Clinical Documentation Library (CDL) Highlight Report 22/02/10
Appendix A
Key Milestones
Accomplishments
 Some issues from testing fixed and delivered 11/02/2010 with further fixes due by 20/02/2010
 The consultant table has been made available on the Data warehouse
 The server to support the Intranet has been purchased and built
Key Issues & Risks
Mitigating Actions
1. Agreement to rationalise templates for
each unit for all clinical units
1. The project team is working with the clinical
units taking part in the pilot
2. Agreement from GPs to provide surgery
email addresses for emailing discharge
summaries
2. Surgery email addresses are now being
collected and supplied to the PAS team for
updating
3. Lack of single referral management
process to ensure that referrals are
captured on arrival
3. It has been agreed with the Director of
Operations that this process will only take
place in Centralised bookings
4. Issues with adding historic documents if
not appropriately filed and named
4. Agreed with Users to change file names
accordingly
5. Setting up Clinical Documentation library
on Intranet with advance search facility
5. There have been issues raised which has
prevented the migration of the existing
Intranet to the new server.
6. To redesign the Clinical Documentation
Library Interface (Phase 2)
6. In progress. Waiting for the SharePoint server
to be configured
7. Ongoing management of the system after
Go Live
7. There is a requirement for a system manager
to maintain and run the system
Server Development and
configuration
30/06/09
COMPLETE
Agreeing templates for pilot
units
19/06/09
COMPLETE
Xanadutec end to end
system implementation
13/08/09
COMPLETE
CIMS end to end
implementation
13/08/09
COMPLETE
PHASE 1
Authorisation process
30/09/09
COMPLETE
Populating Clinicians
demographics
March 2010
Adding historic documents
for the 3 pilot units
09/04/10
SLIPPED 2W
Completion of testing
(additional fixes)
12/03/10
SLIPPED 2W
Final software and hardware
configuration
26/03/10
SLIPPED 4W
Deliver training (for 3 units)
23/03 - 31/03/10
SLIPPED 2W
Pilot go live with 3 units
12/04/10
SLIPPED 2W
 Testing of fixes delivered in readiness for Clinician Demo (see below)
Go live for remaining units
(one unit at a time)
May - Sept 2010
SLIPPED 2W
 Clinician demos arranged over 8th, 9th, 10th March 2010
PHASE 2
 Both scanning and Intranet testing to be completed by 28/02/10 have slipped due to Technical
issues with Intranet server (Issue 5). Rescheduled to be completed by 05/03/10
Delivery of Scanning of
referrals process
COMPLETE
Testing
05/03/10
Upcoming Activities
 Finalise development of e-learning training material for training to commence w/c 11/03/10
 User acceptance testing and trial run of training materials
Corporate Document Library Project as at 22/02/10
Accomplishments
Key Milestones
 IM & T policies have been published on the RNOHWeb Policy and Procedures
Training for
Administration Users
COMPLETED
Integrate IM&T Policies
13/11/09
COMPLETED
Search facility
COMPLETED
Go live IM&T Pilot
16/11/09
COMPLETED
Migration of HR Policies
26/02/10
Announcement to Staff
01/03/10
Review Pilot after staff
feedback
31/03/10
Migration of remaining
10 areas
31/05/10
Review of Process and
Set up
June 2010
Close Corporate\Policies
on Network Drive
July 2010
July to
August 2010
Phase 2
Guidance for
Directorate Policy
Keepers
 Further development of the module to provide full workflow to support our
requirement
Identification & Training
for Policy Keepers
July to
August 2010
PHASE 2
Completion of
Workflow Development
To be
planned
Key Issues
Mitigating Actions
1. Publishing Trust wide policies and
procedures
1. Milestone Plan added to this report.
HR and Corporate affairs are
responsible for the delivery of this
plan
Upcoming Activities
 Develop a Communication Plan for the Trust Go Live – HR policies to go-live after the
IM&T policies
 Incorporate all policies into the Corporate Document Library
Real Time Patient Feedback Project as at 22/02/10
Accomplishments
Key Milestones
Key Issues
Mitigating Actions
1. None
1. None
Upcoming Activities
 Integrate the data into the Data Warehouse
Proof of concept
21/08/09
COMPLETE
Demonstration to
stakeholders
21/08/09
COMPLETE
Finalised form factor
21/08/09
COMPLETE
Approve Design
30/10/09
COMPLETED
Confirm Data Items
30/10/09
COMPLETED
Create web application
08/11/09
COMPLETED
Design survey
13/11/09
COMPLETED
Create reports
20/11/09
COMPLETED
Testing
27/11/09
COMPLETED
Deliver training
04/12/09
COMPLETED
Go live
07/12/09
COMPLETED
Reporting Requirements
for Insight
TBC
 Confirm reporting requirements from Insight
 Additional questions to be added to the questionnaire
RNOH 1+1
Single Sign On & Context Management Highlight Report at 22/02/10
Key Milestones
Project Schedule and Preparation
Activities
15/05/09
COMPLETE
Bridge Development Environment
Established
18/05/09
COMPLETE
Vergence Design Complete
22/05/09
COMPLETE
Bridge Development Complete
24/07/09
COMPLETE
Roll out Strategy/Planning
Complete
14/08/09
COMPLETE
Testing Complete - Trust
Acceptance of Functionality
19/10/09
(SLIPPED)
Pilot Phase 1
4/09/09
COMPLETE
Bridgeworks Training
24/09/09
COMPLETE
Pilot Phase 2
30/10/09
COMPLETE
Push 1
2/11/09
COMPLETE
Push 2
13/11/09
COMPLETE
Upcoming Activities
Push 3 (Slope)
 Completion of Single Sign on and Context Management functionality for RadCentre. This will enable
us to complete the Push 6 roll out for Imaging
12/12/10
COMPLETE
Push 4 (BTU &remaining Wards)
22/01/10
COMPLETE
Push 5 (Bolsover Street &
Outpatients Clinic Rooms)
5/02/10
COMPLETE
Push 6 (Imaging & Therapies)
March 2010
(Slipped)
Accomplishments

Implementation now 90% complete (we have just completed Bolsover Street and Stanmore
outpatients). Feedback from clinicians has been positive

Remaining areas are as follows:
1. Therapies – to be deferred until Therapies organisational changes are complete
2. Imaging Stanmore and Bolsover Street – to be deferred until single sign on capability is
available for RadCentre
Outstanding Issues
Mitigating Actions
1. Patient information sharing across systems will
not work if the patient does not have a NHS
number booked in the Trust systems. This
presents a clinical risk as users may view the
wrong patient details in a particular system.
1. The team is currently working to provide a
solution which will ensure that when
searching for patients with no NHS
numbers in one system, subsequent
applications will yield no results and force
the user to repeat the patient search .
Supplier to advise ETA
2. Completion of Single Sign on and Context
Management capability for RadCentre needs
to be completed so that we can proceed to roll
out to Imaging in Stanmore and Bolsover Street
3. Some Clinicians have requested some changes
to ICE to enhance patient context sharing
2. RadCentre Single Sign on functionality
expected 19/02/10
3. Supplier to advise ETA for ICE
amendment
 Completion of RNOH 1+1 Operations Manual and handover to relevant System owners and IT
Support
 Debrief and Lessons learnt to be completed with the Supplier
RNOH INSIGHT Status Update as at 22/02/10
Key Milestones – Phase 1
PAS DATAFEED
Accomplishments
Sign off PAS Data Transfer
Data Warehouse
26/02/10
 PAS load validation is approaching completion – the number of data issues arising from validation is
now considerably less (2 key themes) and can be handed over to the Data Quality working group for
long term resolution and management
RADCENTRE DATA FEED
Initial Data Mapping complete
12/02/10
 RadCentre data model is being constructed in the Data Warehouse and Data transfer into the
Datawarehouse has started and we will look to validate the data during the course of February and
March
Design re linking RadCentre data to
PAS referral complete
15/02/10
Insight Reporting
Initial RadCentre Data Transfer
complete
26/02/10
(Approx)
 Completed work on Data Warehouse sourced Phase 1 Reports that are solely reliant on PAS data
(based on the requirements raised by the work streams) .
Initial RadCentre Data Load
validation complete
12/03/10
 Commenced discussions with Finance on phase 2 PLC reporting requirements.
Net change process complete
TBC
 Commenced discussions with Therapies on therapies data transfer into the Data Warehouse and
associated information requirements
Net change validation complete
TBC
Key Issues & Risks
Mitigating Actions
Sign off RadCentre Data Transfer
1. Given the absence of referral information in
RadCentre, we are currently not able to RadCentre
patient exam information to the referral information in
PAS
1. We are currently analysing RIS and PAS
data to find the optimal way to link them
31/03/10
(Approx)
PHASE 1 BUSINES INTELLIGENCE REPORTS
Completion of Operational
Workstream Reporting Solution
May 2010
Data Warehouse
Completion of PBR Clinical Coding
Reporting Solution
June 2010
 Completion of Data cleansing effort and validation of PAS load and automated update process –
Sign off of PAS Data transfer in the Data warehouse
Completion of Clinician Workstream
Reporting Solution
June 2010
 Completion of Imaging data transfer into the Data warehouse
July 2010
Insight Reporting
Completion of Executive Information
Workstream Solution
 Publish Data warehouse sourced (those purely reliant on PAS data) reports on the Insight Portal
following PAS Data transfer sign off
Completion of Data Quality
Workstream Reporting Solution
July 2010
 Conduct a design Review of Insight to assess current v target usability/look and feel of reports and
ensure that the reporting tool meets the information needs of the intended audience
Development of Phase1 reports and
Business Intelligence Output
July 2010
Upcoming Activities
RNOH INSIGHT Detailed Work streams Report
RNOH Insight Business Intelligence Work streams
PHASE 1
Operational Work stream (led by Claire Euesden)

A number of interim reports (using excel and access database sources) have been completed to meet those requirements and published on Insight (new
to follow up ratio for Inpatients and Outpatients, Discharge Monitoring , Pre Op Assessment and Screening activity)

The project team have completed the reports that are reliant on PAS sourced data from the actual Datawarehouse. These are ready for review by the
Work stream lead.
Executive Information Work stream (led by Saroj Patel)

The project team have completed the reports that are reliant on PAS sourced data from the actual Data warehouse. These are ready for review by the
Work stream lead.

PBR Clinical Coding (led by Andrew Wheeler)

An interim report (sourced from an access database) has been created and published on the Insight Portal

The project team has created some reports directly sourced from the Data warehouse, which are being reviewed by the work stream.
Clinician Work stream (led by Dr Maya de Souza)

The project team has created a number of reports based on the work stream requirements. These are now being reviewed by the work stream lead. A
feedback session is scheduled for this week.
Data Quality Work stream (led by Colin Waller)

A Data Quality Dashboard is being created by the project team using the Insight Reporting Tool, which will be reviewed by the Working Group.

A Data Quality working group consisting of key personnel from across the various units and areas in the trust have completed the following:
 Confirmation of assigned areas of responsibility
 Interim review of Data Quality Dashboard
 Confirmation of responsibilities for Monitoring the Dashboard
 Review of Updated Data Quality Policy
PHASE 2
Patient Level Costing Work stream (led by Cai Morgan)- deferred to Phase 2 (at the request of Cai Morgan)

Analysis with the work stream team has commenced on the required data attributes for PLC and their required source.
The agreed plan/approach is to consolidate all required data elements for PLC in the Data Warehouse, the required algorithm will be applied to the output
in COMBO CC by HealthCost. The data will then be fed back to the Data Warehouse and then reported via Insight.
Therapies Work stream (led by Heather McDowell) – Phase 2

A kick off meeting was held with the Work stream lead

The agreed plan is for the project team to build a feed from the Community module of PAS into the Data warehouse for Therapies information and
map the Tiara information to the Community data structures.
Orthotics Paper Lite Project as at 22/02/2010
Key Milestones
Accomplishments
 Further software updates have been applied as bugs are found as testing has progressed.
 Equipment requirements have been delivered except washable keyboards. This will not prevent
the commencement of the pilot
Key Issues
Mitigating Actions
1. Further issues have arisen from testing
the application relating to the Calendar
integration with the PAS.
1. This is being investigated by the supplier
Upcoming Activities
Delivery of Completed
Application (after testing fixes)
Feb/Mar
2010
Application Testing Sign Off
Feb 2010
SLIPPED 8w
Install Wireless and Network
Points
COMPLETED
Interface Software
COMPLETED
Test Interface Software
COMPLETED
Deliver training
Mar 2010
SLIPPED 12w
Pilot Go live
Feb 2010
SLIPPED 8w
Go Live
Mar 2010
SLIPPED 8w
 Completion of Testing Scenarios and Test Scripts
 Business Continuity Plan and Operational Plan to be completed
 All additional equipment to be installed – 22/02/10
 Set up of the Live environment in readiness for Pilot – 22/02/10
 Limited pilot testing from 22/02/10
 Full Implementation plan to be completed
March 2010
Post Implementation Issues and
Support
Mar 2010
onwards
PAS Discharge Summary Project as at 22/02/2010
Accomplishments
Key Milestones
 An interim Drugs database has been provided to the PAS supplier to update the drugs tables on
PAS
Application and Process Testing
COMPLETED
Training for Pilot Users
MARCH
2010
SLIPPED 12w
Pilot Go Live
March 2010
SLIPPED 12w
Go live
APRIL 2010
SLIPPED 12w
 A discussion has taken place with the PAS supplier to set up a facility to load updates to the
table. This cannot be completed until agreement is reached on the final source files and their
structure
Key Issues
Mitigating Actions
1. Finalising Discharge Letter template to
work within PAS
1. Defined minor changes required are being
updated to the letter within PAS
2. Embedding of process changes in areas
and with personnel where Discharge
Summaries are to be completed
2. A meeting has been arranged with the
“lead” Ward Clerk to discuss the process
and embedding change
3. Some changes may be required for Go
Live
3. Raise the changes with PAS Supplier with a
view to prioritising early development
4. Key resource has been distracted by 18
weeks information development
4. There are still some issues but the call on
their time has reduced but not disappeared
Upcoming Activities
 Continue to work with the PAS supplier to get the Drug Database uploaded with a process to
update this regularly
 Set up standard phrases as appropriate
 Obtain Clinical Sign off to the process
 Establish Training Plan
 Deliver Training
March 2010