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Strategic Planning and Strategic IT Planning

Interactive Educational Modules

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Have you recently (in the past 2-3 years) created a Strategic Plan?

Click Here if Yes

Go to Next Slide if No

Strategic Planning and Strategic IT Planning: Module 1-Overview

Have you assembled a multi-stakeholder Strategic Planning Team?

Strategic Planning and Strategic IT Planning: Module 2- Strategic Planning

Click Here if Yes


Create a Multi-Stakeholder Strategic Planning Team Including CIO

Guidelines for creating planning team:

• Include the chief executive and board chair on the planning team

• Establish clear guidelines for selecting other members of the planning team

• Make sure the planning team is representative of the organization’s residents/clients and surrounding community

• Make sure the planning team includes several key members

• Make sure to include the chief information officer to ensure thinking strategically about technology and implications of strategic planning on the IT infrastructure

For additional information please see sections 3 and 4.2 of the workbook.


Complete; Go to Next Slide

http://www.leadingage.org/Strategic_Planning_Governance.aspx

http://www.leadingage.org/Strategic_Planning_Approaches.aspx

Is Vision-Based Strategic Planning the most appropriate approach for you?


Click Here if Yes


Agree on Strategic Planning Approach6 major planning approaches:

• Vision or Goal-Based Planning: for organizations that have resources, don’t have pressing immediate issues, and have been successful in this kind of planning

• Issues-Based Planning: for organizations with a number of issues that need immediate attention, and limited resources

• Alignment Model: for fine-tuning strategies to improve results

• Scenario Planning: this planning usually supports other approaches

• “Organic” (or Self-Organizing) Planning: for certain organizational cultures

• Real-Time Planning: for organizations operating in rapidly changing environments

For additional information please see section 4.3 of the workbook.




Have you conducted an Environmental Scan?


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Conduct Internal/ External Scan including Technology Trends

External scan should describe:

• Political, economic, social and technological trends in the broader community

• The organization's immediate service area and potential clients

• Opportunities and challenges/ weaknesses

• Competition and other organizations in the service area

Internal scan should describe:

• Current organizational performance and competencies

• Identify why the organization is successful (strengths)

• Review or formalize the organization’s values and operating principles

For additional information please see section 4.5.2 of the workbook.




Have you identified Key Issues and Questions based on the Environmental

Scan?


Click Here if Yes


Create a List of Issues, Needs and Questions you’d tackle

Issues might include:

• The need for new programs to address a particular community need

• Expansion of the organization's target area

• A shared definition of the organization’s constituency

• The use of technology and the status of the IT infrastructure

• Whether the organization should consider affiliating, merging or partnering with another group





Have you defined/ reviewed your organizations’ Values, Community

Vision and Mission?


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Define/ Review your organizations’ Values, Community Vision and

MissionAgree on:

• Organizational core values or operating principles

• Community vision

• Mission





Have you developed a Shared Vision for the organization?


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Develop a Shared Vision for the organization

Techniques planning teams can use to arrive at a shared vision:

• Small groups can use drawing and role-playing to identify a future vision future the organization, report findings to larger group

• Individuals could complete a formal worksheet indicating where they see the organization in 5 years

• Ask questions about specific organizational characteristics like budget, staff composition or desired technologies/IT infrastructure. The group uses responses to reach a consensus on a shared vision





Have you developed Goal Statements describing the Future?


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Develop Goal Statements describing the Future State

Types of goals to develop:

• Program Goals

• Resource Goals

• Status Goals

• Relationship Goals

• Institutional Development Goals

• Governance Goals





Have you agreed on Key Strategies?


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Develop and agree on Key Strategies, including Technology

Steps to developing strategies:

• Consider technology as an overarching strategy, and as enabler/ facilitator of other strategies

• Adjust current strategies

• Develop alternative approaches

• Set criteria for choosing strategies (appropriateness, acceptance, feasibility, cost-benefit, timing, etc.)

• Define implementation responsibilities

• Consider technology applications that are necessary to support chosen strategies and their implications on the IT infrastructure





Have you developed an Action Plan with Annual Objectives?


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Develop an Action Plan with Annual Objectives

The action plan should include:

• Program objectives. Be sure to make annual program objectives specific, time-based and measurable

• Work plans for the board and the organization





Have you finalized a written Strategic Plan Document?


Click Here if Yes


Finalize a written Strategic Plan Document

The written strategic plan should summarize the results and decisions of the strategic planning process. A sample format for strategic plan can be found at the end of this document.




http://siteresources.worldbank.org/INTAFRREGTOPTEIA/Resources/mosaica_10_steps.pdf


Did you build-in Procedures to Monitor and Modify Strategies?


Click Here if Yes


Build-in Procedures to Monitor and Modify Strategies

Sample guidelines to follow:

• The organization’s leaders should define annual objectives at the start of each year

• Board and staff should look back to see its progress in meeting criteria for success

• The board should review progress and assure that strategies are changed as appropriate

• Staff should generate ongoing data for the board’s review

• Staff should carry out periodic monitoring and make reports to the board

• The organization’s planning and evaluation unit should play an ongoing role in monitoring the organization’s progress toward meeting its goals and objectives

• This unit should analyze the reasons for shortfalls in the organization’s accomplishments





Implement Action Plans, including detailed Strategic IT Planning, and

Assess Progress on Goals and intended Impacts, including Quality.



High-Level Strategic Planning Resources


Consider the following resources:• The Long and Winding Road• Strategic Planning Presentation for Provider Boards--CliftonLarsonAllen• Ziegler-LeadingAge Annual LZ 150 Report• Meet Your Next Client: Boomer Women• Housing and Health Partnerships Toolkit• CAST Strategic Scenario Planning• CAST Vision Video• Preparing for the Future: CAST Business Case Studies• A Population Health Management Approach in the Home and Community-based Settings—Philips Home Monitoring• The Importance of Home and Community-based Settings in Population Health Management—Philips Home Monitoring• A Roadmap for Health IT in Long-Term and Post-Acute Care 2010-2012


http://www.leadingage.org/uploadedFiles/Content/Tools/Toolkits/Scenario_Planning/The_Long_and_Winding_Road.pdf

http://www.leadingage.org/Aging_Services_What_Does_the_Future_Hold_for_Us.aspx

http://www.leadingage.org/2014_LeadingAge_Ziegler_150.aspx

http://www.leadingage.org/BoomerWomen/

http://www.leadingage.org/HousingHealth/

http://www.leadingage.org/uploadedFiles/Content/About/CAST/CAST_Scenario_Planning.pdf

http://www.leadingage.org/high-tech/

http://www.leadingage.org/uploadedFiles/Content/About/CAST/Resources/Preparing_for_the_Future_Case_Studies.pdf

http://www.leadingage.org/uploadedFiles/Content/About/CAST/Resources/Population_health_management_approach_in_the_home_and_community_March_2013.pdf

http://www.leadingage.org/uploadedFiles/Content/About/CAST/Resources/The_importance_of_home_and_community_March_2013.pdf

http://www.leadingage.org/uploadedFiles/Content/About/CAST/Resources/2010-2012-LTPAC_HIT_RoadMap.pdf

Need external help with Strategic Planning?


Consider the following LeadingAge Partners as resources for your strategic planning needs. These partners have an aging services focus and expertise:

LeadingAge Gold Partners:Ziegler

LeadingAge Silver Partners:CliftonLarsonAllenGreenbrierGreystone CommunitiesLCSBKD National Healthcare Group


http://www.ziegler.com/

http://www.leadingage.org/CliftonLarsonAllen.aspx

http://www.leadingage.org/Greenbrier.aspx

http://www.leadingage.org/Greystone_Communities.aspx

http://www.leadingage.org/life_care_services.aspx

http://www.leadingage.org/BKD.aspx

Does your Strategic Plan include a recent Technology/ IT Strategic Plan?

Click Here if Yes


Strategic Planning and Strategic IT Planning: Module 1- Overview

Review Strategic Goals and Identify Potential Technology Applications

Strategic Planning and Strategic IT Planning: Module 3- Strategic IT Planning

Complete the following items:• Review your organization’s strategic plan for 3-5 years• Identify potential technology applications needed to facilitate each strategic

goal• Envision desired IT infrastructure status needed• Contemplate interoperability and information exchange needs


For additional information please see sections 5.1 of the workbook.

http://www.leadingage.org/Strategic_Planning_IT_Planning.aspx

Have You conducted a recent Technology Assessment?


Click Here if Yes


Conduct Technology Assessment


Complete the following items:• Gather inventory of existing IT infrastructure• Gather inventory of existing information systems (applications)• Assess existing IT competencies for both IT and non-IT staff


For additional information please see sections 5.1 and 5.2 of the workbook.



Have you reviewed Application Usage and detailed needs?


Click Here if Yes


Review Information System (Application) Usage and detailed needs


Complete the following items:• Assess application needs and detailed requirements of all business units,

including new units/operations• Assess internal and external interoperability needs• Assess management reporting needs• Assess data security requirements• Assess implications of all must-have applications on the IT infrastructure




Have you conducted a Gap Analysis and drafted an initial list of IT

initiatives?


Click Here if Yes


Conduct Gap Analysis and draft an initial list of IT initiatives for the next 3-

5 years



For additional information please see section 5.4.

Based on the current state and desired state assessments:• Conduct gap analysis for:

• Applications• IT infrastructure• Training and support needs

• Draft a list of initial IT initiatives needed to get you to the desired state over the next 3-5 years including:• Infrastructure update• Application implementation• End-user device rotation plan


Have you performed initial Budgeting and Resource Planning for the specific

projects/ initiatives?


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Perform Initial Budgeting & Resource Planning for Specific Projects/

Initiatives




Keep the following considerations in mind:• Prioritize your projects and phase them out accordingly • Make sure your infrastructure can support all your must have applications• Keep future and growth needs in mind• Always start with the IT infrastructure


Develop Priority and Phasing for each identified IT Initiative




Keep the following considerations in mind:• Impacts of the initiatives• Weigh the impacts against cost/ budget• Consider urgency of initiatives• Consider infrastructure foundations needed for high priority applications


Determine Resource Impact for each identified IT Initiative




These may include:• Additional resources for project management• Additional staffing hours to fill in during training• External consulting costs


Need outside assistance in Strategic IT Planning?

If you need outside expertise, consider the following LeadingAge CAST Supporters and Associates as resources for your strategic planning needs. These partners have an aging services focus and expertise:

• CAST Supporters:– ProviNET Solutions– HP Healthcare

• CAST Patrons:– Asbury Services– Bethesda Health Group

• CAST Business Associates:– The Asbury Group– DaVinci Digital– Prelude Services– HealthSignals– CDW Healthcare– PC Connection



http://www.provinet.com/

http://www8.hp.com/us/en/campaigns/healthcare/products.html

http://www.asbury.org/

http://www.bethesdahealth.org/about/

http://www.theasburygrp.com/services/it-solutions/

http://davincid.com/

http://www.preludeservices.com/home.aspx

http://www.healthsignals.net/

https://www.cdwg.com/healthcare.aspx

http://www.pcconnection.com/

Have you recently (in the past 2-3 years) updated your IT Infrastructure

to support all the technology applications that enable your strategic

goals?Click Here

if YesGo to Next Slide

if No


Have you considered whether you want to host applications Locally or in

the Cloud?

Strategic Planning and Strategic IT Planning: Module 4- IT Infrastructure Update

Click Here if Yes


Consider Cloud Computing ApproachThings to consider when deciding between “Cloud” vs. local server:• Cost differences: Cloud computing has lower upfront, update/ upgrade and

storage costs. Costs continue to decline.• Performance: Comparable, with a slight advantage for Cloud• Reliability: Cloud has a clear advantage, requires reliable/ redundant Internet

connectivity• Security: Virtual Private Servers (VPS) have strong security• Manageability: Managed VPS offer flexibility and reduced management burdens

Vet your cloud vendor and choose ones that:– Have health care clients– HIPAA and HITECH compliant– Willing to sign Business Associate Agreement




http://www.leadingage.org/Strategic_Planning_Infrastructure.aspx

Have you designed your Network to support all your current and future

needs?


Click Here if Yes


Design your NetworkImportant network properties include:

• Network topology to ensure

– Redundancy (choose mesh topology), make sure you have redundant Internet connectivity at the Core Layer

– Scalability

– Maintainability

– Manageability

• Consider wireless, where possible, or hybrid wired-wireless environments and consider network security measures

• Consider mediums based on: bandwidth needed by all applications and all users

• Check recommended minimum bandwidth speeds for settings and applications

• Keep future growth in demand for connectivity and bandwidth in mind





Have you considered various Applications?


Click Here if Yes


Consider different Applications you need your Infrastructure to support

Senior Living Provider applications:

• Administrative and business back-office operations (e.g., HR, Financial)

• Clinical and care services documentation (e.g., EHR, Point of Care)

• Safety and security (e.g., Nurse Call, Sentry, Wander Management)

• Health and wellness (e.g., Telemedicine, Telehealth, Telecare)

• Resident connectivity (e.g., Internet service)

• Entertainment and social connectedness (e.g., Skype, Gaming, Brain Fitness)

• Campus/facilities management (e.g., Energy Management)

Remember:

• Final network design, mediums and connectivity depend on bandwidth needed by all applications and all users

• Keep future demand for connectivity and bandwidth in mind





Have you considered Business Continuity, Data Backup and Recovery

Plans?


Click Here if Yes


Consider Business Continuity, Data Backup and Recovery Plans

Consider the following:

• Business continuity plan

– Identifying possible points of failure

– Accessing emergency power

– Having backup Internet service provider

– Service level agreements with applications and hosting vendors

• Create a data backup plan

– Select what data to back up, where, how and security of backup

– Select backup frequency and implement procedures

– Schedule and conduct backup

– Periodically validate backups

• Have a disaster recovery plan with priorities and recovery point and time objectives, as well as required resources, and test your plan





Have you considered options to Support IT Infrastructure and

Applications In-House vs. Outsource?


Click Here if Yes


Consider options to Support IT Infrastructure and Applications In-House vs. Outsource

Guidelines to follow:

• Review the Pros and Cons of In-House vs. Outsourcing IT Support

• Outsourcing has some advantages, but the choice will ultimately depend on:

– Organization

– Infrastructure/ Environment

– Size of the IT Department

– Internal Competencies

– Applications Supported… etc.

• If you choose to outsource, it’s recommended to outsource to a local IT service provider that has significant understanding, expertise and clients in health care and aging services





Have you considered Interconnectivity, Interoperability, and Information

Exchange needs?


Click Here if Yes


Consider Interconnectivity, Interoperability, and Information Exchange needs

Providers are encouraged to:

• Choose and work with EHRs that implement interoperability standards

• Seek opportunities to participate in state and regional Health Information Exchange (HIE) entities

• Consider utilizing third-party solution providers, like eHealth Data Solution’s CareWatchConnect, to receive and send continuity of care documents (CCD) or consolidated clinical document architecture (CCDA)

• Consider exchanging health information through the Direct project, administered by the Office of the National Coordinator for Health Information Technology

• Consider using the KeyHIE Transform Tool to send functional assessment data (MDS, and OASIS) to other providers, even when you don’t have an HER

• You may need to work with integration engines

• HIE involves working on communications to reach agreement about critical data elements to exchange, workflows, protocols and expectations regarding follow up.




https://www.ehds.biz/index.php/products-and-solutions/carewatch/cw-connect

http://www.keyhie.org/products_services/keyhie_transform.html


Implement Technology Applications



Need outside Expertise with IT Infrastructure?If you need outside expertise, consider reaching out to the following LeadingAge CAST Supporters, Patrons and Associates as resources for your IT Infrastructure needs:

• ProviNet Solutions

• HP Healthcare

• DaVinci Digital

• HealthSignals

• The Asbury Group

• CDW Healthcare

• Prelude Services

• PC Connection



http://www.provinet.com/

http://www8.hp.com/us/en/campaigns/healthcare/products.html

http://davincid.com/

http://www.healthsignals.net/

http://www.theasburygrp.com/services/it-solutions/

https://www.cdwg.com/healthcare.aspx

http://www.preludeservices.com/home.aspx

http://www.pcconnection.com/

Have you started implementing Technology Applications that enable

your strategic goals?

Click Here if Yes



Select the priority Technology Application according to your Strategic

Plan/ Strategic IT Plan.

Strategic Planning and Strategic IT Planning: Module 5- Technology Application Planning

Have you created a Multi-Stakeholder Project Team?

Click Here if Yes



Create a Multi-Stakeholder Project Team


• Incorporate the organization’s day-to-day and leadership staff

• Include IT staff

• Include end-users in the project team




http://www.leadingage.org/Strategic_Planning_Operational_Planning.aspx

Have you established SMART Project Goals?

Click Here if Yes



Set SMART GoalsProject’s goals may include clinical, financial, satisfaction. All goals must be SMART:

• Specific: Goals should identify who, what, where, when and why

• Measurable: Goals should answer the questions “how much?” and “how many

• Attainable and Agreed upon: The “A” in S.M.A.R.T. can refer to the need to develop attitudes and abilities to reach goals

• Realistic, Relevant, Reasonable, Rewarding and Result-oriented: Goals must reflect the availability of resources, knowledge and time so they can be achieved

• Timely, Tangible and Trackable: Devote time necessary to acquire and learn to use health IT to achieve goals





Have you reviewed your Workflow and Redesigned Processes to take advantage of the Technology

Application?

Click Here if Yes



Review Workflow and Redesign Processes to maximize benefits of Technology


• Review workflow and process improvement

• Map current data entry forms, workflows and processes and identify processes impacted by new IT application

• Identify problems in current workflow and processes and look for:

– Double/ multiple entry of the same data

– Bottlenecks

– Sources of delay

– Long cycle time

– Lack of quality control





Have you identified Must-Have and Desired Functionalities and Features?

Click Here if Yes



Identify Desired Functionalities and Features


• Identify the desired functionality and features and categorize those as either “must-have” or “nice-to-have”

• Listing and prioritizing these desired functionalities and features makes your purchasing-decision process and vendor evaluation much more focused and efficient





Have you Compared Products/ created a Short List and Evaluated/ Selected a

Vendor(s)?

Click Here if Yes



Create a Short List of Products/ Select a product based on Desired Functionalities


• Using the prioritized list of needs and requirements, review and compare multiple product offerings

• LeadingAge CAST has developed online selection tools to help organizations create a shortlist of vendors base on the most important features and functionalities

• Current online tools include the following product categories:

– Electronic Health Records

– Telehealth and Remote Patient Monitoring Technologies

– Medication Management Technologies

• LeadingAge CAST developed product matrices that highlight over 250 functions and features within each product category, current product categories include:

– Electronic Health Records

– Telehealth and Remote Patient Monitoring Technologies

– Medication Management Technologies


For additional information please see sections 7.4 and 7.5.


http://www.leadingage.org/Technology_Selection_Tools.aspx

http://www.leadingage.org/ehr/search.aspx

http://www.leadingage.org/telehealth/search.aspx

http://www.leadingage.org/MedicationManagement/search.aspx

http://www.leadingage.org/uploadedFiles/Content/Centers/CAST/Resources/2014_EHR_Selection_Matrix.pd.pdf

http://www.leadingage.org/uploadedFiles/Content/Centers/CAST/Resources/2014_CAST_Telehealth_and_RPM_Selection_Matrix.pdf

http://www.leadingage.org/uploadedFiles/Content/Centers/CAST/Resources/2014MedMatrix.pdf



Conduct Demo, RFP and Final Selection


• Demo:

– Create a demo scenarios based on desired functionalities

– Invite short-listed vendors to conduct a demo

– Include frontline staff

– Score solutions objectively

• RFP:

– Create an RFP document

– Invite top contending vendors to submit an RFP

– Score responses objectively

• Select finalist (based on scores and references) and negotiate contracts


For additional information please see sections 7.5 and 7.6 of the workbook.




Have you considered/ created an Implementation Plan (including Infrastructure

tweaks), System Integration, Data Migration and Change Management Plans?

Click Here if Yes



Create an Implementation, System Integration, Data Migration and Change Management Plan

• Implementation Plan

– Implementation team

– Project plan, including a communication plan

• System build

• Staff training

• System testing

• Downtime plan

• System audit

• Post-Implementation Phase

– Knowledge transfer from implementation team

– User group

– Ongoing refresher training

• Consider System Integration, Interoperability, Data Migration and Change Management





Have you considered all the Training and Support needs?

Click Here if Yes



Consider Training and Support

Things to consider:

• Training

– Employ several different types of training

– Training should be ongoing endeavor

– Make good use of peer training

• Support

– Additional technology support staff may be needed

– Consider identifying non-IT staff members to serve as in-house ambassadors





Implement Technology using your

Implementation Plan



Assess Progress on Goals and intended Impacts,

including Quality



Do you need to update your Strategic Plan, Technology/ IT Strategic Plan,

Infrastructure or Specific Technology Applications?

Click Here if Yes



Consider the Next Technology Application


Revisit your Strategic Plan and your Technology/ IT Strategic Plan, IT

Infrastructure or Plans for Specific Technology Applications Periodically


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