Accountable Leaders Session #4 - April 2024 by Niagara Health

Accountable Leader Session #4

April 8 and 10, 2024

Indigenous Land Acknowledgment

As part of our continued commitment to diversity, equity and inclusion, we would like to share our updated organizational Indigenous Land Acknowledgment that was developed in partnership with local Indigenous partners:

Niagara Health and Hotel Dieu Shaver are honoured to provide care on lands where Indigenous Peoples have lived for thousands of years with their own unique cultures, identities,traditionsand languages. These lands are steeped in the rich history of the First Nations, such as the Hatiwendaronk,the Haudenosaunee,the Anishinaabeand the Mississaugas of the Credit First Nation.There are many First Nations, Métis, and Inuit peoples from across Turtle Island who live and work in Niagara today.

We are committed to listeningand learning more about the history and current experiences of Indigenous Peoples and acknowledge our responsibilityto take meaningful action towards reconciliation in the healthcaresystem.

Laurel

3 GLRA (Go Live and Readiness Activities) 2 Device Strategy 1

4 Operation Monarch Status Update Leadership Check list #5

Agenda Item #1

AGENDA

Project Status Update

Countdown to go live

*based on a September 28th 2024 go-live Days until Go-Live* 171

Accountable

GLRA

Readiness Activities Demos Digital Dive-in Huddles Roadshows Leader Checklists Training

Leader

Accountable Leader Sessions

• Accountable Leaders sessions will transition into tactical, informative go-live readiness preparation sessions

• This is a sample of topics that will likely be shared

Month

April 8th or 10th

May 13th or 15th

June 10th or 12th

July 8th and 22nd

ProposedTopics

• Devices, Intro to GLRA 150

• Training updates; Testing

• Operational Readiness / Access & Flow planning

• Training Information & Reminders

• Practice Opportunities

August 12th and 26th

September 9th, 16th ,

18th, 23rd, and 25th

• Introduction to Cutover

• Introduction to Go-live & the support model

• Introduction to Downtime

• Transition to Sustainment

• Reminders for Go-live & Cutover

• Go-live Checklist

• Operational Readiness / Access & flow

Device Strategy

Device Strategy

Device Strategy

The Devices Strategy is broken down into two phases:

• Phase 1: includes electrical and networking work, and initial device deployment

• Phase 2: includes setting up the training room devices, device validation, ordering and planning the installation of all remaining devices

Phase 1

• Electrical and network work is underway.

• Devices that can be used in our current state are being deployed to familiarize staff with some of the new devices prior to the HIS change:

❖WOWs

❖Label printers

❖Dual monitors

❖Dragon mics

❖Document scanners

❖Additional computers where applicable

Phase 1 Schedule (April – June)

• WS carts were deployed in March

• FES/PCS carts to be deployed week of April 8

• HDS carts to be deployed April 15 – 26

• NFS carts to be deployed week of May 6

• SCS starting May 23

Device Rollout

Why we are rolling out devices now and what are the benefits?

• Introducing the new technology that can be used in current state introduces some of the changes earlier to help with learning curves

• Eases the pressures of implementing over 4000 devices right before go live

• Helps to flush out any issues or gotchas so that we can resolve before the go live

• Allows the Monarch team to support staff with the technology prior to HIS go live support

• Ensures that we have all of our stock rolled out prior to go-live due, and mitigates any post-covid procurement issues

Device Rollout

• What to do with WOWs once they are on your units?

oHave your staff...

▪ Bring them into patient rooms when caring for a patient

▪ Practice raising them and lowering them

▪ Lock med drawers and logout of the system before walking away

▪ Ensure they are frequently charged

▪ Clean them often, following IPAC best practice

• What not to do with WOWs

▪ Use them to place coffee cups or store snacks

▪ Tape garbage bags to them

Planning for Phase 2

• Planning for Phases 2 is in progress which includes training room builds, device validation, ordering and planning installation of:

• Phlebotomy carts outfitted with mobile label printers

• Armband printers

• Careview monitors

• eSig

• Barcode scanners

• Downtime computers

• Anesthesia computers attached to gas machines in OR

• Briefing notes approved for additional equipment

Lauren Corbett-McGuffin

Introduction to GLRA

Go-Live Readiness Assessments

• Go-Live Readiness Assessments (GLRAs) are an opportunity for the project team and organizational leaders to work together to identify and address project issues.

• They will occur monthly and transition from project to operational ownership as we get closer to go-live.

Go-Live Readiness Assessments

• Each Application stream, technical stream, and other project workstreams will fill out and submit a status slide prior to each meeting, which will contain information/updates on key issues, risks, mitigation strategies, and identify where support is required

• Agendas/invites will be distributed in advance of the meetings

On Track 30 Day Watch 60 Day Critical 90 Day Satisfactory 120 Day On Track 150 Day Cutover

Go-Live Readiness Assessments

• The 150-Day GLRA will include high-level updates from the following workstreams:

• The 120, 90, 60, and 30 Day GLRAs will dive deeper into individual workstreams (e.g. Emergency/UCC; Ambulatory; Lab; Scheduling; Technical – Devices; Training; Cutover) Project Overall Inpatient/Clinical Ambulatory Ancillary & Specialty

Access & Foundations

Business Intelligence & Data Analytics

Applications & Interfaces

Training Readiness & OCM Cutover & Go-Live

Technology & Infrastructure

GLRAs – the role of HIS Project Team Members

• Complete slides by the due date

• Understand the go-live readiness of your workstream and the project overall; ensure that your Operational partners understand as well

• Pay attention to other presentations during the GLRA events. Be listening for how other risks/issues may impact your workstream

• Participate in discussions regarding mitigation plans for risks/issues

• Ask questions on where you may see gaps that need to be filled

• As the GLRAs progress (150 > 120 > 90 > 60 > 30), Project leads will take less of an active role in presenting, with Operational representatives being the primary presenter at the 30 Day GLRA (but please support them!)

GLRAs – the role of Operational Leaders

• Understand the go-live readiness of the project, relevant applications and technical teams for the go-live

• Help with mitigation plans for issues with project team members

• Ask questions on where you may see gaps that need to be filled

• Provide updates on NH/HDS operations that may impact the project

• As the GLRAs progress (150 > 120 > 90 > 60 > 30), Operational Owners will need to take a more active role in presenting, with them being the primary presenter at the 30 Day GLRA

Leadership Checklist 5

CHECKLIST 5

The checklist on the next slide will help you prepare for effectively managing change within your program or unit throughout Operation Monarch’s Go-Live.

These checklists will be essential to understand what you and your team need to do to prepare for go-live.

KNOW – Information you need to be aware of, but no further action is required.

DO – There is an action for you to take.

SHARE – Information we ask you to share with your teams.

SUBMIT – Material(s) you need to return to the project team (i.e. checklist on the next slide)