Email:ckesinger@PMOway.org 2.2 Roles and Responsibilities Matrix Contractor Staff, Roles and Responsibilities: The Contractor will provide the following support to the UMG Document Management Project Team: Contractor Role Function Responsibilities Executive Sponsor This individual will be a high level member of the Contractor’s Senior Leadership Team—not a Sales resource. He/she will represent the Contractor at all read-outs to the Project Steering Committee. Overall relationship management between Contractor and UMG Project Leader This individual will be dedicated 100% to the Project, and will interface directly with the UMG Document Management Project Leader. The Contractor Project Leader will be tasked with reporting out to the Steering Committee on an agreed upon schedule. Primary responsibility will be to ensure contractor delivers against plan on time and on budget. The contractor Project Leader will function in close association with the UMG’s Project Manager to ensure successful implementation of the project. Technical Leaders, both Application and Infrastructure These resources will interface with their respective counterparts on the UMG team, and will ensure solution meets UMG’s application and infrastructure standards. The contractor will provide technical support for the analysis, build, and implementation of the project. The technical team leaders will work closely with the CIO to ensure installation of the software and optimal technical performance of the system. Legal/Procurement resource Represent the Contractor in all contract discussions. Will act as the primary contact for all contract discussions and negotiations, with input from the Contractor’s and UMG’s broader team. Training Transfer knowledge for the new system and processes to UMG users, including physicians, nurses, The trainer is responsible for ensuring transfer of knowledge in use and minor troubleshooting of the system to the HIM director
Timing for digitizing records based on prioritization levels in Section 3. Contractor Recommended scanning resolution for document digitization. Contractor Estimates on productivity in terms of increasing number of patients seen, decreasing patient wait time with fully digitized records. Contractor UMG Cost of system, both one-time and recurring charges, including reps/warranties, maintenance charges. Contractor Training plan for Contractor Transition plan for document management/shredding activities currently being provided by Iron Mountain. Contractor UMG Iron Mountain Coordination of workflow/best practices with University Hospital for document scanning and upload. Contractor UMG University Hospital Project Status Updates UMG Contractor Project Management Contractor UMG 5.2 Exclusions This project is strictly limited to document management, and does not include replacement of any of the functionality that currently exists in the Epic EMR system (ex: CPOE, ePrescribe, etc). Document storage, either prior to or post- scanning, is not a contractor responsibility. 5.3 Deliverables Key Deliverable Responsibility Acceptance Criteria Approval Required Statement of Work Project Team Use UMG SOW template Steering Committee Business Requirements Document IT Application Leader IT Infrastructure Leader Use UMG BRD template CMIO, Business Owner, Project Team Design Specifications IT Application Leader IT Infrastructure Leader Use UMG DS template Project Team Document Imaging Plan Contractor Project Team Samples provided from UMG; contractor to scan at several resolutions. Project Team
UMG to choose best output. Install System in One UMG Location as Pilot IT Application Leader IT Infrastructure Leader System functional for at 10 users for 30 days. Steering Committee Review Pilot Results, Refine System Project Team Measured against stated project deliverables Steering Committee Project Team Large Scale System Implementation Contractor Project Team IT Application Leader IT Infrastructure Leader Measured against stated project deliverables Steering Committee Project Team Track Success Metrics Project Team Measured against stated project deliverables, user and patient satisfaction, and business goals. Steering Committee Project Team 5.4 Milestones Key Deliverable Responsibility Timeframe Approval Statement of Work complete Project Team 10/15/11 Steering Committee Project Team RFP approved for distribution Project Team 10/31/11 Steering Committee RFP distributed Project Team 11/1/11 Steering Committee Conference call to answer questions on RFP (all contractors to participate). Project Team Contractors 11/15/11 General Counsel RFP response deadline Contractors Project Team 12/1/11 n/a Contractor presentations, including system demonstrations Contractors Project Team 1/6/12 thru 2/1/12 Contractors Project Team Vendor selection, contracting Project Team 2/1/12 thru 3/1/12 Steering Committee Project Team Contractor Scanning and system development underway Contractor 3/1/12 thru 5/1/12 Contractor System testing and acceptance Contractor Project Team 5/1/12 thru 6/1/12 Pilot implementation Contractor Project Team Project Team 6/1/12 thru 7/1/12 Project Team Contractor Phased enterprise-wide implementation, including training Contractor Project Team 7/1/12 thru 12/1/12 Project Team Contractor