1. 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 • Phone: • Fax: • nmhealth.org

2. 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.

3. Governance Structure

4. 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)

5. 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

6. Budget

7. 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

8. Questions?