Assessment Entry Module (AEM) Kick-off

November 1 or November 2, 2012

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Agenda

Today’s

Journey

• Welcome and Introductions• Kick-off Objectives• AEM Overview • Electronic Service Provider

Agreement (ESPA)• Timeline• Roles and Responsibilities• IAR Implementation• Privacy and Security• Next Steps and Wrap Up• Support Process

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Welcome and Introductions

• CCIM Team introductions

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Objectives

• To have the necessary information to start your implementation of AEM

• To understand the supports and documents that are available to you

Assessment Entry Module (AEM)

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Assessment Entry Module (AEM) OverviewThe AEM is being developed to provide a solution that:• provides HSPs with a simple, easy, cost effective alternative for

completing standardized assessments over time• provides only the basic functionality to enter assessments. It does

not allow any integration into any software module and does not have functionality like case management or care planning

• will require minimal infrastructure to implement• automates the recording and reporting of common assessments• supports uploading of assessments to the IAR• complies with Privacy and Security requirements, including consent• reduces the technology burden on HSPs• adheres to interRAI CHA, interRAI Preliminary Screener, and the

Core OCAN standards

AEM is scheduled to be released in Fall 2012

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AEM Benefits• Provides cost-effective basic functionality to enter

assessments. It does not allow any integration into any software module and does not have functionality like case management or care planning

• Will require minimal infrastructure to implement• Automates the recording and reporting of common

assessments• Supports uploading of assessments to the IAR• Complies with Privacy and Security requirements,

including consent• Reduces the technology burden on HSPs

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AEM Context Diagram

IAR

CompleteAssessments

Local DB HSP Specific

WOHS

AEM UserCreate/ Modify/ Search

Aggregate Reports

IAR User

HINPMinistry

HSP

LHINClient

Specific

AEM

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DEMO

AEM Demo

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AEM Person Search Screen

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AEM Person Registration Screen

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Core OCAN Consumer Information Screen

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Core OCAN Assessment Drop Down Menu

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Functional Centre Drop Down

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Core OCAN Presenting Issues

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Core OCAN Consent Screen

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AEM Governance

• The AEM project currently falls within scope of Integrated Assessment Record (IAR) project

• The interim IAR Provincial Steering Committee will govern IAR and AEM

• Recognition that HSPs who use AEM should be represented in governance, once AEM implementations are more established.

• The Interim IAR Provincial Steering Committee includes sector, LHIN and MOHLTC representation, as well as HSPs who have implemented software tools for completing and upload assessments to IAR.

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IAR Governance Structure

GTA Cluster Implementation Committee

IAR Service Users Advisory Group

IAR Provincial Steering Committee

• Existing Committee• Provide Service User

perspective to help understand improvements to the IAR

• Provide direction regarding any service user issues

• Provide Strategic input into service user education / awareness strategies

• Quarterly meetings• Existing Committee• Guidance and direction on

implementation and adoption and related issues at the Cluster level

• Regular monthly meetings

IAR Data Access Committee

IAR Privacy & Security Committee

Southwestern Cluster Implementation Committee

North Eastern Cluster Implementation Committee

• Analyze privacy and security issues, concerns and legislation relevant to IAR

• Strategic input into privacy and security management and strategies

• Regular monthly meetings

• Guidance and direction on issues related to use of IAR data

• Recommendations regarding data access

• Meetings as needed

IAR Governance operates within project scope and budget as approved by MOHLTC

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Electronic Service Provider Agreement (ESPA)

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Electronic Service Provider Agreement (ESPA)• Purpose is to serve as agreement outlining the terms and conditions

agreed upon by the Host (WOHS) and the HSP to access the Service (the Assessment Entry Module)

• The ESPA allows for access to Assessment Entry Module, not IAR– For the Assessment Entry Module, WOHS is the electronic service

provider, not a HINP

• HSPs are required to sign the ESPA before they will be provided with access to AEM

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Electronic Service Provider Agreement (ESPA)

• ESPA includes a schedule providing plain language description of the services as well as service level commitments (Schedule A)

• Users must adhere to the Assessment Entry Module (AEM) Terms of Use Agreement to use AEM (Schedule B)

• HSP can withdraw from ESPA with 60 days prior written notice

• WOHS can withdraw from providing service with 9 months prior written notice

• HSPs can direct questions related to the ESPA to the Support Centre

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AEM – Implementation Timeline (Screener/CHA/Core OCAN)

*Screener/CHA HSPs Only

1. HSPs identified by

Regional Team*

5. HSP receives AEM P&S training

3. HSP to complete

ESPA

4. HSP completes and submits User

Access/Operational forms

for processing

2. HSP attends AEM

Kick-off/Demo

7. HSP confirms AEM implemented

8. Go Live

6. HSP receives AEM End

User training

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Change Team Role DefinitionsExecutive Lead• “champions” change• secures resources• provides direction, support•removes roadblocks

Technical Lead • analyzes current IT infrastructure• manages AEM relationship• participates in AEM training• ensures data is fed correctly

Coordinator/ Trainer• attends education sessions• becomes educator/expert• trains and supports users• provides support • facilitates information flow

Privacy and Security Lead • reviews/communicates privacy & consent processes• responsible for data sharing agreement signatures with HSPs, privacy processes, privacy & security concerns/complaints

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Main Tasks to Implement the AEMAssign Roles Attend AEM

Training

Submit Paperwork, Get

Credentials

Preparing IT generally involves:

• Ensuring you have an external IP address in place

Prepare Technology

HINP

Upload Assessments

Assessment Software

Submit forms as required:• Change Team Contact

List Form• UA Form• HSP Account Creation

Form• Electronic Service

Provider Agreement (ESPA)

Receive credentials

Attend sessions and apply at your HSP:

• Kick-off• Privacy, Security &

Consent Manage-ment Training

• Tool Train-the- Trainer

Assign AEM Permissions and Business roles

ReviewProcesses

Ensure AEM is integrated:

• Review privacy and security processes

• Review business (e.g., intake) processes

• Implement processes

Exec Lead

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Purpose of AEM Privacy and Security Training• Provide an understanding of the privacy and

security key processes that support AEM implementation

• Provide guidelines to implement these privacy and security processes in each HIC

• Begin planning the implementation of AEM

• Help you meet the AEM implementation milestones

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Submit Paperwork, Get Credentials

Change Team Contact List for AEM Implementation

• Managed by Executive Lead • Distributed together after kick-off (and available on CCIM website)• Explained at different sessions• Submitted at different points during the implementation

User Authority/User Coordinator Form

ESPA HSP Account Set-up

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Next Steps Checklist

Confirm change team members (Executive Lead) Ensure you have a static IP Address (Technical Lead) Register for upcoming AEM Privacy and Security and

Consent session (Privacy and Security Lead + one) Register for upcoming 2 - day Core OCAN and AEM

training (Coordinator + two) Determine AEM users (Executive Lead) Prepare to sign the ESPA (Executive Lead) Complete paperwork by November 30 (Executive Lead) Attend appropriate teleconferences (All) Get your questions answered through the project

support centre

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OCAN/IAR ImplementationIM

PLEMENTATION COM

PLETE

1 2 3 4 5 6 987 1110

Attend OCAN/IAR

Kick-off

Attend AEM

Kick-off

Attend AEM P & S/IAR Consent

Workshop

Attend Core OCAN Train the Trainer and AEM User Training

Complete ‘As Is’ and ‘To Be’ Business Process

Core OCAN GO LIVE!

Additional staff training

Software tested& implemented

validation

P & S TrainingIAR Training

IAR Tool Train the Trainer DSA Training

Data Submission

December 2012 March 2013

Legend HSP-led activities

Project-led activities

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CORE

AEM

IAR Business

IAR P&S

IAR Technical

Core OCAN & IAR Implementation Milestones

IAR Go Live

Start Finish

DSA Workshop

Technical Kick-off

Technical Training

IAR Tool Train-the-

Trainer

Privacy &Security

Training & Consent Mngmt

Business Kick-off

October November December January February March

COREGo Live

Info & Exec Lead Sessions

CORE Training

AEMEnd User Training

Validation Training

AEM Kick-off

IAR Go Live and Data

Submission

Software testing and

ImplementedCOREKick-off

CORE/ IAR

Kick-off

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AEM Support Process

• For questions related to AEM Support, please contact the:

Support Centre – Telephone: 1-866-909-5600, Option 4 – Email: cmhcap@ccim.on.ca– Website: www.ccim.on.ca

Thank you!