Technology 360 “Everything IT” Part 2

The Loyola Group, LLC • Founded 2006 • Cleveland - Chicago - Tampa • Chief Information Officer • IT Project, IT Staff, IT Vendor Management • Strategic Planning & Assessments • Vendor Selection • HIPAA Compliance Audit • Dashboard Analytics

Learning Objectives: • Outline how to select and use KPIs to monitor daily operations. • How to qualify your organization’s next IT strategic initiative. • Create a methodology for prioritizing IT projects over multiple years and outlining your organization’s IT strategic plan.

KPI Key Performance Indicator A performance indicator or key performance indicator (KPI) is a type of performance measurement. KPIs evaluate the success of an organization or of a particular activity in which it engages. A set of quantifiable measures that a company or industry uses to gauge or compare performance in terms of meeting their strategic and operational goals. KPIs vary between companies and industries, depending on their priorities or performance criteria. Also referred to as "key success indicators (KSI)".

KPI Key Performance Indicators Proposed Plan Outline Facilitated system view looking at a high level vision, review your mission and develop first pass KPIs for your organization. Review existing KPIs and develop KPIs relevant to your strategic plan and business operations. Development of aligned KPIs for Specific Roles/Projects/ Departments. Performance Management and Recognition to realize benefits and targets.

KPI Key Performance Indicators Risks & Challenges Many organizations select KPI’s without a strategic framework and system understanding, collect data on KPI’s without understanding the strategic need and relevance because ‘that’s the way it’s been done before.” Some organizations have difficulty deciding on the number of KPIs and how they connect to meaningful measures for the team to connect and contribute to the strategic goals of the organization. Other organizations are challenged to develop cross-functional KPIs in a climate of process owner complexity and/or dynamic ongoing changes for the business where the goal posts are continuing to move.

What KPI is important to you? • Falls

• Expenses

• Pressure Sore

• Overall PPD

• Overall Occupancy

• Turnover

• Direct Care PPD

• Average Vacancy

• Medicare Census

• Average Cost Per Hire

• Turnover Rate

• FSO Overall Satisfaction - Associate

• # Incidents

• New leads

• Revenue

What KPI is important to you? • Appointments

• Number of discharges to community

• Sales – IL and AL

• New Resident Experience

• Move-ins – IL and AL

• Fitness Participants

• Transitions – IL and AL

• Room Rentals

• Cost per patient day

• Program Opportunities

• Average Medicare RUG

• Volunteer Hours.

• Average Medicare Cost per day • Medicare LOS by month versus budget

• Medication errors

KPI Charts Finance

KPI Charts Healthcare

KPI Charts Healthcare

KPI Charts Marketing

KPI Charts Marketing

Cross Functional Analysis • Comparing two or more data points for correlation to find opportunities to improve residents service or outcomes. • EX: Determine a correlation with resident activity attendance vs. resident falls • Determine which activities truly help resident improve the quality of their lives and lowers future risks. • Show the numbers! Regardless of analysis, often more research is needed to determine root cause or identify opportunities to improve outcomes. Many KPIs are more focused on business management.

Maintaining Accuracy • Define who “owns” the KPI. Team member responsible for accuracy of data. • How often are KPIs loaded into the system? Daily is ideal. • Method of loading KPIs. Possible to import export using excel (not ideal but affordable). Automation is preferred but can be costly. • Web based tools available for our industry allowing to avoid requirements of building a Data Warehouse. • Example: CCRC #1 implemented KPI tool with 44 KPIs for $80,000

vs. CCRC #2 implemented KPI tool with 3 KPIs for $350,000 The difference: costs related to automation and the need to build a data warehouse

Strategic Project Selection • Define your overall organization’s strategic goals. • How will projects be prioritized? • How will the next project approved meet your organizations goals? • What capital budget is available for your organization’s strategic plan? • 4 - 7 strategic goals should be identified and assessed annually with complete review of the strategic plan every 24-36 months.

Your next strategic initiative

Strategic Project Selection

Strategic Project Selection

Project Charter Complete a project charter for new projects (beyond IT) Define Project Objective: • Explain the specific objectives of the project. What value does this project add to the organization? How does this project align with the strategic priorities of the organization? What results are expected? What are the deliverables? What benefits will be realized? What problems will be resolved?

Project Charter

Define Assumptions • List and describe the assumptions made in the decision to charter this project. All assumptions must be validated to ensure that the project stays on schedule and on budget.

Project Charter

Define Project Scope • Describe the scope of the project. • The project scope establishes the boundaries of the project. It identifies the limits of the project and defines the deliverables.

Project Charter Define Project Milestones • List the major milestones and deliverables of the project. Example: Milestones RFP release Vendor short-list Vendor selection Contracts

Deliverables

RFP RFP response RFP oral response results Executed statement of work & master license agreement Kick-off Project schedule Implementation\Training Implementation\Training\Test Plan Go-Live Production application

Date 11/14 11/14 12/14 1/15 2/15 6/15 7/1/15

Project Charter Define Impact Statement • List the impact this project may have on existing systems or units. • Example: Potential Impact

Systems / Units Impacted

Billing – MDS submission

AOD

Therapy Company

Smart Net/ Casamba

Healthcare

HMX

Finance

Great Plains

Project Charter Define Roles and Responsibilities • Describe the roles and responsibilities of project team members followed by the names and contact information for those filling the roles. • Accurately describe the roles and responsibilities for the project.

Project Charter Identify Resources Required • Identify the initial funding, personnel, and other resources committed to this project by the project sponsor. • Verify funding is available before starting the project.

Project Charter Identify Project Risks • Identify the high-level project risks and the strategies to mitigate the risks. Example: Risk

Mitigation Strategy

Current platform paper Additional hands-on training. Turnover Lack of support

Web based training module for efficient retraining sessions. Ensure management support the initiative and dedicate resources.

Project Charter Identify Success Measurements • Identify metric and target you are trying to achieve as a result of the project. For example, overall cost savings of $50K or reduce processing time by 25 percent. Example: • Overall cost savings of $50K • Reduce processing time by 25 percent. • Improved QA stats • Medication administration metrics • Adoption rate • Improve MDS ADL scoring

Identify The Project Leader

Community Services Aging-in-Place Technologies Wifi Services EHR/EMR Point-of-Sale

Phone Administration Services Services

Emergency Call Services TV & Internet Service

Thank you Daniel J. Cavolo, MBA President The Loyola Group, LLC [email protected] 440.823.0878 www.theloyolagroup.com