1. Activation Process Management - Electronic Checklist System
Ryan Mika, BSIE
Industrial Engineer, Clinical Partnerships in Healthcare Transformation (CPHT)
VA-Center for Applied Systems Engineering (VA-CASE), Indianapolis VAMC
VISN11 - Veterans Engineering Resource Center (VERC)
Huong Ho, BACS

2. Agenda Overview Problem Statement Objectives Timelines
Phase Development
Acknowledgments

3. VHA Overview
Mission: To fulfill President Lincoln's promise “To care for him who shall have borne the battle, and for his widow, and his orphan” by serving and honoring the men and women who are America’s Veterans.
The Veterans Health Administration (VHA) is the Nation’s largest integrated healthcare system, with 6.5 million unique patients
VHA operates one of the largest and most effective research organizations in the United States.
150 VAMCs & ~1,400 Community-Based Outpatient Centers, Community Living Centers, Vet Centers, and Domiciliaries

4. VA-CASE Overview
The VA Center for Applied Systems Engineering (VA-CASE) is an interdisciplinary Veteran Engineering Resource Center (VERC).
Built on a philosophy of ‘paired leadership’ of OSE faculty with VHA administrative and clinical management and staff.
Focus is to employ strategies to accelerate integration of Operational Systems Engineering (OSE) within VA healthcare delivery systems

5. NAO Overview
National Activations Office (NAO) was formed in 2011 to serve as an integrated service hub to support VHA’s facility activation processes.
NAO Strategic Objectives
Improve activation project execution and manage risks
Identify and lead opportunities to realize enterprise efficiency in activations
Become an enterprise knowledge management center for facility activations

6. Problem Statement
There is currently no standardized process for personnel involved in the final inspection of a new or existing facility or service.
Trigger: Identified a need for a standardized checklist database system for inspections of new facilities and/or individual services on behalf of the National Activations Office.

7. Objectives
Create a standardized web-based checklist tool that will assist the National Activations Office (NAO) in ensuring consistency, standardization and completeness in carrying out tasks in opening new facilities or systems.
Broken out into 4 phases:
Checklist Content Research
Prototype Development
Subject Matter Expert (SME) review of checklists
NAO Checklist Go-Live

8. Timeline Phase 1 Content Research Phase 2 Prototype Development
SME review of checklists
Phase 4
NAO Checklist Go-Live

9. Phase 1 – Content Research
13 services were identified for initial roll out. Subject matter experts (SME) groups were formed to research critical requirements and create standardized checklists specific to the respective service.
Intensive Care Unit (ICU)
Sterile Processing Services (SPS)
Community Living Center (CLC)
Emergency Management Services (EMS)
Environmental Safety
Environmental Services (Housekeeping)
Inpatient Mental Health - Nursing Unit
Police and Security
Ambulatory Care - Women’s Health
Imaging
Pharmacy
Ambulatory Care - Primary Care
Inpatient Surgery - Nursing Unit

10. Phase 2 – Prototype Development
Rapid prototyping to facilitate establishment of customer graphic interface recommendations and database requirements

11. Phase 3 – SME review of Checklists
Subject Matter Experts (SME) to review the checklist. Feedback from the SME was used to test in the selected hospital for completeness and human factors details.
Pilot tested at medical facilities to gather additional feedback on GUI usability and flow.

12. Phase 4 – NAO Checklist Go-Live
VOC
Prototype review, customer interviews, EOC inspection observation
Design
GUI Wireframe Mockup
Development
SharePoint 2010
Testing & Verification
Usability Testing
Maintenance

13. Phase 4 – NAO Checklist Go-Live
Alpha release: First draft of the Go-Live Tool based on the Software specification guide and posted on SharePoint site. Tested internally within the internal and external customer group. Debug, compliance, and utilization test.
Beta Release: SharePoint site that can be tested outside of CPHT to include 2-3 facilities to get feedback on functionality and usability issues.
Final Release: SharePoint site controlled release to several facilities within NAO. Posted on NAO Knowledge Management Portal (KMP) site for access to chosen facilities.
Go-Live National Release: NAO Operating tool

14. Phase 4 – NAO Checklist Go-Live

15. Phase 4 – NAO Checklist Go-Live

16. Acknowledgments VA-CASE National Activations Office (NAO)
Balmatee Bidassie, PhD, MS, MA – Associate Director, CPHT
Craig Triscari – Project Manager
National Activations Office (NAO)
Barbara McLelland, FACHE, VHA-CM – Director, NAO
Patrick A. Hull, MBA – Director, Acting, NAO

17. Thank you very much for your time
Thank you very much for your time. We will now answer any questions you may have.