Forensic IT System Governance GoNoGo July 27 2018

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Forensic IT System Governance Go/No-Go July 27, 2018

Forensic IT System Governance Go/No-Go July 27, 2018

Agenda • Readiness Dashboard • Training Status • System Status • Issue Update •

Agenda • Readiness Dashboard • Training Status • System Status • Issue Update • Go/No-Go

Go Live Readiness Dashboard See Readiness Dashboard

Go Live Readiness Dashboard See Readiness Dashboard

Training Status

Training Status

Training Status Role Today Tuesday Status 50 (90%) ü 12 (92. 3) ü RTF

Training Status Role Today Tuesday Status 50 (90%) ü 12 (92. 3) ü RTF (9) 7 (77. 8) v OFMHS/DSE (10) 1 (10%) 8 (80%) ü Evaluator (55) 42 (76. 3%) Order Processor (13) 12 (92. 3)

Training Surveys: Training surveys were passed out at each training session. Total Surveys received:

Training Surveys: Training surveys were passed out at each training session. Total Surveys received: 42 1. I feel confident in my ability to use C. A. R. L. A. to perform my daily work. 2. The training content was organized, relevant, and easy to understand. Agree Somewhat Agree Neither Agree or Disagree Somewhat Disagree 1. 17 (40. 4%) 22 (52. 3%) 2 (4. 7%) 1 (2. 3%) 2. 24 (57. 2%) 18 (42. 8%) Disagree

System Status

System Status

0 Critical Defects Key Topics: Forensic Waitlist using transparent algorithm is working. Subgroupings are

0 Critical Defects Key Topics: Forensic Waitlist using transparent algorithm is working. Subgroupings are not working and will require manual work-around until the report can be formatted. Adoption of new waitlist at ESH is not clear. CARLA Adoption at ESH is at risk. 1 evaluator has stated he will not use it. 2 other evaluators have stated positions against perceived inefficiencies. MODIS Adoption has stalled. Order processing has not been standardized at ESH records are no being digitized. Evaluator Face Sheet Key operations report detected during training. Exploring work around solutions or develop report to meet day to day needs.

Key Topics (continued): Notifications Most notifications are working. The new BHA technical environment caused

Key Topics (continued): Notifications Most notifications are working. The new BHA technical environment caused serious delays. Real time notifications are in place for go-live. Daily notifications will require manual interventions. We are exploring a manual work around. (due in/ report send to court / Trueblood daily report) Outstation Case assignment Outstation case assignment works but needs modifications to support additional outstation ‘queues’ Order Cloning is working. Order Processors love this feature. Charges are not being cloned but we have a manual work around. RTF Implementation RTF reports were deferred until after go-live. RTF processes will continue in current state to prevent delays.

Key Topics (continued): American Disability Act (ADA) One requirement of the ADA has not

Key Topics (continued): American Disability Act (ADA) One requirement of the ADA has not been achieved. We do not have a site map for ADA navigations. End-user Banner messaging This feature has not been built and will require a manual work around. IT will have to communicate patch / feature enhancements. Technical documentation Technical document is not complete. This is in draft and needs a review to complete. Continuity of Operations Plan (COOP) COOP is not finalized. A plan has been established and is being drafted.

Issues Update

Issues Update

Forensic Project: Organizational Change Management OFMHS staff not prepared for the implementation of the

Forensic Project: Organizational Change Management OFMHS staff not prepared for the implementation of the Forensic Project. Evaluators are ESH has expressed concern about inefficiencies having to type into C. A. R. L. A. Issue: OCM Owner: Tom Kinlen Needed By: ASAP Impact: Adoption/user acceptance Status: Active Mitigation Points: 1. 2. 3. 4. 5. Weekly “From the Directors desk” to all OFMHS staff. Weekly “Supervisor Talking Points” Q & A forum with OFMHS management. Start / Stop / Continue workshops. 2018 Quarterly OFMHS (x 3) Survey and response. Conducting AG Q & A sessions with OFMHS Staff. ESH completed 3/12.

Forensic Project: Project Schedule / Staffing Developer has returned to BHA and project team

Forensic Project: Project Schedule / Staffing Developer has returned to BHA and project team is now fully staffed again. Issue: Project Schedule Owner: Paul Davis Needed By: ASAP Impact: Go-Live. Status: Active Mitigation Points: 1. 2. 3. 4. Recruitment has been cancelled. Recruitment is underway. Defer non-UI issues (reports / notifications) to completion during training. Focus Project activities on approved prioritized Requirements.

Forensic Project: Forensic Admission Waitlist Algorithm Full waitlist is ready for implementation. Unable to

Forensic Project: Forensic Admission Waitlist Algorithm Full waitlist is ready for implementation. Unable to create subgroupings (wheels). Will require manual work-around until report is created. It has not been tested at the hospitals. Issue: Forensic Admission Waitlist Algorithm Owner: Tom Kinlen Needed By: ASAP Impact: Go-Live / Adoption Status: Active Mitigation Points: 1. 2. 3. 4. PM follow up with ESH CEO / FSU Director. Need follow up. Meeting held with ESH / WSH hospital leadership 5/31. Meeting held with Court Monitor 5/17. Approved by AG. Waitlist algorithm modified to group by legal authorities – beds allocated based upon normal turn-over.

Go / No-Go

Go / No-Go

Go / No-Go: Decision No Critical issues exist. OFMHS and Project team have some

Go / No-Go: Decision No Critical issues exist. OFMHS and Project team have some issues to work through. All technical issues have a reasonable work-around. Decision Point: Do you approve going live 8/1/18? • Yes (approved) • No

Upcoming Project Management Activities § Detailed Cutover Plan § Continuity of Operations Plan (COOP)

Upcoming Project Management Activities § Detailed Cutover Plan § Continuity of Operations Plan (COOP) § Go-Live / Cutover § At the elbow support Technical Activities § Prioritize and Resolve remaining Issues § Finalize Go-Live reports / Admission Waitlist with grouping by authority. § Data Migration / Cutover § Go-Live support / Application Stabilization