1. Mount Auburn & MACIPA OneIS Staffing Summit
July 2015

2. Meeting Purpose
Provide a high level overview of the OneIS model, structure, and how it relates to the Epic project
Discuss the opportunities this creates for current IT staff
Provide details on the process/procedures that will be in place during the transition to OneIS

3. OneIS Background Epic is a shared enterprise system
Shared database and infrastructure
Single, unified clinical record
Standardized master files and data elements
Creating an enterprise IT structure is the most effective way to manage technology moving forward
OneIS team working towards shared goals and objectives
Single change management and escalation process
Shared helpdesk and application team to support both hospital and ambulatory providers/staff

4. Benefits to Patients and Providers
Facilitate communication between care settings and providers
Reduces the need for interfaces and manual transmission of information
Increase access to information
Use the same system in ambulatory, emergency, and inpatient settings
Single patient records with one problem, allergy, medication list etc.
Take better care of patients
Integrated and standard quality information across the continuum of care
Single patient portal to access all clinical and financial information

5. Out of Scope for this Meeting
Discuss individual roles for the project
Discuss individual salaries
Individual meetings with your supervisor will take place following this discussion
This will occur over the next two to three weeks

6. First Question
Is there a job for me in the OneIS organization structure?
Mount Auburn and MACIPA highly value your experience and organizational knowledge. Leveraging this in the Epic implementation will help to make the project a success
Your future role may be a little different than what you do today. The organization is investing in your travel and training to make you successful
Yes!

7. Second Question
What will happen to my pay and benefits as a result of the OneIS structure?
Our goal is to provide fair and equitable payment. No one should expect a negative impact on their total compensation
Moving to the Epic team represents a significant professional development, training, and certification opportunity

8. Meeting Agenda OneIS Organizational Chart HR and staffing policies
HR Transition Process
Epic Assessment Test
Epic Certification
OneIS Governance
Next Steps
Q&A

9. MACIPA Third Party Services
Organizational Chart
LEGEND:
Internal Staff
MACIPA Third Party Services
External Staff
Epic Certified

10. Organizational Chart Notes
The organizational chart was developed based on the recommended structure and our experience implementing Epic
There are significantly more positions in future state than in current state
The organizational chart represents the project reporting structure for the implementation
Formal HR reporting, performance reviews, etc. will go through the internal OneIS structure

11. Organizational Chart Notes
There are three main application positions in the chart
Manager
Lead
Analyst
Analyst is broken down further into three roles, Analyst I, II, and III depending on the level of experience and skillset
Technical roles are shown by area of expertise
The leadership team has mapped the skillset of all IT staff to the future state structure. Those details will be discussed individually
By default, transitions to the future state OneIS team will be lateral moves

13. Detailed Org Chart Introduction
Brief description of the application teams that make up each major functional area and how they are organized
Show the general size and scope of the new OneIS Structure

20. HR Transition Process
Manager/lead positions will be interviewed by a small group of MACIPA and MAH leaders to formalize the transition to the OneIS structure
Staff assigned to a project position can apply to move into a different position and will be evaluated against the experience/skills required for those positions
Both organizations are finalizing plans to support legacy systems. If you are interested in continuing to support those applications please discuss individually with your manager

21. Epic Assessment Test
All staff moving into a role that requires Epic Certification will be required to take the Epic Assessment test
The assessment test predicts the likelihood of attaining Epic certification
The test will not be used to rule out internal candidates, but to help you prepare for certification
All external candidates applying for Epic certified roles will be required to pass the assessment test to become part of the project team

22. Epic Certification
Attaining Epic certification will be required of all applicable staff within three attempts to continue to be part of the project
The policies are in place because Epic certification increases the quality of the overall implementation and is required to support the product
If you commit to the Epic Project and do not pass the certification tests, you may be eligible to apply for an open position at MAH or MACIPA that does not require Epic certification
There is no guarantee that your former position will be available

23. Epic Certification
Epic certification involves travel to Verona, WI for in-person training at Epic on predetermined dates
Most trips to Epic will be between November ‘15 and January ’16. We will communicate these dates when you meet with your manager
Trips are generally three nights in duration
Epic certification typically requires between two and five trips (three is average)
Following the training you typically will complete a build project and take a certification test
Mount Auburn and MACIPA are committed to helping you succeed in certification
During the training phase you will be dedicated to the Epic project and attending training, completing projects, and passing certification tests will be your full-time role

24. OneIS and Governance Structure
The OneIS structure will be employed under Mount Auburn Hospital
For MACIPA staff: we will have further discussions around the transition, but we do not expect any negative impact to total compensation
There is a formal governance process that involves equal leadership from both MACIPA and Mount Auburn Hospital to manage the project
This is both during implementation and in support

25. OneIS Space
A new office space is under lease on Grove Street to support the project
Adjacent to the Grove Street parking lot

26. OneIS and Epic Next Steps
OneIS leadership team will have individual discussions related to future state roles and benefits
Remaining positions will be posted for internal and external candidates
We will plan a follow-up meeting with this group in early fall to provide project updates
Epic certified staff will be transitioning current support roles (backfill) starting in the October timeframe to prepare for the Epic project
Other roles will transition onto the project as needed

27. Epic Project Timeline FY 1 FY 2 FY 3 1 2 3 18 Month
Implementation Start (November 2015)
Readiness Activities & Planning
(12 months)
18 Month
Inpatient Implementation
Team Hiring & Certification
(6 months)
Validation
(2 months)
Re-engineering & Configuration
(5 months) 1
Outpatient Go-live
(February 2017)
Testing
(5 months) 2
Inpatient
Outpatient Go-live
Wave 1 Prep
(3 months)
Wave 2 Prep
(3 months) 3
Outpatient
Go-live
Wave 3 Prep
(3 months)

28. Questions?