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North Carolina Public Health Information Network

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Presentation on theme: "North Carolina Public Health Information Network"— Presentation transcript:

1 North Carolina Public Health Information Network
PHIN Conference Best Practices and Lessons Learned in NC PHIN Systems Integration Presenter: John McLamb, MSIA Presentation ID: Monday, August 25, 2008: 10:30 AM International Room B NC PHIN North Carolina Public Health Information Network

2 Interoperability & Data Sharing: Best Practices & Lessons Learned
John McLamb, MSIA, PHDM Topics IT & Data Governance Architecture Framework NC PHIN Interoperability “Best Practices” and “Lessons Learned” Thank you very much Awal and thank you CDC for allowing me to share with other PHIN stakeholders important best practices and ideas for PHIN 2.0 implementation and compliance. Also, I’d like to invite all of you to provide some constructive feedback on the topics presented today for developing a public health common tool set of methods and measurements that we all can share. This toolset will be very valuable for public health stakeholders and data sharing initiatives. NC PHIN North Carolina Public Health Information Network

3 What is IT/Data Governance?
“READY….FIRE…. AIM” Greek word “to steer” “The leadership and organizational structures and processes that ensure that the organization’s IT sustains and extends the organization's strategies and objectives.” IT Governance Institute “The system by which the current and future use of IT is directed and controlled….includes the strategy and policies for using IT within an organization.” Australian Standard for Corporate Governance of IT In the past, many organizations, including public health, approach IT projects with a “READY….FIRE…..AIM” scenario. Here are some commonly accepted definitions of governance. In this presentation I will be talking about how public health should setup the organizational structures to align IT to public health processes, not the other way around the product of Information Technology is DATA to meet the goals and objectives defined by the public health enterprise. In the context of this session, I will focus of governance of IT and data as it applies to interoperability with internal and external partners of public health So, what is data or IT governance? Data governance is actually a fairly new discipline that has emerged to overcome the chaos resulting from new technology and bridge the gap from organizational stovepipes that have emerged. . NC PHIN North Carolina Public Health Information Network

4 North Carolina Public Health Information Network
Whom Does IT / Data Governance Concern? Whom does IT Governance concern? All Public Health Stakeholders Who is Responsible for IT Governance? Management and those with decision making authority Best Practice: Senior management should put organizational structures in place Roles and responsibilities must be defined Program / unit managers should take an active role in IT strategy, steering or similar committees Public health CIOs or IT directors must be public health program-oriented and provide a bridge between IT and the public health programs All public health stakeholders are effected by IT and Data Governance today. This includes: The public health stakeholders and its partners both internal and external Public / citizens served Tax payers Since IT is so pervasive throughout the public health departments, programs and user groups, governance or the lack of it will effect almost all public health stakeholders. Executive, senior level management and those with decision making authority are responsible for governance. There are also increasing calls from various compliancy other authorities for a broader governance role during audits to assure that there are appropriate and effective processes to: monitor risk Ensure internal controls are effective in reducing those risks to an acceptable level It is important for executive and senior management to take charge and lead IT and Data governance public health initiatives to set direction and ensure goals for IT alignment strategies. . It is critical for the roles and responsibilities for IT governance be defined. While Data and IT governance is the responsibility of executive and board members, governance at the highest level, governance activities must flow through the various levels of the public health enterprise. As a result, good practices in IT governance need to be applied throughout the public health enterprise and especially between the IT functions and the program units. The program units have a responsibility to work in partnership with IT to ensure that their business requirements are met. To help enable this: • Senior management should provide organizational structures to support the implementation of IT strategy. • Public health CIOs/IT Directors must be public health program-oriented and provide a bridge between IT and the public health programs. • All executives should become involved in IT steering or similar committees. Those involved in Data and IT governance activities should engage in a cooperative manner. However, due to complexity and specialization, the board and executive managers must set direction and insist on control, while relying on the lower management layers in the enterprise to provide the information required in decision-making and evaluation activities. To have effective IT governance in the enterprise, the lower layers need to apply the same principles of setting objectives, providing and getting direction, and providing and evaluating performance measures NC PHIN North Carolina Public Health Information Network

5 Why is IT Governance Important?
Primary Importance Delivers value: Strategic alignment of IT Risks are mitigated: Embeds accountability into IT Value Added Enabling public health goals Planning growth Ensuring goals Using IT resources responsibility Maximizing efficiency Providing strategic direction Risks Mitigated Reducing negative experiences IT accountability Managing risks Providing due diligence With IT now so essential and pervasive within public health, management needs to pay special attention to IT and data, assessing how strongly public health relies on IT and how critical IT is for the execution of the strategy to meet public health goals and objectives, since: • IT and data are critical in supporting and enabling goals. • IT and data are strategic to the new public health activity needs and interoperability IT and data are essential for efficiency and cost savings • Due diligence is increasingly required that are relative to the IT Ineffective IT governance is likely to be a root cause of the negative experiences many public health organizations have had with IT: • Financial losses and damaged reputations • Deadlines not met, costs higher than expected and quality lower than anticipated • Public health efficiency and core processes negatively impacted by poor quality of IT deliverables • Failures of IT initiatives to bring innovation or deliver the promised benefits Talking Points: Without proper IT governance system develop becomes a “Ready, Fire, Aim” scenario. Information Technology is only recently focused on governance. Because of the lack of governance, many organizations, including public health enterprises have become aligned with IT, instead of the desired outcome of IT aligned with the Public Health. In other words, Conformance and Performance. But, successful public health IT governance must properly balance conformance and performance to be successful. While no governance creates chaos, ineffective or too much can create excessive work and inefficiencies that distract the project team from tangible results NC PHIN North Carolina Public Health Information Network

6 Public Health Stakeholder Value
How is Governance Implemented? Identify Focus Areas of IT / Data Governance Resource Management IT Value Delivery Public Health Stakeholder Value Drivers Risk Management IT Strategy Alignment The IT Governance Institute defines five main focus areas for IT governance, all driven by the values held by stakeholder. I’ve research some other IT industry resources that have defined more areas but are basically a more detailed breakdown of these five. For simplicity sake, we use these areas to address public health IT / Data Governance for now. According to the IT Governance Institute, Fundamentally, IT governance is concerned about two things which are also outcomes in blue: Value Delivered by IT Risk Mitigation or Management Value delivery- is optimizing expenses and proving the value provided by IT Risk management – addressing the safeguarding of IT assets, disaster recovery and continuity of operations The other areas in yellow are all drivers for those two outcome areas. 3. strategic alignment – focuses on aligning IT with the business and collaborative solutions 4. resource management – optimizing data, information and IT infrastructure (overlays all areas) 5. performance measurement – tracking project delivery and monitoring IT services and operations So, once the stakeholders’ values, goals, objectives have been defined, then an IT strategy developed. IT value delivery is driven by the IT strategic alignment. Risk Mitigation or Management is driven by embedding accountability into IT initiatives to deliver the value. Both the IT Value Initiatives and Risk Management need to be supported by adequate resources and measured to ensure that the results are obtained. Performance Measurement IT Governance Institute 2003 NC PHIN North Carolina Public Health Information Network

7 Stakeholder Objectives / Value Drivers
How is Governance Implemented? Best Practice: IT Governance Process Life Cycle IT Processes Use & Measure Directs Resources Knowledge Compatibility Information Stakeholder Objectives / Value Drivers IT Strategy Improves Reports Drive IT governance is also a continuous life cycle, which can be entered at any point. Usually one starts with the strategy and its alignment throughout the enterprise. Then implementation occurs, delivering the value the strategy promised and addressing the risks that need mitigation. At regular intervals (some recommend continuously) the strategy needs to be monitored and the results measured, reported and acted upon. Generally on an annual basis, the strategy is reevaluated and realigned, if needed. This life cycle is driven by: • Stakeholder values • The mission, vision and values of the public health organization • Applicable laws, regulations and policies (i.e., PHIN, NHIN, HITSP, HIPAA, etc.) Best Practices IT governance is also a process in which the IT strategy directs the IT processes, which obtain resources necessary to execute their responsibilities. The IT processes report against these responsibilities on process outcome, performance, risks mitigated and accepted, and resources consumed. These reports should either confirm that the strategy is properly executed or provide indications that strategic redirection is required. Confirm or Change Results Outcomes Performance Risk Assets “IT alignment is a journey, not a destination” NC PHIN North Carolina Public Health Information Network IT Governance Institute 2003

8 Conclusions: IT/Data Governance Best Practices
IT/Data Governance should be Integrated with the Public Health Governance Program IT Governance Roles and Responsibilities Need to be Defined The IT/Data Governance Life Cycle Set up a governance organizational framework Align IT strategy with Public Health Goals Understand / define the risks Define target areas Assess capabilities and identify gaps Develop improvement strategies Measure results Repeat steps 2-7 on a regular basis 10.1 IT Governance Should Be Integrated within Enterprise Governance An IT governance framework helps boards and management understand the issues and strategic importance of IT, and assists in ensuring that the enterprise can sustain its operations and implement the strategies required to extend its activities into the future. It provides assurance that expectations for IT are met and IT risks are addressed. IT governance fits in the broader governance arrangements that cover relationships between the entity’s management and its governing body, its owners and its other stakeholders. It provides the structure through which the entity’s overall objectives are set, the method of attaining those objectives is outlined and the manner in which performance will be monitored is described. In summary, IT governance ensures that IT goals are met and IT risks are mitigated such that IT delivers value to sustain and grow the enterprise. IT governance drives strategic alignment between IT and the business and must judiciously measure performance. IT is an integral part of the business. IT governance is an integral part of enterprise governance. 10.2 IT Governance Roles and Responsibilities Need to be Defined This document extensively points out the responsibilities of the board, executive and IT strategy committee. Appendix F (IT Strategy Committee), which further documents the workings of the IT strategy committee, also covers the IT steering committee, which operates at executive level and usually focuses on priority setting, resource allocation and project tracking. A more complete picture of the roles of the business and IT executives, and for the two other committees that typically support the CEO and the CIO in setting and controlling technology (technology council) and architecture standards (architecture review board), is provided in appendix E, Roles and Responsibilities for IT Governance. These two committees drive the standardisation, reuse and optimisation of IT resources. Together with the IT strategy and IT steering committees, they complete the emerging best practice of a three-tier IT governance structure: strategy, steering and standards. The addendum slides in this presentation provides an overview of roles and responsibilities for board of directors, IT strategy committee, CEO, business executives, CIO, IT steering committee, technology council and architecture review board, defined for each of the five IT governance domains. These suggested roles and responsibilities are best practices as defined by the IT Governance Institute. 10.3 An IT Governance Implementation Plan Is Required To get its IT governance initiatives headed in the right direction, the public health organization needs an effective action plan that suits its particular circumstances and needs. First, it is important for the senior executive management to take ownership of IT governance and set the direction other management levels should follow. • Making sure IT is on the board agenda • Challenging management’s activities with regard to IT, to make sure IT issues are uncovered • Guiding management by helping it to align IT initiatives with real public health needs, and ensuring that it appreciates the potential impact on the business of IT-related risks • Insisting that IT performance be measured and reported to the board • Establishing an IT strategy committee with responsibility for communicating IT issues between the board and management • Insisting that there be a management framework for IT governance based on a common approach (hopefully the toolset develop by PHIN partners based on industry best practices) With this mandate and direction in place, management then can initiate and put into action an IT governance approach. To help management decide where to begin and to ensure that the IT governance process delivers positive results where they are needed most, the following steps are suggested: 1. Set up a governance organizational framework that will take IT governance forward and own it as an initiative, with clear responsibilities and objectives and participation from all interested parties. Align IT strategy with business goals. What are the current business concerns and issues where IT has a significant influence, e.g., cost reduction, competitive advantage and/or merger/acquisition? Obtain a good understanding of the business environment, risk appetite and business strategy as they relate to IT. Identify the top IT issues on management’s agenda. 3. Understand/define the risks. Given top management’s business concerns, what are the risk indicators relating to IT’s ability to deliver against these concerns? Consider: – Previous history and patterns of performance – Current IT organizational factors – Complexity and size/scope of the existing or planned IT environment – Inherent vulnerability of the current and planned IT environment – Nature of the IT initiatives being considered, e.g., new systems projects, outsourcing considerations, architectural changes 4. Define target areas. Identify the process areas in IT that are critical to managing these risk areas. 5. Analyze current capability and identify gaps. Perform a maturity capability assessment to find out where improvements are needed most. 6. Develop improvement strategies. Decide which are the highest priority projects that will help improve the management and governance of these significant areas. This decision should be based on most potential benefit and ease of implementation, and a focus on important IT processes and core competencies. Define specific IT governance projects as the first step in the IT governance continuous improvement initiative. 7. Measure results. Establish a balanced scorecard mechanism for measuring current performance. Monitor the results of new improvements considering, as a minimum, the following key considerations: – Will the organizational structures support strategy implementation? – Are responsibilities for risk management embedded in the organisation? – Do infrastructures exist that will facilitate and support the creation and sharing of vital business information? – Have strategies and goals been communicated effectively to everyone who needs to know within the organization? 8. Repeat steps 2-7 on a regular basis. NC PHIN North Carolina Public Health Information Network

9 Architecture Framework
A second important topic of my presentation that is very important for PHIN 2.0, interoperability and sharing data is on Architecture Frameworks. Before I address architecture frameworks I think it is important to understand exactly what is meant by an architecture or enterprise architecture (EA). An enterprise architecture is: Translation of pubic health vision and strategy a process AND a thing The “thing” is a product and strategic information asset that defines the organization mission and goals and activities supporting the mission and goals. The EA provides graphical and textual information and descriptions necessary for business processes and the technologies necessary to support processes. EA are becoming increasing important due to the complexity of real time data systems and interoperability demands. EA are key to communicating to stakeholders the business processes and systems that support them EA are critical to management and strategic decision making. NC PHIN North Carolina Public Health Information Network

10 Architecture Framework
What: A logical structure for classifying and organizing complex information Established frameworks: Zachman, DoDAF, FEAF, TEAF, TOGAF Purpose: Integrated view of PH business processes and IT systems that support them Guide for managing architecture activities Why: Guiding architecture development Managing the architecture artifacts/assets Aligning IT with public health goals An architectural framework is a logical structure for classifying and organizing complex information. Just as Enterprise Architectures describe complex business processes and information systems and their relationships, the Architecture Framework guides development of the architecture and describes the hardware, network and software operational and development environments representing those components through different views. An Architecture Framework defines how to organize the architecture products and provides different views to help understand organizations that tend to be large and complex. Just as in building a house, different views or blueprints are required for the owners, designers, plumbers, electricians, etc. A framework is essential in building an enterprise architecture to provide a structure for producing an architecture and managing the architecture assets. There are a number of already established frameworks in use today, some were developed for very specific areas. Some were developed for a broader functionality. In this presentation I will use the NC PHIN Architecture Framework that is being developed from these establish architectures to best fit our organization. I hope this presentation will facilitate interest and feedback for a common public health architecture and participation in the PHIN Architecture CoP. NC PHIN North Carolina Public Health Information Network

11 Architecture Framework Overview
EA Accomplishments Direction Description VIEWS DRIVERS Policies Legislation Roadmaps Program Goals Measure Standards (PHIN 2.0, HL7, NIST, HITSP, HIPPA, etc.) Functional Information Organization Infrastructure Planner Owner Designer Builder Work Products Work Products Perspectives This is the framework NC PHIN is analyzing for use. It is primarily based on the TEAF. (Treasury Enterprise Architecture Framework) A primary reason for selecting TEAF is its primary goals of facilitating : integration information sharing, exploitation of common requirements across the organization It also includes descriptions of work products for documenting and modeling enterprise architectures This matrix Consists of fours views (in columns) for fours different perspectives of stakeholders (in rows) The views are: Functional Information Organization Infrastructure Views are a representation of a whole system from the prospective of a related set of concerns The perspectives are: Planner Owner Designer Builder Perspectives are a point of view of the overall architecture representing a particular role NC PHIN North Carolina Public Health Information Network *TEAF v1

12 North Carolina Public Health Information Network
NC PHIN Work Products VIEWS Functional Information Organization Infrastructure Public Health functions, processes & activities that capture, manipulate and manage the information to support business operations Information needed to perform public health operations and relationships among that information Structure of Public Health, major operations performed by entities, types of workers and locations Hardware, software, telecomm and general services that make up the operating environment in which business applications operate Functional: Public Health functions, processes & activities that capture, manipulate and manage the information to support business operations Information: Information needed to perform public health operations and relationships among that information Organization: Structure of Public Health, major operations performed by entities, types of workers and locations Infrastructure: Hardware, software, telecomm and general services that make up the operating environment in which business applications operate NC PHIN North Carolina Public Health Information Network

13 Architecture Framework Overview
Rows = Perspectives Planner Focuses on strategic plans. high-level processes, key information and infrastructure, structure of the organization and operating locations Owner Focuses on conceptual-level models of public health processes, information, logistics, and IT infrastructure Designer Focuses on logical business process design, logical information models, component and application design, and system distribution and deployment Builder Considers the constraints of tools, technology, and materials. The Builder must translate the designer’s specifications into plans for physical implementation. The builders also focuses on integration and Test This is the framework NC PHIN is analyzing for use. It is primarily based on the TEAF. (Treasury Enterprise Architecture Framework) A primary reason for selecting TEAF is its primary goals of facilitating : integration information sharing, exploitation of common requirements across the organization It also includes descriptions of work products for documenting and modeling enterprise architectures This matrix Consists of fours views (in columns) for fours different perspectives of stakeholders (in rows) The views are: Functional Information Organization Infrastructure Views are a representation of a whole system from the prospective of a related set of concerns The perspectives are: Planner Owner Designer Builder Perspectives are a point of view of the overall architecture representing a particular role NC PHIN North Carolina Public Health Information Network *TEAF v1

14 North Carolina Public Health Information Network
NC PHIN Work Products Required Work Products Supporting Work Products VIEWS Functional Information Organization Infrastructure Planner Vision Statements Mission Statement Information Dictionary Organization Chart Standards Profile Technical Reference Model Owner NC PHIN Process Model Information Attributes Assurance Trust Model Exchange Matrix Node Connectivity Description (conceptual) Risk Assessment System Interface Description Physical Network Layout Designer Business Process Functional Matrix Event Trace Diagrams State Charts information Exchange Matrix Data Crud Matrix (logical) Builder System Functionality Description Information Exchange Matrix physical Data Model Node Connectivity Description (Physical) System Performance matrix Audience Perspectives Here are some of the work products from the Framework. A complete definition and description of each product is in the TEAF document. The products include both graphical and textual descriptions. NC PHIN North Carolina Public Health Information Network

15 NC PHIN Architecture Work Product Examples
North Carolina Public Health Information Network

16 Architecture Work Product Examples
NC PHIN Vision Statement: Provide a secure, flexible, highly available, fully capable and interoperable information system that support all public health activities and programs. View: Functional Perspective: Planner NC PHIN North Carolina Public Health Information Network

17 North Carolina Public Health Information Network
View: Functional Perspective: Owner NC PHIN North Carolina Public Health Information Network

18 North Carolina Public Health Information Network
Technical Reference Model: Infrastructure View This is the Software development environment infrastructure view for the Planner View: Infrastructure Perspective: Planner NC PHIN North Carolina Public Health Information Network

19 North Carolina Public Health Information Network
Clustered - Redundant, Fault Tolerant Hot Site - Geographically disbursed Flexible/Expandable Architecture Designation by CDC as a model View: Functional Perspective: Planner NC PHIN North Carolina Public Health Information Network

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NC PHIN Physical Network Note the duplicate hardware device to build in redundancy View: Infrastructure Perspective: Builder NC PHIN North Carolina Public Health Information Network

21 Public Health IT/Data Governance Common Tool Set
Methods IT Strategy Committee IT Governance Steering Committee Measurements Outcomes Governance Assessments Tools NC PHIN North Carolina Public Health Information Network

22 End of Presentation Questions?
Contact Info: John McLamb, MSIA, PHDM office cell NC PHIN North Carolina Public Health Information Network

23 North Carolina Public Health Information Network
Resources: Governance: ISACA- ITGI – Architecture Framework NC PHIN North Carolina Public Health Information Network

24 North Carolina Public Health Information Network
NC PHIN Best Practices and Lessons Learned for Interoperability and Sharing Data NC PHIN North Carolina Public Health Information Network

25 NC PHIN Key Steps for EAI
Build decoupled and Distributed Architectures Identify Common Services Plan for Common Objects Create a common vocabulary (taxonomy) Design for business processes, change, and control Build templates for business process and human workflows Use Standards for Messaging and Public Health Processes Build a Development, Test, and Production environment Build with Deployment in Mind NC PHIN North Carolina Public Health Information Network

26 North Carolina Public Health Information Network
Interoperability Best Practices NC PHIN Interoperability Case Study (Time Permitting) A brief overview and discussion of IT/Data governance “best practices” and “lessons learned” in a NC PHIN program that electronically collects emergency department patient data from over 100 hospitals in North Carolina for providing a public health web portal early event detection and disease surveillance. NC PHIN North Carolina Public Health Information Network

27 North Carolina Public Health Information Network
Appendix Slides NC PHIN Infrastructure Governance Tools Best Practices Interoperability NC PHIN North Carolina Public Health Information Network

28 How is IT Governance (Process) Implemented?
IT Governance Process Steps 1. Set-up life cycle 2. Align IT with public health goals 3. Understand/define the risks 4. Define target areas (i.e., PHIN Certificate Goal: TB Case Notification Message) 5. Analyze current capabilities and identify gaps 6. Develop improvement strategies 7. Measures results 8. Repeat steps 2-7 on a regular basis “IT alignment is a journey, not a destination” NC PHIN North Carolina Public Health Information Network

29 Other Governance “Best Practices” for Management to Follow
Treat the IT governance implementation initiative as a project activity Remember that IT governance is a cultural change Make sure that objectives are clear and understood Manage expectations Focus first on where it is easiest to make changes and deliver improvement NC PHIN North Carolina Public Health Information Network

30 North Carolina Public Health Information Network
How to Implement Governance Best Practice: IT Strategy and/or Steering Committee Implements Governance Responsibilities May differ depending on organization structure, culture, etc. Define a charter and establish life cycle Coveys requirements to the IT director/CIO Composed of department or program senior management with decision making authority & CIO Strategic Alignment Value Delivery IT Resource Management Risk Management Performance Management Provide strategic direction Policy guidance Compliance Define project priorities Ensures design of IT drives maximum PH value Oversees delivery Oversees IT funding Provide high-level resource use & sourcing Oversees that IT risk are managed Confirms critical risks are managed Verifies compliance Verifies goals, strategic objectives met Reviews IT measurements & contribution to PH NC PHIN North Carolina Public Health Information Network

31 North Carolina Public Health Information Network
NC PHIN Architecture Work Product Examples: Process Model Information Attributes Outbreak Management, Surveillance , Countermeasure & Response (NC EDSS) Electronic Disease Reporting Hospital Data (ICD-9, UB92 Admin. Data) Early Event Detection & Syndromic Surveillance (NC DETECT) Emergency Dept. Data (NC EDDS & NCHESS) Poison Control Center EMS Data (PreMis) Vet Lab Data Wildlife Data Aberrations (CUSUM) Health Alert Network (HAN) Secure Data Exchange (PHIN-MS) Messaging/Interoperability (Rhapsody) Enterprise Reporting Immunization Registry (NCIR) Electronic Laboratory Results (NC LIMS) Vital Records Automation NC PHIN Infrastructure Some of the applications involved in the PHIN concept are outlined here NC HAN application--which is completed and runs Health Alert Network Enhanced (Automated) Alerting - HAN Secure web based to partners 24x7x365 Phone, fax, pager, voice mail Designation by CDC as a model NC EDSS: NC DETECT: Immunization Registry-- which is currently under contract for implementation Health Information System--Currently in requirements and RFP status NC PHIN Infrastructure is what we are primarily addresses today View: Perspective: NC PHIN North Carolina Public Health Information Network

32 North Carolina Public Health Information Network
NC PHIN North Carolina Public Health Information Network


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