Mount Auburn & MACIPA OneIS Staffing Summit July 2015

Meeting Purpose Provide a high level overview of the OneIS model, structure, and how it relates to the Epic project Discuss the opportunities this creates for current IT staff Provide details on the process/procedures that will be in place during the transition to OneIS

OneIS Background Epic is a shared enterprise system Shared database and infrastructure Single, unified clinical record Standardized master files and data elements Creating an enterprise IT structure is the most effective way to manage technology moving forward OneIS team working towards shared goals and objectives Single change management and escalation process Shared helpdesk and application team to support both hospital and ambulatory providers/staff

Benefits to Patients and Providers Facilitate communication between care settings and providers Reduces the need for interfaces and manual transmission of information Increase access to information Use the same system in ambulatory, emergency, and inpatient settings Single patient records with one problem, allergy, medication list etc. Take better care of patients Integrated and standard quality information across the continuum of care Single patient portal to access all clinical and financial information

Out of Scope for this Meeting Discuss individual roles for the project Discuss individual salaries Individual meetings with your supervisor will take place following this discussion This will occur over the next two to three weeks

First Question Is there a job for me in the OneIS organization structure? Mount Auburn and MACIPA highly value your experience and organizational knowledge. Leveraging this in the Epic implementation will help to make the project a success Your future role may be a little different than what you do today. The organization is investing in your travel and training to make you successful Yes!

Second Question What will happen to my pay and benefits as a result of the OneIS structure? Our goal is to provide fair and equitable payment. No one should expect a negative impact on their total compensation Moving to the Epic team represents a significant professional development, training, and certification opportunity

Meeting Agenda OneIS Organizational Chart HR and staffing policies HR Transition Process Epic Assessment Test Epic Certification OneIS Governance Next Steps Q&A

MACIPA Third Party Services Organizational Chart LEGEND: Internal Staff MACIPA Third Party Services External Staff Epic Certified

Organizational Chart Notes The organizational chart was developed based on the recommended structure and our experience implementing Epic There are significantly more positions in future state than in current state The organizational chart represents the project reporting structure for the implementation Formal HR reporting, performance reviews, etc. will go through the internal OneIS structure

Organizational Chart Notes There are three main application positions in the chart Manager Lead Analyst Analyst is broken down further into three roles, Analyst I, II, and III depending on the level of experience and skillset Technical roles are shown by area of expertise The leadership team has mapped the skillset of all IT staff to the future state structure. Those details will be discussed individually By default, transitions to the future state OneIS team will be lateral moves

Detailed Org Chart Introduction Brief description of the application teams that make up each major functional area and how they are organized Show the general size and scope of the new OneIS Structure

HR Transition Process Manager/lead positions will be interviewed by a small group of MACIPA and MAH leaders to formalize the transition to the OneIS structure Staff assigned to a project position can apply to move into a different position and will be evaluated against the experience/skills required for those positions Both organizations are finalizing plans to support legacy systems. If you are interested in continuing to support those applications please discuss individually with your manager

Epic Assessment Test All staff moving into a role that requires Epic Certification will be required to take the Epic Assessment test The assessment test predicts the likelihood of attaining Epic certification The test will not be used to rule out internal candidates, but to help you prepare for certification All external candidates applying for Epic certified roles will be required to pass the assessment test to become part of the project team

Epic Certification Attaining Epic certification will be required of all applicable staff within three attempts to continue to be part of the project The policies are in place because Epic certification increases the quality of the overall implementation and is required to support the product If you commit to the Epic Project and do not pass the certification tests, you may be eligible to apply for an open position at MAH or MACIPA that does not require Epic certification There is no guarantee that your former position will be available

Epic Certification Epic certification involves travel to Verona, WI for in-person training at Epic on predetermined dates Most trips to Epic will be between November ‘15 and January ’16. We will communicate these dates when you meet with your manager Trips are generally three nights in duration Epic certification typically requires between two and five trips (three is average) Following the training you typically will complete a build project and take a certification test Mount Auburn and MACIPA are committed to helping you succeed in certification During the training phase you will be dedicated to the Epic project and attending training, completing projects, and passing certification tests will be your full-time role

OneIS and Governance Structure The OneIS structure will be employed under Mount Auburn Hospital For MACIPA staff: we will have further discussions around the transition, but we do not expect any negative impact to total compensation There is a formal governance process that involves equal leadership from both MACIPA and Mount Auburn Hospital to manage the project This is both during implementation and in support

OneIS Space A new office space is under lease on Grove Street to support the project Adjacent to the Grove Street parking lot

OneIS and Epic Next Steps OneIS leadership team will have individual discussions related to future state roles and benefits Remaining positions will be posted for internal and external candidates We will plan a follow-up meeting with this group in early fall to provide project updates Epic certified staff will be transitioning current support roles (backfill) starting in the October timeframe to prepare for the Epic project Other roles will transition onto the project as needed

Epic Project Timeline FY 1 FY 2 FY 3 1 2 3 18 Month Implementation Start (November 2015) Readiness Activities & Planning (12 months) 18 Month Inpatient Implementation Team Hiring & Certification (6 months) Validation (2 months) Re-engineering & Configuration (5 months) 1 Outpatient Go-live (February 2017) Testing (5 months) 2 Inpatient Outpatient Go-live Wave 1 Prep (3 months) Wave 2 Prep (3 months) 3 Outpatient Go-live Wave 3 Prep (3 months)

Questions?