CTSI: IU SCHOOL OF MEDICINE CORES COMMUNICATION PLAN JULIE HUANG TOM GOODWIN NATALIE BASICH

CORES: UNIFORM BILLING SYSTEM FOR INTERNAL AND EXTERNAL CUSTOMERS  Implemented at 10 Medical Facilities Benefits EfficientConsolidatedConsistentBuilt-in inventory system Tracking ability – run reports on data Drawbacks Learning curveDiffering needs of usersTimeline

CORES: VOICES FROM CURRENT USERS  Highly satisfied current users “We even received accolades from our PI’s on how great the new system was.” – Georgetown Hospital “I’ve done a lot of system implementations and this has been by far the smoothest, it didn’t hurt that the software is incredibly reliable.” – Seattle Children’s Hospital

CURRENT STATUS: IU SCHOOL OF MEDICINE  Pilot Cores to be live in March  3 Pilot Cores : the largest, most complex and greatest change  Groups of 5-6 Cores to role out every 6 months (total of 40 Cores)  GAP Analysis almost complete for pilot group  No Communication to non-pilot Cores

COMMUNICATION OVERVIEW Excite and inform new users about Cores rollout Familiarize Timeline Adjust Goal Core Users – Core Manager and/or assigned Core user Audience

COMMUNICATION TIMELINE Access Granted to Sharepoint Q&A Site GAP Analysis Completed Weekly GAP Analysis Meetings 2 Weeks to Launch GAP Analysis Meeting ReminderUpdate from Current Users 1 Month to Launch GAP Analysis Schedule GAP Analysis Next Group to Start System Analysis, Start Sharepoint Documents 2 Months to Launch GAP Analysis What Current Cores Users SayingFeedback from Pilot Group, Challenges/Successes 3 Months to Launch GAP Analysis What to ExpectYour Team is Next In Line Anytime Overview Cores Is ComingMore Info to Come as System Implemented

AFTER PILOT GROUP LAUNCH: SURVEY PILOT CORES Sent to 3 Pilot Cores Solicit  Feedback on successes, challenges  What they wish they had known before?  Comments

AFTER PILOT GROUP LAUNCH INFO ABOUT CORES SYSTEM FOR ALL CORES CORES has been Launched!  CORES is coming to a Core near you! Details  In-Person Meeting  ALL Cores  Including Pilot Launched Cores  Info Session (using info solicited from survey) to introduce CORES that will be rolling out over next 2-3 years

3 MONTHS TO LAUNCH OF GAP ANALYSIS What to Expect  Explanation of CORES  Why the change  Benefits  Who will be affected  Timing Audience  New incoming group of Cores

2 MONTHS TO LAUNCH OF GAP ANALYSIS What Current Users are Saying  Quotes from Seattle and Georgetown  Quotes from Pilot Group  Challenges  Successes  Update on Timing

1 MONTH TO LAUNCH OF GAP ANALYSIS Schedule GAP Analysis Meeting  Explain GAP process  Who is involved  Timeline  Expectation of Cores  Information to be shared

1 WEEK TO LAUNCH OF GAP ANALYSIS Meeting Reminder  Expectations  Current pricing status information needed for meeting

SHAREPOINT ACCESS Gathered through Pilot Cores FAQs  Accessible to Cores as they are launched  Example Documents – Seattle Children’s  Continually updated with common questions and answers  Relieves CORES and System Administrator

CONCLUSION CORES: Successful Track Record Simple to convey once first launch  Use those that have launched as your advocates  Encourage communication between Cores

QUESTIONS? THANK YOU!

NOTRE DAME UPDATES LINDA DUNN-JENSEN

CHANGE MANAGEMENT PROCESS  Understanding the need for the change  Enlisted a core team  Motivating the users for the change  Communicated the vision for the change  Gap Analysis  Training  Using the new system

WHAT NEEDS TO BE DONE? Change Management  Working with Key Contacts (monthly meeting)  Transitioning role during implementation Training  Quick reference guides  Advanced features Roll-out plan  Timing Best Practices  Adding users to the systems  Upgrade process  Reports (Cores & PI’s)