Family Health Bureau Case Management Application System
Family Health Bureau Case Management Application System
Project Charter For Certification
Executive Sponsor – Mark Williams
Business Owner - Susan Chacon
Project Manager – Gene Lujan
Original Plan Date: May 23rd, 2014
Revision Date: N/A
Revision: 1.0
About This Project Charter DOCUMENT
Permission to plan the projec t and setting the governance structure
The Project Charter provides the project manager and project team with permission to proceed with the work of the project, within the scope delineated in this document. The Project Charter should be the outcome of a number of documents that went into the pre-planning for the project, and in many cases the agency IT Plan, Business Case for appropriations, Federal funding requests and the like.
Project sponsors sign the Project Charter signifying that they have agreed to the governance structure for guiding the direction for the further planning of the project, discovery and defining the requirements, acquiring necessary resources, and within that context the statement of work for any related contracts including a contract for the Independent Validation and Verification.
The Project Charter is also the foundation for the creation of the project management plan, and much of the thinking and writing for this charter will be immediately usable for that project management plan.
Project certification Initial phase documentation
The Project Charter is also used within the State of New Mexico IT Project Certification process as evidence of the project’s worthiness for the Initial Phase certification. The Initial Phase certification is especially critical to many state and agency projects because of its related release of the initial funds required for the project.
Initiation Phase funding is requested by an agency for use in developing project phases, developing Independent Verification and Validation (“IV&V”) plan and contract; address project review issues and/or to develop an overall project management plan. Note: Waiver of the IV&V requirement requires specific written approval by the Secretary of the DoIT.
DoIT “Project Certification” Memorandum July 2, 2007
The Project Charter and the Request for Certification Form are meant to provide a comprehensive picture of the project’s intention and initial planning, that includes the project’s place in the context of the State of New Mexico’s IT Strategic Plan, Enterprise Architecture, and DoIT project oversight process. See “IT Project Oversight Process” Memorandum July 5th 2007 on the OCIO-DoIT web site.
table of contents
About This Project Charter DOCUMENT
table of contents
1. project background
1.1 Executive Summary -rationale for the project
1.2 Summary of the foundation planning and documentation for the project
1.3 Project Certification Requirements
2.0 Justification, Objectives and impacts
2.1 Agency Justification
2.2 Business Objectives
2.3 Technical Objectives
2.4 Impact on Organization
2.5 Transition to Operations
3.0 Project/Product Scope of Work
3.1 Deliverables
3.1.1 Project Deliverables
3.1.2 Product Deliverables
3.2 Success and QUALITY METRICS
4.0 Schedule Estimate
5.0 Budget Estimate
5.1 Funding Source(s)
5.2. Budget By Major Deliverable or Type of expense -
5.3 Budget By Project Phase or Certification Phase
6.0 Project Authority and Organizational Structure
6.1 STAKEHOLDERS
6.2 PROJECT GOVERNANCE PLAN
6.3 PROJECT MANAGER
6.3.1 PROJECT MANAGER CONTACT INFORMATION
6.3.2 PROJECT MANAGER BACKGROUND
6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES
6.5 Project management Methodology
7.0 Constraints
8.0 Dependencies
9.0 Assumptions
10.0 Significant Risks and Mitigation Strategy
11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING
12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V
13.0 Project Charter Agency Approval Signatures
14.0 Project Charter Certification Approval Signature
Revision History
Revision Number / Date / Comment1.0 / November 5th, 2014 / Original DoIT Charter
1
Family Health Bureau Case Management Application System
1
1. project background
1.1Executive Summary -rationale for the project
With more than 3,200 staff members and a budget of $550 million dollars, the Department
of Health delivers essential public health and other services to frontier, rural and urban communities and 22 sovereign tribal nations. Our facilities serve as a safety net for people who require long term care, rehabilitation and behavioral health treatment. New Mexico Department of Health (NMDOH) programs work with providers to support people with disabilities and their families. It is also our role to ensure an effective and timely response to public health emergencies. These are among the many ways we serve the people of New Mexico.
The Public Health Division provides a coordinated system of community-based public health services focusing on disease prevention and health promotion in order to improve health status, reduce disparities, and ensure timely access to quality, culturally competent health care. It consists ofsevenbureaus and five regions: Director’s Office/Program Support, Pharmacy, Family Health, Infectious Disease, Chronic Disease Prevention and Control, and Health Systems Bureaus, and the Northeast, Northwest, Metro, Southeast and Southwest Regions.
The Children’sMedical Services (CMS) program provides a combination of direct service, surveillance and prevention programs to the children and youth of New Mexico with special health care needs. The programs provides care coordination and payment for services for the prevention, diagnosis and treatment of chronic medical conditions in children under the age of 21 who meet certain medical and income guidelines. The program, administered by 60 social workers and five family liaisons, works in a statewide network of public health offices.
Newborn Genetic/Metabolic and Hearing Screening. The Newborn Genetic/Metabolic and HearingScreening program works to assure that all children born in the state receive genetic and hearing screening. The Birth Defects Prevention and Surveillance System is managed by the Public Health Division Director’s Office and the Environmental Health Epidemiology Bureau of the Epidemiology and Response Division. There are approximately 29,000 births each year in New Mexico. Birth defects diagnosed prenatally through four years of age are reportable to the state. The CMS Program works in collaboration with these programs and is responsible for assuring follow up for infants who fail the hearing or genetic screening tests or are diagnosed with certain birth defects to assure that they are referred for appropriate medical and developmental services.
The FamiliesFIRST(Families and Infants Receive Services and Training) program is a perinatal case management program that serves pregnant women and children up to age 3 that are Medicaid-eligible. This program has three major goals: 1) improve access to prenatal care, 2) improve pregnancy outcomes for Medicaid-eligible women, and 3) improve the health status of their infants and children up to age three. The purpose of the Program is to assist Medicaid-eligible women and children to gain access to needed medical, social, educational and other services. Case management services may include coordination with providers of non-medical services such as nutritional programs or educational agencies when these services have been identified as necessary to foster positive pregnancy outcomes and promote healthier infants and children.
Currently, two (2) of the three (3) business areas (Families First and Newborn Genetic/Metabolic and Hearing Screening) have existing Software as a Service applications to track and report case management information. The Children’s Medical Services program is using an antiquated internal application to track case management information on their clients.
1.2 Summary of the foundation planning and documentation for the project
1.3 Project Certification Requirements
Does the project fit into the criteria for certification? Which and how?
CRITERIA / YES/NO / EXPLANATIONProject is mission critical to the agency / Yes / System will be responsible for capturing and tracking client information at each of the fifty-five (55) Public Health Offices throughout the state.One of the programs is using an antiquated internal application tracking system.
Project cost is equal to or in excess of $100,000.00 / Yes
Project impacts customer on-line access / Yes / The delivered system will be web-based.
Project is one deemed appropriate by the Secretary of the DoIT / No / Pending DoIT executive approval
Will an IT Architecture Review be required? / Yes / The project will adhere to all policies and procedures associated with State of New Mexico SDLC guidelines.
2.0 Justification, Objectives and impacts
The justification and objectives section relates the project to the purpose of the lead agency and describes the high level business and technical objectives for the project. The section also includes a high level review of the impact to the organization, and of the concerns for transition to operations.
2.1 Agency Justification
IDENTIFY AGENCY MISSION, PERFORMANCE MEASURE OR STRATEGIC GOALS TO BE ADDRESSED THROUGH THIS PROJECT
Number / DescriptionDepartment of Health Fiscal Year 14 - 16 Strategic Plan / As detailed in Section A of the 2014-2016 Strategic Plan, this project supports three key goals of the Department of Health that will work to improve the quality, accessibility, and utilization of the health care services through improved data-driven decisions and business operations that ultimately bring improved health outcomes.
This application will combine the data of three programs to track and report case management information.
2.2 Business Objectives
Use the following table to list measurable business objectives
Number / DescriptionBusiness Objective 1 / Improve health outcomes for the people of New Mexico.
Business objective 2 / Improve quality, accessibility, and utilization of health care services.
business objective 3 / Ensure that technology supports timely, data-driven decisions, improve business operations, and improve public information and education.
2.3 Technical Objectives
Number / DescriptionTechnical Objective 1 / To consolidate all case management functionality of the PHD Family Health bureau into a single modular application.
Technical Objective 2 / To eliminate the reliance of the Children’s medical Service program on antiquated and vulnerable technology.
2.4 Impact on Organization
The impacts on the organization are areas that need to be addressed by the project through its planning process. They may not be internal project risks, but they can impact the success of the project’s implementation.
Area / DescriptionEnd user / The end users will be impacted by a new application that will bring three (3) programs together for a comprehensive approach to business case management. The end users will also be impacted with the initial training and ongoing training of new employees on the system.
Business Processes / New technologies require new business process for the DOH Staff. This will require the development of new business processes to ensure information is collected and disseminated securely and at appropriate levels. This project will create a better case management system across the three (3) Family Health Bureau. Programs will be able to share and transfer knowledge while creating more comprehensive reports.
It Operations and staffing / Operations and staffing will be determined as part of the Planning phase.
2.5 Transition to Operations
The transition to operations areas include items that are asked in the certification form to assure that the project has accounted or will account for these matters in its planning and requirements specifications.
Area / DescriptionPreliminary Operations location and staffing plans / The intent of the selected offeror will be to provide software that can either be hosted on premises or by the vendor.
Data Security, Business Continuity / DOIT and DOH security standards will be adhered to, and system backup plans and business continuity plans will be developed.
Maintenance Strategy / To be determined during planning phase.
Interoperability / The degree of interoperability with other systems will be determined during the planning phase.
Record retention / Record retention will follow the appropriate policies and proceduresidentified by the New Mexico Administrative Code.
Consolidation strategy / Consolidation strategy will be determined during the planning phase.
3.0 Project/ProductScope of Work
In its efforts to move from the high level business objectives to the desired end product/service the project team will need to deliver specific documents or work products. The State of New Mexico Project Management Methodology distinguishes between the project and the product.
Project Deliverables relate to how we conduct the business of the project. Product Deliverables relate to how we define what the end result or product will be, and trace our stakeholder requirements through to product acceptance, and trace our end product features and attributes back to our initial requirements
3.1 Deliverables
3.1.1 Project Deliverables
This initial list of project deliverables are those called for by the IT Certification Process and Project Oversight memorandum, but does not exhaust the project deliverable documents
Project Charter / The Project Charter for Certification sets the overall scope for the project, the governance structure, and when signed is considered permission to proceed with the project. The Project Charter for Certification is used to provide the Project Certification Committee with adequate knowledge of the project and its planning to certify the initiation phase of the projectCertification Form / The Request for Certification and Release of Funds form is submitted when a project goes for any of the certification phases. It deals with the financial aspects of the project, as well as other topics that indicate the level of planning that has gone into the project. Many of the questions have been incorporated into the preparation of the project charter
Project Management Plan / .“Project management plan” is a formal document approved by the executive sponsor and the Department and developed in the plan phase used to manage project execution, control, and project close. The primary uses of the project plan are to document planning assumptions and decisions, facilitate communication among stakeholders, and documents approved scope, cost and schedule baselines. A project plan includes at least other plans for issue escalation, change control, communications, deliverable review and acceptance, staff acquisition, and risk management. plan.”
IV&V Contract & Reports / “Independent verification and validation (IV&V)” means the process of evaluating a project to determine compliance with specified requirements and the process of determining whether the products of a given development phase fulfill the requirements established during the previous stage, both of which are performed by an organization independent of the lead agency. Independent verification and validation assessment reporting. The Department requires all projects subject to oversight to engage an independent verification and validation contractor unless waived by the Department.
IT Service Contracts / The Department of Information Technology and the State Purchasing Division of General Services have established a template for all IT related contracts.
Risk Assessment and management / The DoIT Initial PROJECT RISK ASSESSMENT template which is meant to fulfill the following requirement:
“Prepare a written risk assessment report at the inception of a project and at end of each product development lifecycle phase or more frequently for large high-risk projects. Each risk assessment shall be included as a project activity in project schedule.” Project Oversight Process memorandum
Project Schedule / A tool used to indicate the planned dates, dependencies, and assigned resources for performing activities and for meeting milestones. The defacto standard is Microsoft Project
Monthly Project Status Reports to DoIT / Project status reports. For all projects that require Department oversight, the lead agency project manager shall submit an agency approved project status report on a monthly basis to the Department.
Project Closeout Report / This is the Template used to request that the project be officially closed. Note that project closure is the last phase of the certification process
3.1.2 Product Deliverables
The product deliverable documents listed here are only used for illustration purposes
Requirements and Design Documents / The requirements and design documents will be complete during the planning phasesSystems Specifications / The resulting application’s exact specifications will be determined during the planning phase.
Systems Architecture / The system architecture will be presented to the TARC for review.
System and Acceptance Testing / Implementation vendor and DOH staff will be involved in test of the applications functionality. Test plans will be created and followed during testing. This includes verifying data integrity.
Operations requirements / The application will be appropriately transitioned to the ITSD Application Support Bureau once all deliverables have been accepted.
3.2Success and QUALITY METRICS
Metric are key to understanding the ability of the project to meet the end goals of the Executive Sponsor and the Business Owner, as well as the ability of the project team to stay within schedule and budget.
Number / DescriptionQuality Metrics 1 / Configure an application that software system for Public Health Division, Family Health Bureau that consolidates the case management system.
Quality Metrics 2 / Increase the efficiency of the case management system for all Family Health Bureau programs.
Quality Metrics 3 / Decreased the duplication of paperwork for each program.
quality metrics 4 / Maintain a single unique patient identifier.
QUALITY METRICS 5 / Independent Verification and Validation will persist to maintain the health and welfare of the entire project.
QUALITY METRICS 6 / Requirements and risks will be captured, documented and tracked throughout the project are met.
4.0 Schedule Estimate
The schedule estimate is requested to provide the reviewers with a sense of the magnitude of the project and an order of magnitude of the time required to complete the project. In developing the schedule estimate, certification timelines and state purchasing contracts and procurement lead times are as critical as vendor lead times for staffing and equipment delivery. Project metrics include comparisons of actual vs. target date. At the Project Charter initial phase, these times can only be estimated.