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

2. 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.

3. 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

4. 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

5. 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

6. 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

7. 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

8. Resident Application - Workflow

9. 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

10. Conference Scheduling Workflow

11. Conference Day and After Workflow

12. 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

13. Resident Evaluation - Workflow

14. 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

15. Duty Hours Workflow

16. 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.

17. 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

18. 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

19. 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

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

21. 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

22. 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…

23. VUMC Content Manager Senior Project
April 6, 2005

24. 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