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Planning for a SuccessfulInformation Governance ProgramKathy Downing, MA, RHIA CHPS,PMPAHIMA Senior Director IG
Objectives Overview of Project Management Applying Project Management techniquesto Information Governance Projects Discussion of IG program start up tasksthat may assist your organization2015 AHIMA's IG Advisors Consulting Services
IG White Paper 2015 Link at IGIQ.com under “AHIMA Resources” 44% of respondents indicate that over thepast 12 months IG Advancement hasoccurred– 13% say progress is significant2015 AHIMA's IG Advisors Consulting Services
Why Information Governance? Growth of Information is ExponentialTechnology ProliferationSecurity and Privacy – Breach ProtectionQuality and Integrity of Data andInformation Minimize Risks2015 AHIMA's IG Advisors Consulting Services
IG an Ongoing Program IG provides strategic vision to informationmanagement across the organization Management of information access, output,communications. Built from Project Work but an OngoingProgram Organization-Wide ALL Media, all Information Types2015 AHIMA's IG Advisors Consulting Services
Dividing IG Work into Projects A temporary endeavor with a defined beginningand end. Usually time-constrained, and often constrainedby funding or deliverables Undertaken to meet unique goals and objectives,typically to bring about beneficial change or addedvalue. The temporary nature of projects stands incontrast with business operations which arerepetitive, permanent, or semi-permanentfunctional activities to produce products orservices.2015 AHIMA's IG Advisors Consulting Services
Project Management Goals –why is project managementgood for IG? Projects must be within cost.Projects must be delivered on time.Projects must be within scope.Projects must meet customer qualityrequirements.2015 AHIMA's IG Advisors Consulting Services
High-Level Project Oversight forInformation Governance Often an organization requires a project of this size to have anoversight body, steering committee or governance group. Agovernance group will review the project plan deliverables andtimeline at a high level and on a bi-monthly basis. They will alsoadvise the project leaders about suggested changes to makeand/or alternatives to solutions or funding issues. The make-upof the governance group might include some of the followingindividuals:–––––––Chief Financial Officer (CFO)Compliance DirectorChief Information Officer (CIO)Chief Operations Officer (COO)ControllerVice President of Finance/Revenue CycleChief Medical Director2015 AHIMA's IG Advisors Consulting Services
PROJECT PHASES2015 AHIMA's IG Advisors Consulting Services
Project Management Phases Project Initiation: Everything that is needed to set-upthe project before work can start. Project Planning: Detailed plans of how the work willbe carried out including time, cost and resourceestimates. Project Execution: Doing the work to deliver theproduct, service, or desired outcome. Project Monitoring & Control: Ensuring that aproject stays on track and taking corrective actions asneeded to ensure success. Project Closure: Formal acceptance of thedeliverables and disbanding of all the elements thatwere required to run the project.2015 AHIMA's IG Advisors Consulting Services
IG From the Beginning Initiation– A key step in beginning the journey is toextensively plan and define the project / IGprogram.– Fundamental considerations for project definitioninclude determining the project scope, definingdeliverables, resources and estimating the projectschedule, timeline and anticipated budget orfunding.– These elements will serve as a guide the IG team2015 AHIMA's IG Advisors Consulting Services
IG Stakeholders It is crucial to identify organizational stakeholders. This will be a diversegroup as the documentation process depends on and supports a variety ofactivities within the healthcare organization. Stakeholders may include: Department leaders Clinical documentation professionals Coding managers and HIM directors Physician liaisons IT professionals Patient accounts and billing professionals Revenue Cycle Leadership Coding Compliance professionals Informatics and data reporting teams Various clinical staff as determined by the project EHR vendor representatives Project management offices Quality and performance improvement team2015 AHIMA's IG Advisors Consulting Services Revenue Integrity staff Senior leadership
Initiating Phase Obtaining Buy-In for InformationGovernance– Analyzing the business needs and requirementsin measurable goals– Financial Analysis of the costs and benefitsincluding a budget for the IG program orindividual projects– Creating the Project Charter including costs,tasks, deliverables, initial scope statement, andschedule2015 AHIMA's IG Advisors Consulting Services
Ideas for selling IG toleaders Communications must be excellent – clear, crisp and easy tounderstand the value proposition When pitching your idea, focus on what the institution wants to doNOW, not 18 months from now. Be sure to align with what they wantto do TODAY. Must share with customer a clean value proposition.– Better– Faster– Cheaper Must be able to give them:–––––Incremental revenueLower costCompetitive advantageMetric driven reporting and resultsReduced risk (breach, loss)2015 AHIMA's IG Advisors Consulting Services
Information Governance andCompetitive Advantage Does your organization have C-level supportfor information governance who realizes thestrategic insights that can be harnessedfrom information? Does your organization know how to use IGfor competitive advantage?2015 AHIMA's IG Advisors Consulting Services
IG Project Planning Using the Project Charter and Initial ScopeStatement from the Initiation Phase theplanning of IG individual projects begins Main Goals:– Plan the time that the project will take from startto finish– Plan for cost– Plan for resources– Estimate Work needed– Plan for Risk Management2015 AHIMA's IG Advisors Consulting Services
Where is your IG program? Does your organization have an IG programthrough an IG council or steering committee? Does your IG program include formal rolesfor users, custodians and informationstewards are defined and known to theworkforce? Is your IG program fully integrated in theorganization / do all workforce membersunderstand their part in informationgovernance?2015 AHIMA's IG Advisors Consulting Services
Initiation and Planning TasksInitiation and PlanningCreate Charter for IG programCreate Initial IG Project PlanCreate Communication PlanDetermine IG quick winsDefine Executive SponsorsDefine IG teamEngage Project ManagementCreate IG Org ChartEstablish regular team meetingsEstablish budgetTeam TrainingDefine IG roles as neededSite IG Project Kickoff MeetingSite IG Project Planning Meeting2015 AHIMA's IG Advisors Consulting Services
Execute2015 AHIMA's IG Advisors Consulting Services
Activity Time! Quick – write down some ideas ofpossible first steps for your IG projectspecific to your organization. Think “Quick Wins” and pain points.2015 AHIMA's IG Advisors Consulting Services
Execution during InformationGovernance Startup MightInclude: Approve Project Plan with Team Assess status of IG within the organization Begin communications per plan:––––Senior Leadership on BoardInformation Governance Leader identifiedIG Overview education beginsTeam communications begin Build Value Proposition Inventory information stores and paper repositories– Categorize information assets2015 AHIMA's IG Advisors Consulting Services
Execution tasks continued: Create a compelling story (elevator speech) Determine initial IG deliverables– Determine pain point - first deliverable Development of an information classification processfor use and valuation of information Discuss Training needs– Schedule initial training for core team– Core team training complete– Workforce and business partner education begins (IGpractices and principles) Inventory Policies and Procedures to be included inIG program– Begin P&P Review Schedule P&P updates InventoryReports2015 AHIMA's IG Advisors Consulting Services
Execution tasks continued: Map Data Flows / Information Flows– Review current workflows– Develop new workflows as needed Review Job Descriptions / Role Descriptions Enterprise Record Retention Establish protocols to correct errors in theEHR, PHR, Legacy Systems, all informationsystems Begin work on IG Compliance/Monitoringprogram (to the extent possible)2015 AHIMA's IG Advisors Consulting Services
Record Retention Example Does your IG program introduce policiesand processes for retention that complywith laws, regulations, requirements andguidance of certification bodies? Policies and Processes are reviewed andupdated regularly to incorporateimprovement and innovations in methodsfor retention?2015 AHIMA's IG Advisors Consulting Services
Execute Phase will encompassmany needsCompliance Perspectives: Risk Management Audit Privacy and Security Records Management Policies and proceduresLegal Perspectives: Litigation Breach Prevention Records Retention andDestruction Legacy systems and data Roles and ResponsibilitiesTechnology Perspectives: Storage lifespan eMail Mobile devices in healthcare EHR enhancement Document type inventory MPI management Integration strategy / HIEBusiness Perspectives: End user satisfaction CFO / Finance Human Resources Training All business units2015 AHIMA's IG Advisors Consulting Services
Multiple Concurrent IG PlansDifferent IG Projects may run concurrently:1. Enterprise Plan– Policies, Procedures, Schedules with roadmap– Privacy and Security Breach Plan2. Functional or Business Unit Plan– Legal Hold, Record Retention, WorkflowMapping3. Technology Plan– EHR enhancement, Legacy remediation /migration– Mobile device management2015 AHIMA's IG Advisors Consulting Services
Monitoring and ControllingPhase Measuring the ongoing project activities (wherewe are); Monitoring the project variables (cost, effort,scope, etc.) against the project managementplan and the project performance baseline(where we should be); Identify corrective actions to address issues andrisks properly (How can we get on track again); Influencing the factors that could circumventintegrated change control.2015 AHIMA's IG Advisors Consulting Services
Monitoring and ControllingTasks - IG Pilot audit program for InformationGovernance Publish project status report Status meetings and notes2015 AHIMA's IG Advisors Consulting Services
Closure Phase Closing is the formal acceptance andclosing out or end of the project. Documenting lessons learned2015 AHIMA's IG Advisors Consulting Services
Barriers to a SuccessfulProject Poor communication Disagreement between team members or members andmanagement Misunderstandings about due dates, responsibilities, etc System Problems including design issues or lateequipment Union issues Personality conflicts Poor management outside of the project Poorly defined goals and objectives2015 AHIMA's IG Advisors Consulting Services
Questions / Discussion2015 AHIMA's IG Advisors Consulting Services
Resources Google Images was used for all pictures, comicsand imagery. www.Images.google.com Health Information Management (2013) LaTour Chapter 27 Improving Your Project Management Skills(2012) Larry Richman, PMP Project Management Institute, 2013. PMBOK Project Management Absolute Beginner’s Guide(2013) Gregory Horine2015 AHIMA's IG Advisors Consulting Services
Information Governance Often an organization requires a project of this size to have an oversight body, steering committee or governance group. A governance group will review the project plan deliverables and timeline at a high level and on a bi -monthly basis. They will also a
