Ministry of HealthCommunity Support ServicesBusiness Requirements for Information SystemsFinal Steering Committee Presentation :Ministry of HealthCommunity Support ServicesBusiness Requirements for Information SystemsFinal Steering Committee Presentation October 19, 2006


Agenda :Agenda Project Purpose and Goals Timelines Response Rate Findings Recommendations


Purpose :Purpose The project will provide agencies with a thorough knowledge of their business requirements as they relate to information systems, in order to respond effectively to funder and other stakeholder expectations. The project will provide agencies with a thorough knowledge of their business requirements in the areas of finance, service, compliance, and human resources


Project Goals :Project Goals Identify the business requirements for information systems supporting the delivery of community support services Facilitate information gathering and sharing in consultation with the CSS sector Develop a checklist to assist agencies in the selection of information technology that can achieve their identified business requirements for internal and external application


Project Timeline :Project Timeline


Overall Response Rate :Overall Response Rate Response Total: 365 Total Expected: 850 % Complete: 43%


Response Rate by Association :Response Rate by Association


Findings :Findings


Online Survey Summary of Findings :Online Survey Summary of Findings Current Environment Only 1.7% of respondents do not use computers Most organizations provide computer, email and Internet access to their care staff, admin staff and management, but not volunteers 89.2% of respondents have networked computers 81.6% of respondents use Windows XP Confirms results found in Health Human Resources Data Business Requirements study


Online Survey Summary of Findings :Online Survey Summary of Findings Using IT for Care Provision Respondents commonly use computers to: Store and access patient/client/resident clinical information (73.4%) Research health-related information on the Internet (69.2%) Maintain clinical documentation (55.3%) Maintain client assessment data (51.1%) Maintain client care plans (46.4%) 25.7% of respondents use computers for route development (e.g. for Meals on Wheels, etc.) Very few respondents use computers for medication management (6.3%) or results (e.g. pathology, laboratory, radiology) (2.5%) Using IT for Management / Administration Respondents use computers for a range of management/admin functions: Storing and accessing patient/client/resident information Communications Staff and volunteer management Financial tasks Reporting Payroll


Online Survey Summary of Findings :Online Survey Summary of Findings Resource Constraints Limited budget; high cost of IT; typically no dedicated IT staff Many lack IT expertise Limited IT training/support Most unaware of what technology is available within the community support services sector


Online Survey Summary of Findings :Online Survey Summary of Findings Average % of annual budget allocated to IT is 1.93%


Online Survey Summary of Findings :Online Survey Summary of Findings High priority barriers hindering the growth of IT use High cost (65.5%) Staff IT skills (63.3%) Lack of technical support/training (54.0%)


Online Survey Summary of Findings :Online Survey Summary of Findings Information Management 97.2% of respondents have a need to communicate and/or share information within or external to the organization Limited information sharing within sector due to security and privacy Client records are not shared with other agencies Different funders have different information requirements Many taking wait-and-see approach regarding information requirements from the LHINs High priority drivers for IT investment Manage and run business through better information (70.5%) More efficient for staff (69.2%)


Online Survey Summary of Findings :Online Survey Summary of Findings Respondents have identified a high priority requirement to share electronic information with: Community Care Access Centres (62.4%) – currently only 19.5% do LHINs (61.4%) – currently only 24% do Other community support service providers (60.5%) – currently only 27.5% do MOH<C (55.7%) – currently 41% do Health professionals (52.9%) – currently only 12.9% do


Online Survey Summary of Findings :Online Survey Summary of Findings Reporting Data collection and reporting is inefficient and cumbersome with current IT solution Lack of benchmarks and statistical reporting standards within associations and across the sector High Priority IT initiatives Common indicators (standard unit of service) (46.0%) Common assessment tools (42.6%) Integration Many disparate applications to handle client management, volunteer management, donor management, financials, etc. No communication between systems; require duplicate data entry into multiple systems Often need to pull data from multiple databases for reporting


Applications / Programs :Applications / Programs Many small agencies still have numerous manual processes


Recommendations :Recommendations


Recommendations :Recommendations I.T. and I.M. infrastructure expenditures need to be viewed as an investment (‘cost of doing business’) to enable the Community Support Service sector, as a key partner in the health care system, achieve the health transformation agenda In order to improve the quality and efficiency of service provision, agencies require investments in hardware, software, training & expertise, and I.T. support. A strategic approach to I.T. implementation and management should be supported through a multi-year initiative (3 year budget process effective April 1, 2007)


Slide 20:Software purchases and data platforms and approaches need to take into account and must support common indicators, assessment tools, privacy, security, systems integration and budgetary reporting All CSS agencies must be connected to secure e-mail that is integrated with the broader health care system now, in response to the diverse range of readiness and sophistication identified within the sector, requiring additional resources in addition to I.T. to accomplish this task


Slide 21:In order to achieve a strategic approach to I.T. implementation and management, and for the Ministry to serve as a steward of an enhanced I.M. system, a significant investment in better information/data will be required through the support and provision of multi-year budgets (3 year minimum) for I.T. enhancements Agencies require a designated line within their budgets for I.T. and I.M., with a capital expenditure line for replacements and upgrading of their system


Slide 22:The LHIN e-Health strategic plans need to complement the overall provincial e-Health and information management lifecycle strategies Provide innovation resources to encourage agencies to collaborate, explore and integrate their back office functions


Slide 23:Introduce financial incentives to Community Support Service providers who demonstrate the successful integration of information technology and management within the health care system That the Steering Committee present the findings and recommendations of the study to Steini Brown and John McKinley, Assistant Deputy Ministers


Thank You! :Thank You! Your participation and expertise has been instrumental to completing this project