EXHIBIT A. CorEMR Statement of Work For Snohomish County

Transcription

1 EXHIBIT A CorEMR Statement of Work For Snohomish County April 22, 2014

2 CorEMR Implementation Specification at Snohomish County 1. General Scope of Work: Installation CorEMR will install the CorEMR software on Snohomish County virtualized production and test environment servers and ensure it is working properly on the Snohomish County network. The server architecture must comply with Snohomish County On-Premise Technology Standards (attached) and be approved by Snohomish County Information Services. Architecture should to be in a high availability configuration. All consultation and configuration as necessary will be performed by CorEMR to provide all primary and any ancillary system services, including, but not limited to: SSL Intranet and potentially Extranet secured and encrypted login access and SFTP and network integration, etc. as part of this bid. Training CorEMR training to be provided by CorEMR on-site to Snohomish County medical and psychiatric staff. At least five (5) days of on-site training will be provided with deliverables including, but not limited to: all medical and psychiatric staff are comfortable working with, configuring and administering CorEMR software and all requested workflow, entry and forms configuration are completed during these on-site Training Sessions. All application documentation as Snohomish County requests will be provided by CorEMR. Customized Forms/Protocols CorEMR shall convert to electronic format for use in CorEMR software all existing Snohomish County forms including, but not limited to: screening forms, medical forms, exam forms, etc. CorEMR shall also make available and implement other templates, pre-built forms, customized alerts and workflow configuration. Document scanning, laptops, bar code scanner and secure Electronic Medical Record transfer (using CCR and CCD format), etc., setup and configuration will be included. Jail Management System (JMS) Integration - CorEMR software will interface with Snohomish County s JMS (initially Tiburon IMS at no cost and future New World Systems any cost to be negotiated between Snohomish County and New World Systems) to integrate inmate demographic information into CorEMR software. This will pre-populate medical charts for new inmates based on booking data, previous inmates, record housing location changes and release status. Medical appointment event and alert data will be made available for consumption to other JMS, or third party tracking or communication systems (e.g.: IMS, New World Systems, Sharepoint, IM, etc.). Pharmacy Integration - CorEMR will electronically integrate with Snohomish County s current pharmacy (Diamond Drugs, Inc.) via standard Electronic Medical Administration Record format (emar) and configured SFTP exchange to ensure online ordering, inventorying, medication check-in capabilities, drug-todrug interaction updates and other EMR capabilities as required. Page 2 of 17

3 System Administration Within two (2) weeks of Training completion, CorEMR shall complete System Administration, which includes, but is not limited to set up of: task categories, medication distribution schedules (emar), users and password groups, drug list, problem list, form triggers, and medication macro s. Timing Within three (3) months of the Effective Date of the Software License and Services Agreement Between Snohomish County and CorEMR, L.C. (the Master Agreement ), CorEMR will complete Phase 1 (as outlined below) implementation including, but not limited to the initial interface with Tiburon IMS and Diamond Drugs Inc. described above. CorEMR will complete Phase 2 (as outlined below) implementation by the New World Systems estimated Go Live date of December 2, 2014, including, but not limited to the interface with New World Systems described above. Additional Integrations (optional) Additional integrations including labs (Shriver) or x-ray and drug interaction and/ or hospital (Providence Everett Medical Center) connectivity are available. Upon request by Snohomish County that these integrations be added a separate Statement of Work and written amendment to the Master Agreement which will be mutually agreed to and executed by both parties. Custom Programming Requests Upon request by Snohomish County for additional custom programming, such custom programming will be described and defined in a separate Statement of Work and amendment to the Master Agreement,, based on a fixed rate of $ per hour with a minimum charge of two (2) hours. Jail Management System Integration Support Initial integration with Snohomish County s Tiburon JMS will be included at no additional cost. The planned integration will import inmate identification booking, housing and release data from the existing Tiburon JMS to CorEMR software. CorEMR will provide this same integration with the New World Systems CMS, at no cost, by its estimated Go Live date of December 2, Alerts and other information will be automatically ed from CorEMR through a SMTP relay mail server interface to applicable users or user groups. After the initial integration is established as specified above and under Timing, if Snohomish County s changes again to another JMS system other than New World Systems, the additional integration work performed by CorEMR will be billed as a Custom Programming Request as specified above. 2. Ongoing Services and Support: 24/7 High Availability Technical Support Provided by CorEMR through telephone, , on-call and Citrix, WebEx and / or VPN access to Snohomish County staff, including information technology staff and Jail staff, including medical and psychiatric staff. Future CorEMR Product Maintenance, Upgrades and / or Enhancements All upgrades, product enhancements, and feature improvements provided by Page 3 of 17

4 CorEMR are included in the Monthly Service Fee described in the Master Agreement. Online training and telephone or demonstration consults as needed Provided by CorEMR for existing products and upgrade products and included in the Monthly Service Fee described in the Master Agreement. CorEMR Project Team Role Name Responsibilities Engagement Manager DeVaughn Guymon Understand agency goals and objectives. Responsible for overall project oversight and leadership for completion of tasks and deliverables Responsible for all issue resolution Project Manager DeVaughn Guymon Act as CorEMR single point of contact for all project issues Manage project resources and deliverables. Schedule and attend or assign an attendee to all on-site activities. Directly coordinate with County Project Manager. Oversee System setup and configuration. Attend all project meetings and needs analysis session to identify conversion needs. Develop and deliver training. Schedule, coordinate and attend status meetings to ensure that issues are raised and resolved in a timely manner Responsible for monitoring and reporting of project schedule Interface Greg Bramwell Supervise interface development Implementation Analyst Implementation Specialists DeVaughn Guymon, Paul Winterton Training, evaluation and implementation of EMR product. Work with on-site users in transferring business practices into the EMR feature set. Page 4 of 17

5 Technical Services Installation Technician Consulting Services Resources Customer Support Resources Greg Bramwell, Dave Borough DeVaughn Guymon, Paul Winterton Greg Bramwell, Dave Borough Install CorEMR software, install and configure db. Support CorEMR software, integrations, and feature stability. Consult on feature use, future feature needs, on-going training, upgrade training. Issue resolution Technical support County Required Project Team Role Name Responsibilities Executive Sponsor Ty Trenary Provide overall project oversight and leadership for County tasks Understand agency goals and objectives. Responsible for all issue resolution Project Manager Ed DaPra Provide communication to the project team and CorEMR Act as the contact point for coordinating County staff for tasks and activities Coordinate County resources for completion of tasks within the scheduled timeframe Participate in project meeting and provide status updates Oversees Project Coordinator activities. Page 5 of 17

6 County Required Project Team Project Coordinator Robin Haas Available for all CorEMR on-site activities. and project meetings Have a thorough understanding of County operations and workflows. Communicate directly with CorEMR and County Project Managers. Assist CorEMR Project Manager with training support materials. Participate in all activities outlined in project. Obtain approval and signature on all required sign-off documents. Coordinate County subject matter experts. Department/Program Subject Matter Experts Ed DaPra Robin Haas Have thorough knowledge of business practices, agency policies, and department workflow. Define setup requirements. Participate in testing. Final acceptance review. Train-the-trainer(s). DBA Brad Robinson Have thorough knowledge of MS SQL Server. Fulfill on-going role of System DBA. Technical Project Resource JD Braathen Curt Kiessig Support ongoing technical operations of the systems Assist with system setup and administration Technical Coordinator Leon Zainwel Responsible for oversight of County technical tasks Coordinate with technical staff to assist with System setup. Coordinate with technical staff to assist with development and configuration tasks. Page 6 of 17

7 CorEMR Administrator County Required Project Team Ed DaPra Support on-going business operations of the System Assist with System setup and administration Act as lead trainer 3. Project Plan / Phases Overview: The completion of the CorEMR project will require ongoing communication and status meetings between CorEMR and Snohomish County. Phases of the following implementation process can run concurrently. The table below depicts the approximate project timeline, work event, specific project tasks, and responsible party (designated RP): Work Event Specific Work Tasks & Responsible Party 1 Interview / Introductions Discussions with Facility to confirm IT involvement, implementation, hardware procurement, Jail Management interface. (RP-Snohomish/ CorEMR) 1-2 Server Builds RP-Snohomish / CorEMR (to confirm specifications) 2 Web Server Configuration - Server install/ configuration (RP- Snohomish) - Remote access (RP-Snohomish) - Data Base (RP-Snohomish) 3-5 Interface/Custom Development - Application Configuration (RP-CorEMR) Begin Tiburon Interface (RP-CorEMR) Begin Pharmacy Interface (RP-CorEMR) 4-6 Application Set-up - Configure application to meet Snohomish Adult Detention Current work flows: - Forms / triggers (RP-Snohomish/ CorEMR) - Problems list (RP-Snohomish/ CorEMR) - Task categories (RP-Snohomish/ CorEMR) - Alert categories (RP-Snohomish/ CorEMR) Page 7 of 17

8 - Add users (RP-Snohomish/ CorEMR) - Drug formulary (RP-Snohomish/ CorEMR) - Medication distribution timeslots - Other configurable fields (RP- Snohomish/ CorEMR) 7 Online Training - Product overview and initial online training (2-3 hours) (RP-CorEMR/ Snohomish) - County staging site access for practice (RP-CorEMR/ Snohomish) 8 Follow-up Training - Follow-up with earlier training (RP- CorEMR/ Snohomish) - Additional online training as necessary (typically 3 sessions lasting 2 hours each) (RP-CorEMR/ Snohomish) - Form review / triggers (RP-CorEMR/ Snohomish) Application Configuration Final Testing - RP-CorEMR completes based on forms and specifications provided - Final testing and review of all portions of the software, including: JMS interface (RP-CorEMR/ Snohomish) Laboratory interface (RP-CorEMR/ Snohomish) Pharmacy interface (RP-CorEMR/ Snohomish) Event triggers (RP-CorEMR/ Snohomish) Page 8 of 17

9 Permission levels (RP-CorEMR/ Snohomish) 11 On-Site Training 5 Days of Scheduled On-Site Training (RP- CorEMR/Snohomish) 12 Final Production Implementation - On-site implementation / go-live support (RP-CorEMR/ Snohomish) 4. Project Implementation Timeline: Phase of: Interview and Introductions Server Build by x Snohomish x x Set-up config server x Tiburon Interface x x x Pharmacy Interface x x x App Config x x x Initial online training Follow-up online training Final Testing On-Site Training Go Live 7 x 8 x x x x x 12 x 5. Project Phase Tasks and Deliverables: CorEMR will perform the following tasks under the direction of the CorEMR Project Manager and Snohomish County Project Team. 5a. Project Management Services Task Description: CorEMR will provide project management services required to coordinate necessary Snohomish County and CorEMR resources to complete the tasks included in the project plan. The following subtasks will be performed by CorEMR: a. Facilitate project status conference calls. b. Provide weekly communication of project status c. Provide verbal status reports d. Identify problems and discuss solutions. Page 9 of 17

10 Deliverables: ly conference call status meetings 5b. Kick Off and Project Planning Task Description: CorEMR will initiate the project and affirm project objectives, tasks and schedules. This will consist of an on-line / telephone conference to introduce key participants, and establish procedures for project implementation including: o ly phone call /status update schedule o Contact information for key participants o Participant Roles as defined in Section 2. of this Statement of Work, Ongoing Services and Support. Deliverables: Project Kick-off Meeting, as well as meetings with relevant vendors, team members, and technical staff to gather information related to the system requirements as required. 5c. Configuration Task Description: CorEMR will lead an online confirmation and planning meeting to confirm the system configuration. All configuration efforts will occur on a test database. CorEMR will meet with County staff to accomplish the following: Identify configurable options within CorEMR Identify the settings desired by Snohomish County staff, and Configure software settings as requested. Deliverables: Configuration meeting and configuration options set as requested. 5d. Interfaces Task Description: CorEMR will develop and implement Interfaces with: Initial Tiburon Jail Management software to provide basic demographic information for each inmate/patient via Looking Glass Analytics Daily Booking, Charge/ Sentencing, Housing/ Moving Extracts, and Diamond Drugs, Inc. for pharmacy integration. Page 10 of 17

11 Deliverables: Tiburon JMS, Diamond Drugs, Inc. and Looking Glass Analytics interfaces actively delivering data into CorEMR. The County will produce the following extracts for Looking Glass Analytics: Looking Glass Analytics Daily Booking Extract cin.cin cin.lname cin.fname cin.mname cin.dob cin.sex adnum.descrip book.booknum book.v_booknum bkinfo1.book_dt bkinfo1.act_rels_dt arr.arrnum arr.arrest_dt arr.arrest_agency_descrip chg.chgnum chg.descrip chg.dispo_type chg.dispo_dt chg.court chg.releasable_yn chg.bill_agency_cd arr.court_case chg.bail_amt book.res_status chg.severity chg.code_section chg.docket_num chg.report_sort chg.sort_code Page 11 of 17

12 arr.arrest_type_code cin.race cin.citizenship arr.notes Looking Glass Analytics Daily Charge Sentencing Extract chgsntc.booknum chgsntc.arrnum chgsntc.chgnum chgsntc.create_dt chgsntc.commit_start_dt chgsntc.sent_dt chgsntc.cts_in_mins chgsntc.adj_sent_in_mins chgsntc.conviction_dt chgsntc.concur_consec chgsntc.consecutive_yn chgsntc.good_time_in_mins chgsntc.sent_type Looking Glass Analytics Daily Inmate Housing/Movement Extract his.booknum his.event_type his.event_dt his.fac his.post his.ward his.cell his.bed Add the cin.cin to this file if needed, as determined by Snohomish County. 5e. Training Page 12 of 17

13 Task Description: During week 12 (Go Live and Implementation), CorEMR will conduct five (5) days on site at Snohomish County of key users and additional users as needed. The following subtasks will be performed: Snohomish County will make a staging site available for staff training CorEMR will set up Test patients on production site for testing and training of features. On-line training sessions by CorEMR, as needed, designed to introduce and give detailed instruction on the use of the software, and Product User Manual made available. 6. System Acceptance Testing Task Description: CorEMR and Snohomish County will complete tasks related to system after conversion, configuration, interfaces and training tasks have been completed. Testing will be completed to ensure that all system errors and problems have been corrected and the system is ready for go-live into production. System testing and acceptance by Snohomish County will be conducted and completed in accordance with the Master Agreement, Exhibit B and Article 10., Acceptance Testing The following subtasks will be performed: a. CorEMR and Snohomish County will ensure the tests are thorough, complete, valid and have been properly executed. Any issues or defects found with the system will be documented as items requiring a fix prior to final acceptance. CorEMR will correct any issues or defects found with the interfaces, reports, or the system. Snohomish County is responsible for fixing issues or defects associated with Snohomish County s hardware, network, desktop computers, and all related components. Acceptance testing highlights and verifies system functionality in the following areas: o Integration Testing- Integration testing will be completed by Snohomish County to ensure that the system performs according to the functional requirements and specifications included in the Master Agreement, including configuration, interfaces, etc. o User Testing- User testing may be conducted simultaneously with integration testing to prepare users and ensure they become familiar with the system, procedures and workflows. Page 13 of 17

14 Deliverables: Successful completion of testing and formal written acceptance by Snohomish County in accordance with Article 10. of the Master Agreement. CorEMR to isolate, troubleshoot, and help resolve any issues that arise during testing for successful resolution prior to 12 (Go-Live and Implementation). CorEMR will review, research and resolve any final acceptance issues. 7. Go-Live into Production Task Description: Upon successful completion of final acceptance testing, and completion of all required system corrections and resolution to system issues, the system is ready to go-live into production. The primary activities in converting to a production environment include planning for the deployment, identifying the best cutover point in the business cycle, and providing postcutover support by CorEMR and Snohomish County staff. CorEMR will provide remote support to Snohomish County during this period to ensure a smooth transition to a production environment. This support includes answering questions, assisting in problem resolution, reinforcing previous training, suggesting best methods to accomplish a task, and other related activities to ensure a successful start to the use of the system. The following subtasks will be performed: a. CorEMR will coordinate planning tasks for moving to the production environment. b. CorEMR will complete any final conversion tasks for converting data to the production environment, if necessary. c. CorEMR will isolate, troubleshoot, and resolves any issues that arise during and after full cutover. d. CorEMR will review, research and resolve system issues. Deliverables: The system will be considered in a state of go-live when the system has been functioning, without errors or interruptions for thirty (30) consecutive business days. 8. Final Acceptance Task Description: Final Acceptance will be made in accordance with Article 10. of the Master Agreement after the completion of go-live into production tasks and the system has functioned as specified including interfaces, configuration and features as defined in Master Agreement. Page 14 of 17

15 CorEMR will deliver a Notice of Project Acceptance and Completion to Snohomish County and Snohomish County must either return the signed form, or identify any outstanding issues or problems. Written acceptance from Snohomish County via this signed form confirms the completion of the (30) business day acceptance period and the System has functioned as specified. Once written acceptance is received by CorEMR from Snohomish County, Snohomish County will be transitioned to Technical Support Status, as defined in Section 9. below. The following subtasks will be performed: a. CorEMR to isolate, troubleshoot, and help resolve any issues that arise during final acceptance and after full cutover. b. CorEMR will review, research and resolve final acceptance issues. c. CorEMR will review maintenance and support plans and procedures with Snohomish County. d. County will verify that all acceptance criteria have been met per this Statement of Work and detailed specifications and plans. Deliverables: System is functioning according to specifications, all tasks specified in this Statement Of Work have been completed, and all final acceptance issues have been resolved. 9. On-going Maintenance and Support Services CorEMR will provide prompt support for questions and issues pertaining to the use of the software as follows: 1. On-call telephone and support from 8:00 a.m. to 5:00 p.m., MT or MDT, as applicable, Monday through Friday, excluding federal holidays. 2. On-call telephone support is available after hours, weekends, and holidays. Users can call the on-call line, leave a message, and an on-call technician will respond by phone, usually within 30 minutes. CorEMR uses a ticket system to log and track support s to ensure that they are resolved in a reasonable time frame. 10. Historical Medical History CorEMR will work with Snohomish County to make available within our software the historical medical records documents provided by Snohomish Page 15 of 17

16 County. The documents will need to be in a PDF format and named accordingly to allow CorEMR to attach the documents to the patient chart within CorEMR. 11. Change Requests While the parties have endeavored to clarify the scope of the services prior to executing this Statement of Work, both parties acknowledge that changes in scope may occur due to unforeseen circumstances, and the price and/or milestone dates may be impacted. All requests to change project scope that do not require an amendment to the Master Agreement will use the following procedure. Either party may initiate a change request in writing, specifying the description of the proposed change, specifications and fixed costs. The change of scope request will be approved when both parties have signed it. CorEMR will not begin work on the change request without approval. 12. Progress Payment Schedule and Summary Cost Table Initial Set-Up Fees: All initial set-up fees (except contract development fees) and training expenses, as indicated in the tables below, shall be paid in accordance with major deliverable check points as follows: Fifty (50%) percent payment after software installation, configuration, testing and acceptance by Snohomish County and fifty (50%) percent payment after Go Live and system acceptance by Snohomish County. All contract development fees (as described in the initial set-up fees table and to include the costs to CorEMR in developing the Master Agreement and this Statement of Work along with corresponding legal fees) shall be paid within thirty (30) days of receipt of invoice. Monthly Service Fees: Following Go Live and system acceptance by Snohomish County, the Monthly Service Fees, as indicated in the table below, shall be paid as described in Article 11.2 of the Master Agreement, except fees relating to drug-to-drug interaction updates shall be paid once annually within thirty (30) days of receipt of invoice. Future Enhancements: The payment of fees associated with any future enhancements shall be negotiated separately by the parties and reduced to written amendment of the Master Agreement and separate Statement of Work. Summary Cost Table. Phase I Item: Fee Frequency CorEMR Software $ 12,000 One-time fee Delivery, installation, configuration $ 3,000 One-time fee Project Management Services $ 5,000 One-time fee Page 16 of 17

17 Tiburon Interface $ 2,500 One-time fee NWS Interface $ 2,500 One-time fee Pharmacy Interface $ 1,000 One-time fee Historical Medical History file conversion $ 1,500 One-time fee Contract development $11,836 As of 4/20 INITIAL SET-UP FEE TOTAL $ 39,336 One-time fee Training Items: Fee Frequency On-site Training 5 days $ 6,000 One-time fee TOTAL TRAINING EXPENSES $ 6,000 One-time fee Monthly Service Fee Items: Fee Frequency Maintenance / support and license (based on 990 ADP) $ 23,760 Yearly Drug to Drug Interaction $ 5,000 Yearly TOTAL YEARLY RECURRING COSTS $28,760 Yearly Phase II Future Enhancements: Fee Frequency Lab interface (results only) $ 5,000 One-time fee New World Systems interface $ 0.00 Page 17 of 17