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Avatar ICD-10 Upgrade and Enhancements Project October 28, 2015 Closing Phase Presenters: Terry Reusser, Kim Price Avatar/myAvatar Overview Medical record and billing system used in seven facilities across the state First implemented at NMRC in 2001 Original project know as Facility System Enhancement Project (FSEP) Rolled out to remaining facilities over a three year period Last major upgrade in 2011 FBMC, NMBHI, NMRC, NMSVH, SATC, Turquoise Lodge, LLCP Facilities provide psychiatric, long-term, rehabilitative, behavioral health and drug treatment programs Platform conversion from AIX to Windows New hardware All application modules and components upgraded in preparation for myAvatar Newest version called myAvatar Needed for ICD-10 Will run on existing hardware Project Overview Business Objectives Upgrade Avatar to myAvatar to meet federal required ICD-10 code sets for HIPAA covered entities. Implement enhancements to myAvatar. Train all staff on the use of both the new version of myAvatar, enhancements and ICD-10 coding. Technical Objectives Create requirement, configuration documents and timeline. Implement myAvatar upgraded in test environment. Develop test plan and scripts. Execute test scripts in test environment. Track and fix defects. Upgrade myAvatar upgrade in production. Develop test plan and scripts for enhancements. Execute test scripts in test environment. Track and fix defects. Implement myAvatar enhancements in production. MyAvatar Enhancements Laboratory Information Management System (LIMS) for use at NMBHI Order Entry for all facilities (removed) Order Connect for use at NMBHI (removed) Incident Tracking for all facilities (NMBHI & TL) Web Services for all facilities (removed) Project Highlights Funds requested for this certification: $0 Funds requested in Initiation Phase: $190,000 Project Management and IV&V Funds requested in Implementation Phase: $460,000 Project Phase Certification Request: Closing Project Start Date: May 2014 Project End Date: April 2015 Total project value: $462,323 Total expended to date: $462,323 Completed Closing Phase Activities Deliverables submitted and accepted IV&V closing report complete Contracts closed Payments complete Project documents archived Training and knowledge transfer complete Lessons Learned Build requirements analysis into the project management plan before purchasing and developing deliverables and deadlines Identify historical project schedules and build a database for forecasting completion times. Insure adequate resources are available for multiple implementations. Lessons Learned Write and negotiate deliverables that will correspond to payment. Keep items that could occur at different times listed as separate deliverables. Build in Project Management as a vendor deliverable. Require offerors to identify third party subscription costs used in development and support/maintenance to insure there are no hidden costs to the Department Questions?