VUMC Content Management Sponsor Dr. Doris Quinn Advisor Dr. Andrew Dozier

Overview Work with Graduate Medical Education office to provide a technical solution for the coordinators of 65 Residence Programs Total 780 Residents Documentation, Scheduling, Evaluation , Conference Attendance, etc.

Approach Survey program coordinators to develop system requirements Conducted interviews with program coordinators from selected areas Recommended by Dr. Doris Quinn as groups with excellent coordinators Thoracic, Anesthesiology, Neurology Reviewed findings at coordinators meetings Survey would be extended to other programs as time permitted

Data Item Categories ACGME Resident Applications Articles, Newsletters Call Schedules Case Logs Clinic Competencies Conferences Coordinators Group Curriculum CV’s Duty Hours Evaluations Exams, Tests, In-service Fellows Active GME GME System Management Graduation Grants Information Management Interviews Letters Manual Marketing Meetings Orientation Phone #’s Policies Protocols Residents Active Residents Inactive Rotations STS TSDA

Observations – Data Items After starting the study, it became apparent that there was more information than can be dealt with in the time frame of this current project Project team, after consulting with Dr. Quinn and Andy Dozier decided to concentrate on the analysis of a subset of the areas on the previous slide Resident Application Conference Scheduling Resident Evaluation Duty Hours In addition, we developed an understanding of the document flow associated with each of these processes

Observations – Workflow The content management industry refers to this auto-routing and notification capability as “workflow” Automatic approval of document revisions Routing to information consumers Notifications, such as the posting of a document for review Exception reporting, when documents have not been approved The system envisioned must have a workflow management capability

Data Item Categories Resident Applications Graduation ACGME Grants Articles, Newsletters Call Schedules Case Logs Clinic Competencies Conferences Coordinators Group Curriculum CV’s Duty Hours Evaluations Exams, Tests, In-service Fellows Active GME GME System Management Graduation Grants Information Management Interviews Letters Manual Marketing Meetings Orientation Phone #’s Policies Protocols Residents Active Residents Inactive Rotations STS TSDA

Resident Application - Workflow

Data Item Categories Conferences Graduation ACGME Resident Applications Articles, Newsletters Call Schedules Case Logs Clinic Competencies Conferences Coordinators Group Curriculum CV’s Duty Hours Evaluations Exams, Tests, In-service Fellows Active GME GME System Management Graduation Grants Information Management Interviews Letters Manual Marketing Meetings Orientation Phone #’s Policies Protocols Residents Active Residents Inactive Rotations STS TSDA

Conference Scheduling Workflow

Conference Day and After Workflow

Data Item Categories Evaluations Graduation ACGME Resident Applications Articles, Newsletters Call Schedules Case Logs Clinic Competencies Conferences Coordinators Group Curriculum CV’s Duty Hours Evaluations Exams, Tests, In-service Fellows Active GME GME System Management Graduation Grants Information Management Interviews Letters Manual Marketing Meetings Orientation Phone #’s Policies Protocols Residents Active Residents Inactive Rotations STS TSDA

Resident Evaluation - Workflow

Data Item Categories Duty Hours Graduation ACGME Resident Applications Articles, Newsletters Call Schedules Case Logs Clinic Competencies Conferences Coordinators Group Curriculum CV’s Duty Hours Evaluations Exams, Tests, In-service Fellows Active GME GME System Management Graduation Grants Information Management Interviews Letters Manual Marketing Meetings Orientation Phone #’s Policies Protocols Residents Active Residents Inactive Rotations STS TSDA

Duty Hours Workflow

Findings from Workflow Study There is a need for a system that can capture data objects that exist in a variety of formats Electronic .pdf, .xls, .doc, etc. Paper/form based – Data capture The system must be able to attach meta data to an object Information that is key to how the document is retrieved The system must be able to define relationships between documents Example: Revision Control Database Management System Is Required for Document Management.

Vendor Surveys Interviews were conducted to find out what is the current practice for automation in various programs New Innovations – GME Management System Akcia – GME Management System Web review was conducted to determine what is available for content management systems Stellent – Content Management System & Workflow

New Innovations, Akcia Closed Architecture Point Solution Resident management Inflexible Software does not directly address any workflow issues Many proprietary issues regarding VUMC data Pay by the month for each resident Use their GUI to populate their servers VUMC does not own data or servers Only a license to use the software

Stellent Technologies Specializes in middleware products Library services Index/search and personalization Security Conversion Workflow Administration Revision Control ‘Semi-custom’ approach An open architecture system SQL database manager – Customer Owned Metadata content server Workflow server Web-based GUI Custom development of these features would require many thousands of man-hours of software development – ETP does not have the personal

The Stellent Solution Note: Only the core services must be purchased.

Semi-Custom Approach (cont’d) VUGME would utilize their existing ETP RDBMS Server The middleware developer must provide an Application Programming Interface (API) and OEM licensing to VUGME OEM stands for Original Equipment Manufacturer OEM allows Vanderbilt to embed this into a larger system and “private label” the system Private labeling allows VUGME to sell this system at a later time if desired Other application modules can be purchased or developed to support the end-user interfaces Internet Explorer and/or other browsers

Custom Demo Creation Demo Creation was the last step in this project DCS, Inc had already agreed to create a content management demo that would be taken to the GME Office for review and continuation of this project Unfortunately…

VUMC Content Manager Senior Project April 6, 2005

Recommendation Purchase at least the Stellent ‘core services’ Continue this project next year so that the workflows will be implemented properly Have engineering students work with the ETP program but be focused solely on the coordinator’s perspective, for now Have support from the GME office in providing a realistic technical solution to the coordinators