Project Initiation

Request for Certification and Release of Funds Form

All Certified Projects Must Follow NM State Policies and Procurement Code

Project Name

/ Health Emergency Management (HEM) Systems / Project Number
Agency CIO / Bob Mayer / Date / October 28, 2009
Lead Agency / Agency Code / DOH/665 / Other Agencies / None

Executive Sponsor(s)

/ Karen Armitage, Deputy Secretary / Project Manager / John Bacon
Project Description (Provide a brief description and purpose for this project) /
The Bureau of Health Emergency Management (BHEM) utilizes IT systems to prepare for and manage health emergencies within the State of New Mexico in conjunction with the Center for Disease Control and Prevention (CDC) and the Office of the Assistant Secretary for Preparedness and Response (ASPR).
For example, the National Hospital Available Beds for Emergencies and Disasters (HAvBED) system is currently in use for the H1N1 Pandemic to collect hospital bed information and hospital occupancy. The Emergency Systems for the Advance Registration of Volunteer Health Professionals (ESAR VHP) is also in use for clinics that need volunteers during the pandemic. The Health Alert Network (HAN) is being used for notifications of health emergencies.
The above mentioned systems are three of the four included in the procurement and implementation scope of this project. All four systems are identified below.
1.  National Hospital Available Beds for Emergencies and Disasters (HAvBED): Each State is required to develop and maintain an electronic bed polling system for providers, and decision makers to understand acute hospital and alternative care sites’ bed availabilities in “real time” on a regional and national basis.
2.  Emergency Systems for the Advance Registration of Volunteer Health Professionals (ESAR VHP): Each State is required to develop an electronic registration system for recording and managing volunteer information based on the data definitions presented in the Interim ESAR-VHP Technical and Policy Guidelines, Standards and Definitions (Guidelines).
3.  Patient Tracking: Each State will be required to develop an electronic patient tracking system to track the location of a patient through the healthcare system from admission to discharge or transfer to another facility on a regional or national basis.
4.  Health Alert Network (HAN): The purpose of the New Mexico HAN is to enable public health practitioners to prepare for and respond to natural disasters, acts of terror, infectious disease outbreaks, or other public health threats and emergencies, by providing secure and redundant methods to rapidly communicate critical emergency or emergent situation information to the appropriate key providers in the public health arena. Therefore, its primary design principles are to ensure survivability and continuous operations in the face of those extreme circumstances, and to do so in full compliance with the Public Health Information Network (PHIN) requirements established by CDC.
In addition to assisting the preparation for and management of health emergencies within the State of New Mexico, the information provided by these four systems is required for continued funding from the Office of the Assistant Secretary for Preparedness and Response (ASPR) and the Center for Disease Control and Prevention (CDC).
Planned Start Date / November 1, 2009 / Planned End Date / June 15, 2010
Requested amount this Certification / $0.00 / Remaining Appropriation (Pending) not Certified / $320,000
(Estimate Only)
Proposed Certification Schedule
Phases / Planned Certification Date / Amount to be requested /

Major Deliverable(s) / Performance Measures

Initiation:
/ 10/28/2009 / -0- / ·  Requirements Document
·  Request for Proposals (RFP) to include the Requirements Document
·  Vendor Proposals to address the RFP terms, conditions, and requirements
Planning:
/ 02/24/2010 / $20,000 / ·  Evaluation Report to include requirements traceability
Implementation:
/ 03/24/2010 / $300,000 / ·  IV&V Contract
·  Acquisition and Implementation Contract to include requirements
·  Implement chosen solutions
Closeout:
/ 06/23/2010 / -0- / ·  Final Requirements Traceability Analysis

Appropriation History (Include all Funding sources, e.g. Federal, State, County, Municipal laws or grants)

Fiscal Year
/ Amount / Funding Source(s) (use specific citations to laws, grants, etc.)
FY 2010 / $240,000 / Public Health and Social Services Emergency Public Health Emergency Response CDC-RFA-TP09-902-H1N109 grant.
FY 2010 / $80,000 / Hospital Pre-Preparedness Program, ASPR 1001, 1U3REP090274-01-00

IT System Analysis

/
·  Project’s impact on the Enterprise/DoIT infrastructure.
o  Hardware: Additional servers if locally hosted; none if SaaS.
o  Network: Four web applications accessible by state and non-state users.
o  Software / Applications: Four COTS applications.
o  Hosting location:
§  Locally Hosted Option: at DoIT Data Center;
§  SaaS Option: at vendor data center(s).
·  DoIT Collaboration: This request is the first step of the collaboration process. DoIT will be involved in the RFP procurement and the contract award, in addition to the certification process.
·  Application Architecture Schematic:
/

business Continuity Strategy

Emergency and Disaster Management, Business Resumption, and Disaster Recovery Planning strategies as dictated by CDC and ASPR will be developed during the Planning Phase, included in the RFP requirements as needed, and a will be a component of the evaluation process.

Security Strategy (Application and Data Security Process, Plan, or Standard)

Application and data security procedures as dictated by CDC, DOH, and ASPR will be included in the RFP requirements and a will be a component of the evaluation process.

Significant Risks and Mitigation Strategy

Resources diverted from the project as a result of a pandemic / Probability: Medium / Impact: High.
Mitigation Strategy: Accept the risk.
Contingency Plan: Increase implementation support from the vendor to whom the contract was awarded.
ADDITIONAL RISKS (To be determined during the Planning Phase) / Probability: / Impact:
Mitigation Strategy:
Contingency Plan:

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Revision: 2/14/08 Page 1