San Francisco Department of Public Health

IT and Epic Project Update

Health Commission, January 15, 2019

Critical Path to Success 1: Organizational Readiness

through Governance and Active Transformation

Go Forward Initiative

(GFI)

EHR Program

Governance

IT: Implementation & Adoption

Readiness

2

14 Go Forward Initiatives (GFI):

Tactical Strategies to Enable and Transform DPH

Execute EHR Program

Integrate Operations

Strengthen Infrastructure

• Security and Privacy

• IT operations

• Network and facilities

IT: Tactical Strategies to Enable

and Transform DPH

3

❑ Clinical Refresh update❑ Seven clinics completed with four to go

❑ Tom Waddell Urgent Care Epic ready refresh

❑ Average network uptime for 2018: 99.978%

IT: Infrastructure Accomplishments

The busy process of VDI Installation at

Tom Waddell UC:

4

IT: Improvements – 2015 to 2018

5

Measure 2015 2018 Q4

Average major incidents or events/month 11.0 2.33

Unresolved IT tickets 14.32% 5.26%

Customer indicates IT Service Desk

Helpful38% 84%

ServiceNow

6

❑ Phase 1 launching in January, to include:

❑ Modernization and automation of IT ticketing

❑ Help Desk Management

❑ Service Request Management

❑ Change control, asset management, knowledge base and various tools

❑Goals:

❑ Improve IT processes to ensure high availability, reliability, security and customer satisfaction

❑ Talent Management

❑ Fill key IT Leadership

❑ Recruitment & Retention

❑ Develop staffing plans

IT: Staffing

7

IT: What’s Ahead

8

❑ Talent Management

❑ Vendor Management

❑ System Decommissioning planning

❑ Security and Business Continuity

❑ Strategy Development

❑ ServiceNow – IT Service Management

9

2019

Today

Jan Mar May Jul Sep Nov Jan Mar May Jul Sep

Phase 1a Go-Live!

Feb 1 Jan 15

Groundwork

Planned

Direction

Setting

Adoption & System Configuration

Testing

Training

Post-Live

Optimization

2018

Epic: Wave 1a Schedule

Wave 1:

◼ ZSFG

◼ Behavioral Health Center

◼ Laguna Honda Hospital

◼ Primary & Specialty Care, TB Clinic

Actual

Actual

Actual

Planned

Planned

Planned

10

Epic: Future Wave Timeline

Go-Live DPH Programs

2020Population Health Division

Maternal Child and Adolescent Health

2021 Jail Health Services

2021/2022Behavioral Health Services

Laboratory

11

Epic: Accomplishments

Since last update (October 2018):

❑ Finalized training locations and schedule

❑ Confirmed plans for Feb. 2019 Epic Upgrade,

which includes specific updates to Long-Term

Care built with SFDPH in mind

❑ Migration of data from legacy systems to Epic

❑ Application testing is ahead of expectations

12

Epic: Accomplishments

As of 1/2/19, we have completed:

Approx. 20,000 Build Tasks

964 Full Functional Test Scripts

503 Primary Functional Test Scripts

271 Application Test Scripts

13

Epic: Key Activity Status Update

Application Current StatusPrevious

Status

Design and Build

Testing

Training

Interfaces

Infrastructure and Technology

Go-Live N/A

Contracts and Budget

= on target, = watch, = critical

14

Go-live Readiness

What is a GLRA?

GLRAs are Go-Live Readiness Assessments that take place at

prescriptive intervals based on Epic implementation guidelines. We

will use these assessments to identify project risks and

communicate concerns about our readiness prior to go-live.

Schedule:

120 Day GLRA: March 20

90 Day GLRA: April 24

60 Day GLRA: May 22

30 Day GLRA: June 26

15 Day Countdown to Launch: July 10

IT: What’s Ahead - Epic

❑ IT focus over the next 12 months: Ensuring

successful testing, training and readiness for

go-live

❑ Testing to be complete by end of May

❑ Training

❑ Logistics and contracts to secure for go-live

❑ Command Center preparations

❑ Go-live support planning

❑ Cutover planning

15

16

❑ Training❑ What DPH staff and managers can expect with

eLearning and in-classroom instruction

❑ Go-live planning❑ Clinic and patient load during go-live timeframe

❑ Post-live support❑ Super Users

Next time: expect more on . . .