Leadership Playbook #3 - December 2023

Hospital Information System Project Leadership Playbook

Leadership Playbook #3 Winter 2023

Accountable Leader Playbook #2

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Hospital Information System Project Leadership Playbook

Table of Contents Table of Contents ...................................................................................................................................... 2 Project Monarch Change Coalition ........................................................................................................... 3 Vision Statement........................................................................................................................................ 4 Suggested communication opportunities for Engage Phase ................................................................... 5 Project Monarch Timeline.......................................................................................................................... 5 Benefits Realization ................................................................................................................................... 6 Benefits Realization Strategy Goals ...................................................................................................... 6 Benefits Realization Summary............................................................................................................... 7 Project Monarch Decision Making ............................................................................................................ 8 Governance Structure review ................................................................................................................ 8 Decision making principles .................................................................................................................... 8 Decision pathways ................................................................................................................................. 9 Examples of key decisions..................................................................................................................... 9 Project Pulse Survey Promotion ............................................................................................................. 10 Accountable Leader Checklist................................................................................................................. 11 CHECKLIST: Engage Phase ............................................................................................................... 11 CHECKLIST 3: Template ..................................................................................................................... 11 Appendix – Project Monarch Key Messages .......................................................................................... 13 Where to find more information or provide feedback ............................................................................. 15 References:.............................................................................................................................................. 15

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Project Monarch Change Coalition This Project Monarch Leadership Playbook is the third in a series of toolkits created to provide you with project updates, key messages, communication tactics, resistance management coaching and other relevant information to support Niagara Health and Hotel Dieu Shaver leaders in their journey as a Project Monarch Sponsor or Accountable Leader.

A change coalition is a group of people who: • • •

truly believe in what you hope to accomplish overcome resistance to lead the change effort lead the organization through the change by working as a team to accomplish the goal

An Accountable Leader is essential to the success of the project by coaching your teams in understanding the impact a new hospital information system (HIS) will have on behaviours, policies processes, environmental and technical aspects of this transformational change.

This playbook will provide Sponsors and Accountable Leaders with information on:

• • • • •

Communication opportunities for Engage Phase Project Monarch timeline review Project Decision making process Training – Millenium sneak peak Checklist #3

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Vision Statement

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Hospital Information System Project Leadership Playbook

Suggested communication opportunities for Engage Phase • • • • •

Take advantage of Project Monarch huddle scripts to share with your team.

Refer your team members to the Project Monarch SourceNet or E-Span page for detailed project updates.

Communicate directly during 1:1s, or with the team to share key messages from your perspective and the benefits for your team (found in Appendix A).

As a Sponsor or Accountable Leader, clearly and consistently communicate when you are available to provide support to team members that may have questions and struggling to accept the change.

In all communications and presentations, reinforce the reason for a new HIS, the risk of not changing and evolving project updates.

Project Monarch Timeline Project Monarch continues to be in the Engage Phase. This follows the align phase and will continue until the activate stage which begins at go-live at the end of September 2024. Following go-live will be the measure stage which will include sustainment and measurement activities.

Engage Phase highlights:

• Iterative Workshops – June 2023 - April 2024 • System Testing – October 2023 - April 2024 • Align Gateway & Quality Check – Sept 2023 • Benefits Realization Workshop – December 2023 • Device Deployment January-September 2024 • Validate Gateway & Quality Check – January 2024 • Clinical Process Review – February 2024 • Integration Testing – March - July 2024 • End User Training – August-September 2024 Activate/Deployment Phase starting June 2024 - includes historical uploads, training prep/training, learning labs, favourites fairs, dry run and go live.

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Benefits Realization The primary goal of a Benefits Realization strategy was to develop and implement a robust enterprise benefit realization strategy that aligns with the Niagara Health and Hotel Dieu Shaver's Strategic plans ensuring the successful identification, execution, achievement and sustainability of the intended benefits of the new HIS system. This strategy will include enterprise and solution specific Key Performance Indicators (KPIs).

KPIs are a measurable outcome of actions carried out by users of the hospital information system. They are specific, measurable, achievable, realistic and time delineated (S.M.A.R.T.)

Benefits Realization Strategy Goals

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Benefits Realization Summary •

• • •

Nine (9) enterprise KPIs were approved by Niagara Health and Hotel Dieu Shaver Executive Leadership at the Benefits Realization Workshop on December 7, 2023. o Five (5) of these are patient experience focused KPIs; and four (4) are staff experience focused KPIs that align with the six project goals.

An Executive Owner, Accountable Owner, SME and Analyst have been identified for each enterprise KPI. Nineteen solution teams were engaged with to identify and prioritize over 140 Oracle Health recommended KPIs. o A total of 64 solution specific KPIs were prioritized across 19 solution teams For more information on the benefits realization strategy, solution specific KPIs or measurement tactics, visit the Project Monarch SharePoint site or E-Span page.

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Project Monarch Decision Making Many leaders have been asking questions about project monarch decisions. Below is a review of the governance structure, project decision making considerations and the decision pathway.

Keep in mind the decision-making structure was designed to ensure frontline users are responsible to make 75-80% of the decisions as we go through the implementation of designing a new hospital information system.

Governance Structure review

Decision making principles

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Decision pathways

Examples of key decisions • •

September 2024 Go Live date approved at DSSC HDS has decided to not proceed with Savience – Appointment Manager as the number of no shows and lack of ROI does not provide benefit for implementation • EMHware will continue to be used for OCAN / IAR submission as Oracle Health indicated they could not guarantee a solution to this in a timely manner • Abelmed will be sunset – users will move to using Millennium for WSIB submissions • NH Lab result reporting to OLIS – Implement a direct connection between Millennium and OLIS (essentially maintaining a direct feed), thus reducing points of failure, streamlining the correction process and eliminating the reliance on external interface partners • Strategy for prioritization of reports for conversion into Millennium has been agreed to • Radiology bill only codes will be added following the procedures in Millennium For an up-to-date list of Project Monarch Key decisions, visit the Niagara Health SourceNet page or Hotel Dieu Shaver’s E-Span page.

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Project Pulse Survey Promotion Promote the project pulse survey to your teams during team meetings, huddles, 1:1s, presentations or any available opportunities. Please use this slide as a reference or during presentations.

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Accountable Leader Checklist CHECKLIST: Engage Phase This checklist will help you prepare for effectively managing change within your program or unit throughout Project Monarch’s implementation. These checklists will be distributed with updated playbooks at key milestones within the project.

For this phase, here is what you need to: • 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 – Submit form via this link https://forms.microsoft.com/r/eQZpUs3RgW or by scanning this QR Code with your mobile device.

CHECKLIST 3: Template Name:

Unit/Team:

CHANGE JOURNEY STEP

TO-DO LIST

ACTION

DUE DATE

Understand the Change

Attend an Accountable Leader Check-in session. Ask questions about how change will impact your team.

DO

Dec 6

Identify where to get information about project decisions

KNOW

Dec 15

Understand how project success will be measured.

KNOW

Dec 30

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DONE

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Adapt to the Change

Manage the Change

Submit

Identify benefits of the change within your program or unit and share with team members.

SHARE

Jan 30

Identify groups or individuals that are resisting the change.

DO

Jan 15

Ensure you have a huddle visit scheduled with the HIS Team (contact Zachean Bowleg, HIS Training Specialist).

DO

Dec 30

Create a resistance plan to address the challenge. Seek support as needed.

DO

Jan 30

SHARE

Jan 30

DO

Jan 9

SUBMIT

Feb 15

Project Pulse Survey is promoted and shared with all team members.

Create an opportunity for yourself and Change Agents to collaborate on innovative ways to share Pulse Survey with your team members.

Submit your responses in your checklist record by clicking here.

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Appendix – Project Monarch Key Messages Project Monarch key messages can be found on Project Monarch SourceNet page or Hotel Dieu Shaver’s E-Span page.

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Where to find more information or provide feedback Project Monarch SourceNet page (NH) Project Monarch E-span page (HDS) Refer to the FAQs on SourceNet (NH) or E-span (HDS) Email Project.Monarch@niagarahealth.on.ca SourceNet (NH) Feedback form E-span (HDS) Feedback form

References: 1. Change Management: The People Side of Change; J.M. Hiatt, T.J. Creasey, Second edition, 2012.

2. Best Practices in Change Management: 10th Edition; Prosci Inc., 2018.

3. Leading Change, J. Kotter, 2012

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