Project Initiation

Project Team Introductions
Introduction and description of roles and responsibilities for project team members from both MedShare and the Client.

Key Stakeholders Identification
The Client outlines the various key stakeholders including the executive sponsor, as well as other individuals or groups who will be significantly impacted by the implementation of MedShare HC.

Project Charter
The Project Charter outlines at a high level the goals and scope of the project as well as the project schedule (see below). It identifies key personnel as the project team, the project sponsor and stakeholders. The Charter also defines the resources, project scope, timeline and risks involved.

Overall Goals/Scope
Define the overall goals for implementation of MedShare HC. The goals should be as specific as possible and will likely involve the key benefits of MedShare HC such as improving clinical effectiveness and operational efficiency.

1. Clinical

   Improve the clinical staff’s access to information since clinical records will be received electronically and stored in a centralized repository, along with other pertinent documents.

2. Operational

   Reduce administrative time as services are scheduled and verified automatically and available for billing and payroll processing immediately. Improve access to management information on agency performance.

Project Plan
The project plan or schedule is a description of the project that divides it into sub-projects and tasks, including start and completion dates, responsible parties, interdependence of work steps and resources needed. It defines milestones, tasks and deliverables.

Change Management & Communication Plan
Implementing MedShare HC can represent significant change for a Home Care Agency. In order to ensure success, a comprehensive Communication Plan is required. The Communication Plan outlines the steps that the project sponsors will take to communicate the project objectives, benefits and timelines to staff. These communications are typically accomplished through staff presentations and reinforced through regular e-mail updates.

Agency Management Assessment

Business Process Review
A high-level analysis of agency process is conducted through discussions with management. A more detailed analysis is conducted based on interviews with key personnel. Review all documentation available that assists in understanding existing business processes.

MedShare HC Functional Review
The Functional Review is an opportunity for the Project Team to gain an in-depth understanding of the capabilities of MedShare HC. Having completed the Business Process Review, the goal of the Functional Review is to understand how MedShare HC should be implemented (which modules should be implemented, how the system should be configured, etc) in order to achieve the overall goals for the project.

Infrastructure Review
This Infrastructure Review is an in-depth report of the client computing environment including hardware, software (OS and patches, anti-virus measures) and network environment. The resulting report includes documentation of the existing computing environment, and a series of recommendations to ensure that the environment will optimize the performance and security of MedShare HC.

Develop Solution Blueprint

MedShare HC Configuration
This document summarizes how MedShare HC will be configured to meet the client’s goals. Specifically, this outlines the modules which are to be deployed and which business processes to automate, the taxonomy and nomenclature for drop-down lists and other fields, user features and rights in the system and other configuration.

Training Plan
The Training Plan outlines the training requirements for the user base and defines any custom training materials that may be required to support the client’s business processes. This plan also defines how the training will be performed (eg. instructor led classroom sessions or web cast) and whether MedShare or client instructors will perform the training.

Data Migration Plan
The Migration Plan defines what data needs to be migrated from the existing system(s) into MedShare HC. The project team will determine a strategy for what historical client data will be migrated and what paper records (if any) are to be scanned and stored in MedShare HC.

Integration Plan
The Integration Plan defines how MedShare HC will be integrated with other systems. For example, there may be an integration with the client’s financial system for billing information or integration with human resource system for staff information.

Infrastructure Plan
The Infrastructure Plan defines any changes that may be required to the client's hardware or software infrastructure to ensure the optimal and secure performance of MedShare HC.

Solution Validation

MedShare HC Installation & Configuration
Install and configure MedShare HC according to the Solution Blueprint.

Project Team Training
MedShare staff will provide in-depth training to the client’s project team on the use of MedShare HC.

Solution Blueprint Validation
The client’s project team will work through various business process scenarios to confirm that MedShare HC has been configured to meet their needs. The team will also confirm the end user training plan.

Deployment

Infrastructure Deployment
MedShare will configure the network, security, anti-virus software, mail and web server. Internet connection and firewall are upgraded in conjunction with the agency's ISP. MedShare and the agency will migrate existing data and applications to new servers.

Production MedShare HC Installation and Testing
Install and configure MedShare HC in the production environment and test the system from a performance, reliability and security standpoint.

Training
Set up a training environment on the customer’s premises using training laptops connected to the customer’s network.

• Users – Service Coordinators/Administrators and Health Care Workers. Usually 1 day in duration
• MedShare Administrators – Day-to-day system management, including account set-up, tape backup and rotation, security, content management. Usually 1-2 days in duration.

Data Migration
Take the existing system(s) offline and perform the data migrations defined in the Migration Plan in order to prepare MedShare HC for Go-Live.

Go-Live Support
MedShare project team is on site on launch day and for the first full billing and payroll cycle.

Operation & Support

Stabilization, Troubleshooting & Support
30-day intensive support once system is live to ensure trouble free stabilization. Ongoing support is via telephone to a “support hotline” or email to a technical support mailbox.

Performance & Activity Monitoring
Servers’ health and performance are remotely monitored by MedShare’s Customer Support team from the MedShare central office.

System Optimization
Any updates, service releases and other enhancements will be deployed with the prior approval by the client’s System Administrator.