Projec Charter.pdf

Project Charter ALERT IIS Replacement Project

Title ALERT IIS Replacement Project

Sponsor(s) Project Sponsor: Cecile Town, Deputy, Oregon Immunization Program, Public Health Division Executive Sponsor: Collette Young, Center for Public Health Practice Administrator

Affected Business Unit

Agency: Oregon Health Authority Program Area: Public Health Division, Center for Public Health Practice, Immunization Program

Project Management

Project Manager: Katie McCarthy Project Advisor: Allyson Ford

Estimated Cost $10,000,000 (Implementation and 5 years M&O)

Funding Source

General Funds, CMS, Modernization Funds, Plan to seek additional state funding

Estimated End Date June 2029

Project Description

The Oregon Health Authority (OHA) Oregon Immunization Program (OIP) uses the ALERT Immunization Information System (IIS), a powerful tool for managing immunization records, monitoring public supplied vaccines, and supporting healthier communities. The ALERT IIS Replacement Project will ensure continued immunization administration and promote modernization of OIP’s processes and applications. This project must be executed before the end of the existing vendor contract with Gainwell Technologies.

Problem Statement or Business Objective

OIP has the opportunity to identify and migrate to a new ALERT IIS. This allows OIP to modernize IIS functionality and integrate other current IT solutions used by the program. More specifically the Immunization Record Information System (IRIS) used by local public health authorities (LPHA) to manage the annual school exclusion process in Oregon (including the work under the former School Module for Immunization Law Electronic Reporting (SMILER) project) and functionality in OIP’s Partner Organization Systems Tracking (POST) system. This will enable OIP to modernize their processes and offerings to better serve Oregonians.

Commented [MJ1]: This needs revised. I think calling it a database minimizes the complexity of the system. I will find time tomorrow to work on text.

Commented [MK2]: This was our initial statement in the Business case.

Commented [LLM3]: Jenne, is there a way to get the word SMILER in here

ALERT IIS Replacement Project Charter OIS Project Solutions Last Updated: 2/25/2025

Scope The ALERT IIS Replacement Project will deliver a replacement cloud based, vendor-supported IIS that integrates school law, IRIS and some functionality from POST. The new IIS will:

• Meet all current confidentiality/security rules/laws in Oregon and ensure the ability to adhere to any changes during implementation

• Provide a consumer access portal

• Track select therapeutics

• Meet CDC IIS Functional Standards 4.1 and any future incremental revisions

• Be interoperable with partner/other state systems o Centers for Disease Control (CDC) o Other State IIS o HIE (HL7) o Insurers and other payors (HL7) o POST o ORPHEUS o Race, Ethnicity, Language, Disability (REALD)

• Will modernize considering the following:

o HL7 and FHIR capable o Consumer access module o Meeting national accessibility requirements for any/all modules o A modular and scalable system architecture to support add-on features, data access/exchange, reporting, and future change o Need to gather and track REALD and Sexual Orientation

Gender Identity (SOGI) data o Multiple language offerings

• Will improve security and confidentiality to decrease risk o Meet state security standards for PHI o Review of current rules/laws o Direct partner access to data – via role based access o Direct public access to data

Major Project Risks

The risk factors identified for this project include:

Funding Integration Complexity Procurement Delays Contract Timelines Resource Constraints Scope Creep

Commented [MJ4]: Does order equal priority? if so or if implied, we should think about the order.

Commented [HJS*D5]: Questions:

- Is the funding risk indicative of the need/desire to leverage CMS or other federal funds?

- Is there also a key risk around stakeholder or partner participation, adoption, etc.

Assumptions The project assumptions identified for this project would include the following:

- Financial resources will be identified to cover the costs for this project.

- OHA and PHD executive leadership is available for direction and support when and as needed for the project.

- Required technical resources will be available when and as needed and dedicated to this project.

- Required business resources staff will be available when and as needed and dedicated to the project.

- PHD resources for technical accessibly review and community engagement will be dedicated to this project.

- A technical solution will meet accessibility standards.

- Integrating the processes and data from IRIS and some of the processes in POST may require Oregon specific development.

- IT governance, solicitation, and contracting processes will have few issues and will not impede making the project deadline.

- OIP will be able to implement a solution that offers an accessible platform, available for viewing in all languages used in Oregon. Current list includes 13 languages – Spanish, Vietnamese, Russian, Somali, Korean, Arabic, Chinese (Simplified), Chines (Traditional), Marshallese, Hmong, Chuukese, Portuguese, and English

- OIP will not include functionality outside of official project scope.

Constraints The project constraints identified for this project would include the following:

- Compliance with CDC’s IIS functional standards are required for federal funding.

- Some state functional standards fall outside of the federal standards.

- Expiration of current Gainwell Technologies contract on December 31, 2027.

- Current resource constraints are resulting in delays in procurement timelines. Currently, RFPs can take up to and beyond 20 months to process.

- New contract and/or system implementation must abide by guidelines for compliance, security, and standardization with other state, federal, and partner systems.

- Compliance with Oregon Statute, Rules, and Policies.

- By June of 2025 all Limited Duration staff may no longer be available as staff for this effort.

Commented [MJ6]: Not sure we can assume this.

Commented [MJ7]: updated text

Success Criteria and Metrics

Success criteria for the project would include the following:

- Data migration from current IIS to replacement system

- Integration of School Law, some functionality from IRIS, and some functionality from POST

- Accessible platform configured and trained on with an equity lens

- No loss of current system functionality

Sponsor Approval Signature

__Cecile M. Town_________ ____11/19/24__________________ Name Date