SUCCESSFUL INITIATIVES: BUILDING THE PROJECT MANAGEMENT FOUNDATION

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1 MESC MITA SESSION 03 SUCCESSFUL INITIATIVES: BUILDING THE PROJECT MANAGEMENT FOUNDATION Introductions Randy Canoy, Moderator Renea Steele, Client Executive, HHS, CSG Todd Meyer, Deputy Director, IS, Missouri Emily McCoy, Director, MMIS Operations, West Virginia Marie Schwartz, Managing Director, Medicaid Learning Center Debbie Lemmon, Senior Consultant, BerryDunn

2 RENEA STEELE Currently Client Executive, CSG Government Solutions, HHS practice. Leads the CSG Center of Excellence for MITA. Projects include: HIPAA, MITA and their compliance with Federal standards. Lead Florida's MITA 3.0 SS-A, the nations first MITA 3.0 SS-A. PMP Certified

3 TODD MEYER Currently- Deputy Director of Info. Systems for Missouri s HealthNet. PMP with over 25 years of Medicaid experience. Chair of the National Medicaid EDI HIPAA (NMEH) workgroup. Overseen most of Missouri s major implementations such as, ASC X12, 5010 transactions and ICD-10. Currently the PM for the upcoming MMIS reprocurement project.

4 EMILY MCCOY Currently- MMIS Director for West Virginia Bureau for Medical Services (BMS) Bachelor prepared RN MLC Certified Medicaid Professional Member of the S-TAG

5 MARIE SCHWARTZ Currently- Managing Director of The Medicaid Learning Center (MLC). Part of the leadership team at Government Consulting Group (GCG) with BerryDunn. PMP Certified MLC Certified Medicaid Professional (MCMP-II) Over 25 years health industry experience.

6 DEBBIE LEMMON Currently- Senior Consultant with BerryDunn Project Manager on MITA SS-A projects. 15 years experience managing technology projects. PMP Certified Prior to BerryDunn, Debbie worked for the State of West Virginia.

7 Successful MITA Initiatives Building the PM Foundation Presented September 11, 2013 At the Medicaid Enterprise Systems Conference Charleston, South Carolina By Renea Steele

About CSG Government Solutions Government Operations Consulting National, specialized HHS, Project Assurance Services, and Unemployment Insurance Practices Expertise Innovation Healthcare and Human

8 About CSG Government Solutions Government Operations Consulting National, specialized HHS, Project Assurance Services, and Unemployment Insurance Practices Expertise Innovation Healthcare and Human Services Thought Leadership Project Assurance Services tailored to HHS priorities Established Centers of Excellence Industry participation and partnership CSG REALize Maturity Models and Best Practices Results Strategy & Planning Project Assurance Technology Design and Implementation Enterprise IT Strategy Planning & Requirements Enterprise Technical Architecture Procurement Support Project Management / PMO Independent Verification & Validation (IV&V) Quality Assurance User Acceptance Testing Technical System Design Business Process Design Software Development and Testing Deployment and Training 9/11/ CSG Government Solutions 9

9 Congratulations!!! You have been selected to lead your State s MITA SS-A project MITA SS-A is an Enterprise wide endeavor MITA SS-A is required to get funding You are ready for the challenge Where do you start? 9/11/ CSG Government Solutions 10

10 The MITA SS-A is a project. According to WikipediA, A project is a temporary endeavor with a defined beginning and end undertaken to meet unique goals and objectives, typically to bring about beneficial change or added value. Getting Started 9/11/ CSG Government Solutions 11

11 MITA State Self-Assessment Project A MITA State Self Assessment project is an instance where a large amount of analysis activity can be monitored and controlled with standard project management methods and tools No need to have a green or black belt 9/11/ CSG Government Solutions 12

12 Vision and Transformation Scenarios Strategy and Plan for Achieving Objectives MITA SS-A Key Elements COO MITA Roadmap Maturity Level Behavior Definitions Baseline Business Process and Business Area Diagrams Capability Matrices Architecture Models Principles of an Integrated Environment Seven Conditions and Standards 9/11/ CSG Government Solutions 13

Conducting the State Self Assessment State Enterprise Architecture Governance Security Framework Application Framework Medicaid Enterprise Architecture HIX Integration HIE

13 Conducting the State Self Assessment State Enterprise Architecture Governance Security Framework Application Framework Medicaid Enterprise Architecture HIX Integration HIE Integration Sister Agencies External Factors Medicaid Modernization Planning MMIS MEDS HIX Concept of Operations MITA SS-A BA IA TA 7S7C Roadmap APD CBA High level Require -ments RFP CMS Review/Approval Procurement Process Scope Require ments Models Timeline Business Architecture Business Capability Matrix BA Profile Information Architecture Information Capability Matrix IA Profile Technology Architecture Technical Capability Matrix TA Profile 7 Standards and Conditions 7S&Cs Capability Matrix 7S&Cs Profile 9/11/ CSG Government Solutions 14

14 Project Management Plans Initiation Phase Planning Phase Execution Phase Closure Phase Project Management Plan Communication Management Plan Scope Management Plan Cost Management Plan Risk Management Plan Issue Management Plan Resource Management Plan Quality Management Plan Change Management Plan Requirements Management Plan Monitoring and Controlling 9/11/ CSG Government Solutions 15

Initiation Phase Initiation The project is launched, the team is convened, the overall project scope is refined, and the project tools and infrastructure are established.

15 Initiation Phase Initiation The project is launched, the team is convened, the overall project scope is refined, and the project tools and infrastructure are established. Major MITA SS-A Activities during this phase; Develop Charter Refine Scope Conduct Kick off meeting Create the MITA SS-A Repository 9/11/ CSG Government Solutions 16

Planning During the planning phase the PMO is established and project management plans are developed to provide project governance Major MITA SS-A activities completed during this phase;

16 Planning During the planning phase the PMO is established and project management plans are developed to provide project governance Major MITA SS-A activities completed during this phase; Planning Phase Prepare the Comprehensive Project Management Plans Prepare and baseline Project Schedule Develop State Goals and Objectives Prepare Training Plan 9/11/ CSG Government Solutions 17

Execution During the execution phase the PMO executes all the plans, processes and procedures defined in the PMP Major MITA SS-A activities completed during this phase: Conduct MITA SS-A Training

17 Execution During the execution phase the PMO executes all the plans, processes and procedures defined in the PMP Major MITA SS-A activities completed during this phase: Conduct MITA SS-A Training Determine/Validate As-Is and To-Be Capabilities for; Business Architecture Information Architecture Technical Architecture Evaluate Seven Conditions and Standards Produce Business Process Models, Capability Matrices and Scorecards Prepare SS-A Package (MITA Roadmap, Profiles, and Concept of Operation (COO) Execution Phase 9/11/ CSG Government Solutions 18

Monitoring and Controlling Continuous Monitoring and Controlling -This activity occurs during all phases of the project and includes: monitoring of project resources, quality, risks and issues,

18 Monitoring and Controlling Continuous Monitoring and Controlling -This activity occurs during all phases of the project and includes: monitoring of project resources, quality, risks and issues, schedule, costs, requirements status, and overall project status. Major MITA SS-A activities completed during this phase include monitoring and controlling the; Project Risks and Issues Schedule Scope Quality Costs 9/11/ CSG Government Solutions 19

19 Closure Phase Closure after completion of all project deliverables the project is closed Major MITA SS-A activities completed during this phase include; Complete Knowledge Transfer Archival of all project artifacts Prepare Lessons Learned report 9/11/ CSG Government Solutions 20

20 MITA SS-A Completed Submit to CMS 9/11/ CSG Government Solutions 21

21 Remember A comprehensive Project Management Plan is Essential to completing your MITA SS-A All MITA SS-A deliverables are created during the initiating, planning, executing, and closing phases of the project A MITA project can be controlled with simple project management techniques No Green or Black Belts required 9/11/ CSG Government Solutions 22

22 Contact Information Thank you! Renea Steele, PMP Sr. Principal Client Executive /11/ CSG Government Solutions 23

23 Utilizing Project Management on MITA Projects Todd Meyer State of Missouri August, 2013

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35 In accordance with PMBOK, identification of Stakeholders is one the first and most important processes within a project. This holds true for a MITA Project as well CSG Government Solutions 4/4/

36 In the same way that PMBOK provides the framework and structure for successful projects MITA provides the framework and guidance operating successful MMIS Programs CSG Government Solutions 4/4/

37 2012 CSG Government Solutions 4/4/

38 BUILDING A FOUNDATION FOR SUCCESS IN WEST VIRGINIA MITA MANAGEMENT OFFICE MITA MANAGEMENT PORTAL (MMP) COMMON MITA FRAMEWORK 39

39 MITA MANAGEMENT OFFICE The MITA Management Office represents a formal commitment by West Virginia to establish a centralized hub to serve as the MITA authoritative source and promotes best practices for all MITA related initiatives. 40

40 The MITA Management Coordinator is responsible for: MITA MANAGEMENT OFFICE The completion of the State Self-Assessment Report and Roadmap Tracking of roadmap initiatives 41

41 The continual update of the State Self-Assessment MITA MANAGEMENT OFFICE Communication of updated MITA policies to the agency Coordination with CMS and other states. 42

42 MITA MANAGEMENT PORTAL (MMP) The MITA Management Portal (MMP) has been developed as: A customizable repository A project management tracking tool and repository 43

43 MITA MANAGEMENT PORTAL (MMP) A user-friendly tool that is used to assist with information gathering sessions A secured document repository based on user roles to protect sensitive data 44

44 MITA MANAGEMENT PORTAL MITA MANAGEMENT PORTAL 45

45 MITA MANAGEMENT PORTAL 46

46 COMMON MITA FRAMEWORK West Virginia is striving to ensure current and future program initiatives are aligned to a common MITA framework 47

47 Project Managers meet to discuss current and future MITA impacts COMMON MITA FRAMEWORK Project deadline/resource convergences Pursue project sharing opportunities 48

48 COMMON MITA FRAMEWORK Supports a lifecycle approach that a State Self-Assessment is never completed but is an ongoing maturing process. 49

49 QUESTIONS AND DISCUSSION Emily McCoy Bureau of Medical Services Charleston, West Virginia Tel: (304) Marie Schwartz BerryDunn Portland, Maine Tel: (207)

50 CONTACT INFORMATION Renea Steele Sr. Principal Client Executive CSG Government Solutions (678) Todd Meyer Deputy Director, Info. System, State of Missouri, HealthNet Division (573) Marie Schwartz Managing Director, Medicaid Learning Center & Leadership team BerryDunn (207) Emily McCoy MMIS Director, West Virginia Bureau for Medical Services (BMS) (304) Debbie Lemmon Senior Consultant Government Consulting Group BerryDunn (681)

DROPPING THE M FROM MITA

NMEH MITA Sub Workgroup Presents: DROPPING THE M FROM MITA H O W S T A T E S A R E E X T E N D I N G T H E M I T A F R A M E W O R K T O T H E H H S E N T E R P R I S E Patti Garofalo, NMEH MITA SWG Co-Chair