConnect Tasmania Directorate Director DHHS Outposted External Sponsored Projects Business Support Governance & Evaluation After Hours Triage Messaging (GP Assist Tasmania) Program Implementation Assistant Director (Vacant) Program Support A/Assistant Director Health Messaging Service Program Management Assistant Director Promotion & Communications epcr Project Manager - PDMR Implementation Project Manager GP Divisions (North, North West, South) Pharmacy Guild PDMR Tech Development (Pharmcare) Medication Messaging Aged Care to GP s (University of Tasmania) Tasmanian Provider Directory Tasmanian Health Client Index Information Strategy Branch GP Specialist Messaging (Divisions of General Practice) Shared Med (Pharmacy Guild) Private Hospitals Scoping Project Page 24 of 30
Quality Review Consultant The Inter Agency Policy and Projects Unit (IAPPU) has been contracted by the Department of Health and Human Services (DHHS) to provide a Quality Review Service to HealthConnect Tasmania. The service requires IAPPU to provide the Steering Committee with written recommendations in relation to project and program management issues. The purpose of a Quality Review Consultant is to ensure the program management activities are appropriate, through identification and reporting of successful project and quality management processes and those where improvements are possible. The main concern of the Program Management Quality Review Consultant is to provide independent advice and evaluation of the suitability of the management processes employed to deliver the intended outcomes for the Program. HealthConnect Tasmania Sponsored Projects While HealthConnect Tasmania supports a number of activities and projects it is expected that each individual activity/project will produce its own range of documentation. This documentation will demonstrate each sponsored project s contribution to the achievement of the overall HealthConnect Tasmania objectives and outcomes. Each activity/project is expected to appoint appropriate personnel and implement governance arrangements and committees in accordance with the Tasmanian Government Project Management Guidelines. 6. Reporting Requirements Current reporting requirements are: Reported by To whom Reporting Frequency Format requirements Director Steering Committee Status Report Monthly Written and verbal Director Advisory Group Status Report Monthly Written and verbal Director DoHA As identified in the Funding Agreement As identified in the Funding Agreement Written Quality Review Consultant Steering Committee Quality Review Report Monthly Written and verbal Sponsored projects Liaison Officer Director Steering Committee Status Report + As identified in the SLA between HealthConnect Tasmanias Monthly Written and verbal Organisations supported with out posted officers Director As identified in the Agreements between organisations and As identified in the Agreements Written Page 25 of 30
Reported by To whom Reporting requirements HealthConnect Tasmania Frequency Format The reporting requirements of HealthConnect Tasmania to national governance bodies have not been finalised. 7. Stakeholder Engagement & Communication The Stakeholder Engagement and Communication Strategy is being updated to 2007 to reflect the current HealthConnect Tasmania Strategy and forward Work Plan 2006-08. The document will be maintained as a stand-alone document and should be referenced for more information regarding Stakeholder Management and Communication 8. Risk Management Plan HealthConnect Tasmania has developed a Risk Management Plan and Risk Register. The HealthConnect Tasmania Steering Committee is responsible for overseeing the satisfactory execution and implementation of the Risk Management Plan and including the Risk Register. The Director is responsible for ensuring the Risk Register is maintained and reviewed on a regular basis. Monthly reporting to the HealthConnect Tasmania Steering Committee is required. Risk reporting requirements are: Reported by To whom Reporting requirements Program Sponsor National Health Information Group (NHIG) Frequency Format As advised As advised Written and Verbal Director DHHS, Program Sponsor High level risks and new high level risks Weekly and/or as agreed Written and/or verbal Director HealthConnect Tasmania Steering Committee Incorporated into Status Report Monthly Written and verbal Quality Review Report Director HealthConnect Tasmania Steering Committee HealthConnect Tasmania Advisory Risk related advice as required Incorporated into Status Report As required Monthly Written and verbal Written and verbal Version 1.a Page 26 of 30
Reported by To whom Reporting requirements Group (relevant risks) Assistant Director Risk changes Directors and new risks Frequency As required Format Verbal 8.1. Risk Management: Roles and Responsibilities Role Program Sponsor Steering Committee Advisory Group Director Assistant Directors Team Members Responsibility Ensures there are adequate resources for managing HealthConnect Tasmania risks. Ensures there is adequate active participation in the risk management process by a wide cross section of stakeholders. Oversees the Risk Management Plan and its regular review ensuring that risk mitigation strategies are being implemented for all high level risks Assists with the identification, analysis and evaluation of risks. Advises the Steering Committee on risk management as requested. Monitors and manages all aspects of the risk management process under the direction of the Program Sponsor and Steering Committee Assists the Director with monitoring and managing all aspects of the risk management process. Assists with the identification, analysis and evaluation of risks 8.2. Risk Summary Four categories of possible risk were identified as a result of the June 2005 workshop: Team Environment; Product Complexity; Client Environment; and Other In line with the current review of work plan and objectives for HealthConnect Tasmania a review of the risks and minimisation strategies will be undertaken. 9. Quality Management Plan The program, and all associated projects, will be conducted in accordance with the Tasmanian Government Project Management Guidelines Version 6.0 March 2005. A Quality Review Consultant has been appointed to review the program and report to the HealthConnect Tasmania Steering Committee. Reporting occurs based on regular monthly meetings between the Quality Review Consultant and Director, HealthConnect Tasmania at which updates of progress against milestones are reported. Version 1.a Page 27 of 30
The HealthConnect Tasmania Steering Committee will be required to approve all changes to: Scope including objectives, outputs, work to be conducted; Budget; and Resources. The reporting framework is outlined in Section 3.5. 10. Evaluation & Review Project closure activities, delivery of a post implementation review and the development of an outcome realisation plan are the responsibility of the individual projects supported by HealthConnect Tasmania (for example the Electronic Notification of Hospital Events Project being managed by DHHS). The HealthConnect Tasmania Office may provide assistance in these activities. HealthConnect Tasmania would expect all sponsored projects to provide descriptions of outcomes and outputs as part of their evaluation plan, including the relationship to the achievement of the overall HealthConnect Tasmania objectives and outcomes. The review and evaluation of HealthConnect Tasmania in the broader context is the responsibility of the Director. A HealthConnect Tasmania Evaluation Framework (2005-2008) aligned with the national evaluation framework is currently being developed. 11. Appendices 11.1. Supporting Documentation 4 HealthConnect Implementation Strategy, Version 2.0 (June 2005), Department of Health and Ageing, Canberra HealthConnect Tasmania Implementation Strategy 2005-2008, Version 1.0 (June 2005), HealthConnect Tasmania Office Agreement between the Commonwealth of Australia as represented by the Department of Health and Ageing and the Crown in Right of Tasmania as represented by the Department of Health and Human Services Memorandum of Understanding between the Commonwealth of Australia represented by the Department of Health and Ageing and The Crown in Right of Tasmania as represented by Department of Health and Human Services 4 All supporting documentation is held in the HealthConnect Tasmania Office (3/25 Argyle St, Hobart, Tasmania, 7000, 03 6216 4497) Version 1.a Page 28 of 30
11.2. Broad Scope of Work The following diagram indicates the broad scope of work currently being undertaken and still required for HealthConnect Tasmania. HealthConnect Tasmania Forward Work Plan 2006-2008 Provider Directory PD Phase 2/3 Stakeholder Consultation & Requirements Analysis Complete Provider Directory Phase 1 Implementation 2006-07 Q1 Q1 Q2 Q2 Q3 Q3 Q4 Q4 PD Phase 2/3 Design and Specification Phase 2 Implementation 2007-08 Q1 Q1 Q2 Q2 Q3 Q3 Q4 Q4 Phase 3 Implementation NeHTA HPI Draft Standards Nehta HPI Standard Available National HPI s Allocated?? Test National Solution NeHTA IHI Draft Standards National IHI s Allocated 2-Way communication of IHI s Consumer Index Plan Transition of SCRS to Tasmanian Health Client Index Implementation of Tasmanian Health Client Index Tas MHTS Evaluation of MTS trials with GP Divisions Specify & Tender for Tas. MTS MTS State -wide Implementation NeHTA Interop & Sec. Msg National Vendor Engag t Solutions & Implementation Profiles Available Compliance & Certification Processes Available National Vendor Engagement Strategy Compliant Clinical Systems Using core Tasmanian Components Commence planning for the implementation of the Tasmanian HRS NeHTA CII Tas Clinical Msg g Support Draft Standards Full CII Standards Available Development of Tasmanian Clinical Messaging Framework Tas Projects Sponsored Projects Provider Change Mgmt Change Management Program for Providers participating in e -Health activities Page 29 of 30
11.3. Document Framework HealthConnect Document Hierarchy (V8) Pending Draft Released Sponsored Projects HealthConnect Tasmania National Office Office Tasmanian MOU 2005-08 Tasmanian Funding Agreement (developed annually) Proposal National Implementation Strategy June 05 Tasmanian Implementation Strategy 2005-2008 Tasmanian Program Plan (developed annually) Sponsored Project Plans Contractual Agreements Tasmanian Evaluation Framework 2005-2008 Tasmanian Communication & Engagement Strategy Reports Reference Guide: Draft = National Communications Strategy, National Evaluation Framework, Tasmanian Evaluation Framework National Stakeholder Engagement Strategy and National Vendor Engagement Strategy Released = all other HealthConnect Tasmania and Sponsored Projects with the exception of the Tasmania Evaluation Framework Version 1.a Page 30 of 30