Family Health Bureau Case Management Application System November 21st , 2017 Presenters: Gene Lujan, Terry Reusser Susan Chacon Project Management Team: Gene Lujan (PM), Kim Price (BA) 1190 S. St. Francis Drive • Santa Fe, NM 87505 • Phone: 505-827-2613 • Fax: 505-827-2530 • nmhealth.org

Project Background Family Health Bureau Children’s Medical Services (CMS) Program Newborn Genetic/Metabolic and Hearing Services Program (NBG-NBS) Families FIRST (FF) Program Families First and Newborn Genetic/Metabolic and Hearing had Software as a Service (SaaS) applications to track and report case management information. CMS had a 10-year-old legacy application, the Integrated Network for Public Health Official Records Management (INPHORM), which crashed in September of 2017.

Governance Structure

Project Successes Business development activities Governance structures defined including executive sponsor, steering committee, and project management, core project and technical teams Engage IV&V support resources Process data through the DOH Mater Patient Index process Validate and documentation of current state of the Family Health Bureau business processes and systems Identified imperatives for business and technology transformation to leverage consistencies in how the bureau deals with client cases Engage the Medicaid Fiscal Agent (Conduit) to establish data exchange protocols Work with and determine and automate a workflow to engage in with the Oregon State Lab (processor of the Newborn screening tests)

Actual June/September 2017 Schedule Requirements 6/2015 – 9/2015 Design October 2015 Actual November 2015 Development December 2015 Actual April 2016 Testing January 2016 Actual May – August 2017 Implementation February 2016 Actual June/September 2017 Closeout 7/2016 Actual November 2017

Budget

Lessons Learned Start contract procurement as early as possible Data migration was more complicated we learned that in the future we need to manage this activity more effectively Staff turnover from both the prime contractor and the business should be managed as a risk with high probability and a mitigation strategy should be identified early on For CMS we were replacing an unsupported system, Integrated Network for Public Health Official Records Management (INPHORM). INPHORM crashed and was unrecoverable during a very crucial time in the project. This prevented an issue with data migration from legacy and put an extra burden on the business in that they had to revert to manual processing which impacted the precious time they had to participate in the development project

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