REPORT TO: Council of Governors
MEETING DATE:
SUBJECT:
AGENDA ITEM:
PREPARED BY:
10 February 2015
Electronic Patient Record (e-Care) Update
8
Nick McDonnell, Head of IM&T
PRESENTED BY:
DATE PREPARED:
Stephen Dunn, Chief Executive Officer
2 February 2015
FOR: Information
EXECUTIVE SUMMARY:
Background
West Suffolk Hospital (WSH) has a vision to create a comprehensive Electronic Patient Record (EPR) which we have called e-Care.
Following a rigorous procurement process the Trust signed the contract for an Electronic Patient Record with Cerner Corporation in September 2014 allowing the Trust to replace its ageing PAS and interface systems with a fully integrated Cerner Millennium system bringing our information and patient management systems up to the latest level.
WSH consultants are at the heart of e-Care and are currently assisting the Project Teams localise the system workflows to align with Trust processes and patient pathways which will be used to develop and build our required e-Care system.
High Level e-Care Programme plan

Achievements To-Date

Completion of all three workflow checkpoint events

First programme readiness gateway signed off and agreed

Project Initiation Document signed off

Scope for e-Care agreed including Paediatrics agreed

Current workflow mapping completed

Migration software installed

Domain availability to enable clinical system acclimatisation events

Transformation events planned and being delivered

Current PAS contract with new option to extend support until April 2016

Approaches to Smartcard and e-Care 2015 code agreed
The next phase of e-Care work

Future state work flows are currently being completed by the change team (60% completed and signed ) and on plan to be completed by the 16 th Feb

Test scripts are currently being aligned to the future state workflows and will be available for the end of March

Integration testing planned for Feb 2015

The first build of the e-Care system is planned for March 2015

Clinical led hardware profile to be undertaken and presented for March 2015

First trial load supporting the migration of WSH data into the new e-Care begins April 2015
Key Dates
Baseline
Start
Fcst / Actual
Start
Baseline
End
Fcst /
Actual End
RAG
Future State Validation
Event
02/02/2015 02/02/2015 06/02/2015 06/02/2015 Green
System Testing 1 16/02/2015 16/02/2015 27/02/2015 27/02/2015 Green
System Testing 2
Maintenance Training
16/03/2015
30/03/2015
16/03/2015
30/03/2015
27/03/2015
03/04/2015
27/03/2015
03/04/2015
Green
Green
Integration Testing 1
Integration Testing 2
27/04/2015
01/06/2015
27/04/2015
01/06/2015
15/05/2015
15/06/2015
15/05/2015
15/06/2015
Green
Green
Conversion 01/11/2015 01/11/2015 01/11/2015 01/11/2015 Green
Programme Exceptions
Although the Programme is reporting as green it’s important to raise concerns that the Programme timescale is being challenged due to the pace of the Programme and the significant amount of work required to meet the key milestones. Work off plans are in place and additional resources agreed
As the Trust failed in both the Nursing and the EPR Tech bid to secure external capital funding work is being re-planned in supporting the Trust with the appropriate computer hardware, Nursing are leading on an approach which will both support benefits while delivering improvements for the nursing team and the patient
In the meantime the Testing team are working in conjunction with the Change team localising test scripts and future state workflows. Although Cerner provide some UK standard Test script these will need to localised and aligned with our local workflow and this will be reviewed in light of the acceptance of the latest 2015 Cerner version of software.

Migration is supported by a company called Stalis who provide the technology and experience n major system migrations however organisations will always extract the data and the team are mindful of the need to support the data quality, the concerns around getting the mapping process correct and what general issues surrounding RTT data
Reporting/PIEDW reporting strategy draft has been circulated and some limitations have been raised. A planning session was held on 14th January with a follow up planned for mid-February and a separate document and approach is being written to address any concerns.
Meeting with TPP has been held to gain additional assurance the Trust are now waiting for a written response from alongside the necessary plans.
A meeting has been held on 15th January to agree the smartcard approach and a decision has been made to go for a blended approach, i.e. a mixture between smartcards and explicit logins to support mobile device access.
The Programme Board have agreed a Go-Live date of the 1 st Nov 2015 and it is planned that we communicate this to the wider population as and when we have completed the first trial upload.
The transformation leads are carrying out engagement events over the coming weeks, to work through the new workflows with staff across the Trust. Sarah Jane Relf (SJR) has joined Helen Beck and will work as the transformational lead between e-Care and the organisation. SJR will lead the transformational work-stream and join the project group meetings to align e-Care and the transformational work within the Trust.
Key Risks
TPP and Order Communications
The Trust is dependent on TPP deploying their new pathology system at West Suffolk by June 2015- await assurances
Finance
As the Trust failed to acquire NHS Technology Funds this is likely to lead to a gap in a future hardware gap -business case to support change outside of budget
Data Migration and RTT
The migration of data, particularly the 18 week pathway data will be a real challenge to get resolved before Go-Live.-RTT and DQ planning underway with migration supported via Stalis
Data Quality and Reporting and Resources
Cerner have flagged that the Trust require a full time Project Manager to support the move to Cerner’s data warehouse work stream as there is a limited resource; however, plans are being developed to support this piece of work.