SOW Attachment 01 - OEHRM Universal Training Space Requirements Shreveport LA.docx

OEHRM Universal Training & Command Center Space Requirements March 30, 2020 | Version 0.02

John Short Chief Technology & Integration Officer Veterans Affairs Office of Electronic Health Record Modernization

Paul Tibbits, MD Executive Director, Office of Technology Integration Veterans Affairs Office of Information and Technology

Jill Draime, PsyD Acting Executive Director, Change Management

Veterans Affairs Office of Electronic Health Record Modernization

Revision History

Transforming Health Care for Veterans, Revolutionizing Health Care for All

Universal Training Space Requirements v0.02 | 8

Table of Contents

Tables

1. Overview The Office of Electronic Health Record Modernization (OEHRM) Program is a large-scale, commercial Electronic Health Record (EHR) implementation. The Department of Veterans Affairs (VA) must ensure that the new EHR is supported by both proper Information Technology (IT) infrastructure and physical (i.e., facilities) infrastructure.

This specification outlines OEHRM requirements for three training space environments. These are:

· Off-Site Leased space. Located away from VA owned space.

· On-Site Mobile space. Located on VA property for temporary use.

· On-Site VA Facility space. Located within the permanent VA medical facility.

Each of these three training spaces have certain unique features for: 1) Requirements, 2) Assumptions 3) Equipment and 4) Testing.

2. Purpose The purpose of this document is to verify that every room slated for training meets the established criteria for Electronic Health Record Modernization (EHRM) enterprise standards.

High-level requirements are provided for Training and Command Centers. These requirements outline equipment and space needs for planned training to support IV testing, pre-Go-Live, Go-Live activity and post-Go-Live activities.

Additional requirements may be developed from individual site-specific evaluations. Other requirements documentation and standards may be referenced to cover specific areas, such as wireless networking, that require additional level of detail. In situations of conflict, the most stringent of the two standards will be adopted.

3. OFF-SITE LEASED SPACE REQUIREMENT

This section describes training in a leased space location away from the medical center. This space may be government or commercially leased. The primary focus of this section is to provide requirements to configure leased training space.

3.1 Assumptions

The following are assumptions for providing equipment, installation and testing.

A. Rack, patch panels, and Uninterrupted Power Supply (UPS) are provided by:

· VA: Rack and UPS.

· Cerner: Patch panels and handle installation.

B. Cerner will provide the cabling for the wired connections to be terminated at the rack patch panel by their cabling contractor.

C. Cerner is responsible for the environmental conditions for the closet and training space (power and cooling).

D. Cerner will provide video teleconferencing equipment and support for training testing and Go-Live support. This video teleconferencing will utilize the Cerner provided network.

E. VA will supply IP phones for helpdesk and Go-Live needs.

F. Cerner network closet or rack will be lockable and meet VA security requirements.

G. Cerner will provide all training equipment (see Table 1) needed except VA provided end user Government Furnished Equipment (GFE) devices and VA WLAN and VA WAN/LAN networking equipment and network.

H. All IV1 Testing in leased spaces will be conducted on Cerner provided equipment and network.

3.2 Training Room Specifications

Following are specifications for all training rooms.

A. Hardwired connection to workstations will be implemented in all training rooms.

· Identify the total number of required workstations to include ultra-small form factor (USFF) desktops used by the Cerner trainers.

· All units consist of ultra-small form factor desktops that meet OEHRM specifications. All USFF systems will have a Cerner supplied 24” monitor.

· Network connectivity will utilize a wired Ethernet connection.

· A monitor, mouse and keyboard are required for every workstation.

· VA end users who receive training will use GFE desktops provided in the training location.

· Some equipment (workstations, printers, etc.) will need a LAN connection.

B. Cerner staff requires a Cerner managed wireless network to access the internet for their non-GFE equipment.

C. Cerner trainers will be required to use VA GFE to access the training environment. They will need Personal Identity Verification (PIV) cards and VA network accounts to log into GFE. Cerner staff who do not have a PIV card will use Cerner equipment and network along with a Cerner token.

D. VA OIT will provide technical support for all issues with VA GFE, Network performance and Infrastructure. Support will need to be available whenever training is provided.

E. End users will connect to the training environment through Cerner’s hosted Citrix. Link to training environment needs to be provided prior to training.

· Cerner required to provide link prior to training.

· OIT is to deploy the Cerner training link to training workstations prior to

· Training and coordination with OEHRM Change Management Team. Identify the planned number of users per training session.

Following is listed sample equipment that may be required to support training activities.

Table 1: Off-Site Training Room Equipment

Cerner

VA

Cerner

Cerner

VA

Cerner

3.3 Requirements

The training/testing/Go-Live leased location should be configured for network performance to be comparable to a Community Based Outpatient Clinic (CBOC).

IV 2 testing requires network connectivity from the leased space equipment to the local VA Medical Centers (VAMC). Access to the forward deployed servers is needed in the VAMC and the Cerner datacenter in Kansas City. (Reference Appendix C, “VA OEHRM Wireless Network Infrastructure -Systems Requirements Document”.)

3.3.1 IV Testing Requirements

IV testing will occur in the Training Center and be conducted by both VA and Cerner personnel. Other IV training may occur at the VAMC due to equipment constraints.

Sample devices required to support IV1 and IV2 testing are shown in the following table.

Table 2: Off-Site Devices required for IV Testing

*If able to print from the VA network Network connectivity and infrastructure will be provided for all components necessary to support medical device integration testing for the devices listed above. To meet this requirement, a security stack will be needed in the leased space like a CBOC on Multi-Protocol Label Switching (MPLS) with medical equipment.

The existing network connection from the training/testing/Go-Live leased space shall be able to route traffic as needed on the VA network to either Cerner Kansas City Data Center or the VAMC forward deployed servers. An example is how a CBOC with medical equipment network traffic would flow.

The testing equipment in the leased space will not connect or utilize the Cerner training environment in Kansas City. The testing equipment will connect to the testing environment in Kansas City like a VAMC and CBOC equipment would connect to production environment in Kansas City. Back end printing (barcode for example) will leverage the forward deployed servers Cerner will provide at the local VAMC.

3.3.2 Training Center Requirements

Cerner is currently contracted to provide all aspects of the training environment. This includes Cerner LAN, WLAN, WAN network, Cerner EUD and peripheral equipment (scanners, printers, etc.). For VA personnel to access the EHRM enclave an Electronic Data Interchange Personal Identifier (EDIPI) is required. They can obtain the EDIPI only from the VA Single Sign On Internal (SSOI) system on the VA network. The VA prefers the training experience closely match the experience users will have on the VA network in the VAMC and CBOC.

3.3.3 Go-Live Support Facility & Equipment Requirements

Prior to Go-Live, training rooms may need to be reconfigured for the Go-Live activities. The following rooms are required:

A. Command Center B. Help Desk Call Center C. Briefing Room D. Visitor Lounge E. Cerner Solution Architect room

The following are Go-Live Command Center requirements:

A. Each room will require a large display monitor or projector for status updates.

B. VOIP phones will be used in the Help Desk Call Center, Command Center and the Briefing Room.

C. Each room will require both wired and wireless network connectivity.

Sample equipment required to support Go-Live activities is shown in the following table.

Table 3: Off-Site Go-Live Equipment

VA

3.3.4 Build-Out to support IV Testing, Training and Go-Live Command Center The following items will be required to support IV Testing, Training and Go-Live Command Center:

A. Power over Ethernet (PoE) network switches to support all required devices.

B. Network connectivity between the training location and the VAMC is required.

C. Rack space, power, and cooling are required for network and security stack.

D. Wireless Access points for WIFI connectivity for VA and Cerner users. Enough access points are required to provide coverage for all rooms.

E. Network connectivity to Cerner’s training, testing and production environments.

F. VA EHRM security stack in the leased space.

G. Minimum CAT5e for 1Gbps for network connectivity for End User devices.

H. Patch cables will be required for the LAN drops for wired network connections.

I. Print solution access for front and back end printing and scanning for training IV and Go-Live events.

J. VA OIT will provide the cabling for and installation of the Wireless Access Points for the VA Wireless network.

K. VA OIT will provide the installation of the VA network equipment into the VA provided rack.

L. Teleconferencing Support (Cerner provided equipment on Cerner network)

· Determine number of large display monitors to be installed in required rooms

· Telephone dial in/dial out capability

· Polycom/Cisco unit

· Video teleconferencing equipment

· Projectors installed for Skype meetings as needed in additional rooms M. Schedule

· VA Network connectivity six months before Go-Live

· EUD equipment (PCs, monitors, and peripherals) are required before Super User training begins N. VA will supply and install display boards and mounts.

O. VA will supply VOIP Polycom/Cisco units for teleconferencing in all rooms.

Sample activity deliverables required to support Go-Live activities are shown in the following table.

Table 4: Off-Site Activity Deliverables

devices configured for training

TBD

4. ON-SITE MOBILE TRAILERS

This section describes training in mobile trailers. These trailers are located on medical center space and intended for temporary training use. The primary focus of this section is to provide requirements to configure training space.

4.1 Assumptions

Cerner will provide, manage installation and be responsible for the following listed equipment and capabilities:

A. Lockable racks, patch panels, power distribution units (PDU), Uninterrupted Power Supplies (UPS), Cat 6a patch cords, and Cat 6a cabling.

B. Network closet will be lockable and shall meet VA security requirements specifications (See Appendix C: “VA OIT Design Guide dated February 2011”).

C. Cerner and VA will utilize separate racks within the IT closet.

D. Cat 6a cabling for the wired connections to be terminated at the rack patch panel by cabling contractor.

E. Oversee VA wireless network, Access Points and CAT 6A cables, installation per VA provided specifications (See Appendix C: “VA OEHRM Wireless Network Infrastructure - Systems Requirements Document”, version 1.7 May 15, 2019).

F. Fiber cabling from the Training Center trailers to VA network and separately to the Cerner network.

G. Closet and training space environmental conditions (power and cooling).

H. Video teleconferencing equipment and support for training and testing and Go-Live support. Video teleconferencing will utilize the provided network.

I. Projectors for training in every training room and for Go-Live support.

J. All needed equipment (see Tables 6 & 10) except: 1) VOIP phones/routers for helpdesk and Go-Live, 2) switches for access to VA network and 3) Access Points (APs) with their associated Cat 6a cabling for access to VA wireless network. An appropriate quantity of spares for all equipment will be maintained.

K. Install all equipment except VA provided switches, and VA contractor-provided Wireless Access Points (APs) and their associated Cat 6a cables.

L. Work with OEHRM to provide a training plan and a schedule of Cerner-led classes.

M. Utilize Cerner laptops using Cerner wireless access.

N. Cerner associates with PIV cards can utilize GFE computers.

VA will provide:

O. Equipment manufacturer name and part number to Cerner for a lockable rack suitable for use in the Training Center IT closet.

P. Network switches for use in the Training Center IT closet.

Q. VOIP phones and any associated network equipment.

R. An appropriate quantity of spares for its own equipment.

S. Images for all Training Center PCs or laptops.

4.2 Requirements

This section leverages additional requirements and standards for specific areas. These areas include wireless networking for the VA and Cerner. Additional requirements may be issued that are developed from individual site-specific evaluations. In situations of conflict, the most stringent of the two standards will be adopted.

4.2.1 IV Testing Requirements

The following table details test scenario requirements. Most IV testing will occur in the Training Center and be conducted by both VA and Cerner personnel. There will be testers and support personnel for IV1 and IV2 testing.

Sample activities for deliverables required to support Go-Live activities are shown in the following table.

Table 5: On-Site Mobile Trailer Activities for Deliverables

IV2 Testing

TBD

VA Network infrastructure and connectivity will be provided for all components necessary to support medical device integration testing.

To meet this requirement, the Training Center will leverage security stacks at each VAMC. Optical Multi-Mode 1 (OM), multi or single-mode fiber connectivity is required at each facility. A continuous run of matching fiber from a trailer IT closet will be made to the network cores.

The equipment will connect to the appropriate testing environment in Kansas City. The equipment connection will replicate the VAMC and CBOC Kansas City production environment. Back end printing (e.g., barcode) will leverage forward deployed servers provided by Cerner at each VAMC.

Devices required for IV Testing and Training are listed in the following table. The device types shall be tested to determine that their performance is comparable to the production environment. The full quantity must be installed and ready for use prior to the first end user training.

Sample devices required to support IV Testing and Training are shown in the following table.

Table 6: On-Site Mobile Trailer Devices required for IV Testing and Training

USB cable for direct connect Cerner

4.2.2 Training Center Requirements

Cerner is currently contracted to provide all aspects of the training environment. This includes Cerner LAN, WLAN, WAN network, Cerner EUD and peripheral equipment (scanners, printers, other). The VA requires that the training experience closely match user experience for the VAMC and CBOC VA network. To support this experience, the training space will use the VA LAN & WLAN network.

Sample key Super and End User training dates are shown in the following table.

Table 7: On-Site Mobile Trailer Deliverable Dates

End User Training (EUT)

TBD

An adequate number of switches are required to support the quantity of hardwired workstations at each site. They must have the capacity to include wireless access points.

A. VA Wireless will be provided with suitable bandwidth and coverage in each classroom.

B. Cerner staff requires wireless network access for their non-GFE equipment. Cerner wireless will be provided to their staff.

C. Cerner trainers will be required to use VA GFE to access the training environment. They will need PIV cards and VA network accounts to log into GFE.

D. VA OIT will provide technical support for VA GFE issues for network performance and infrastructure using standard support processes via the Enterprise Service Desk (ESD).

E. VA trainees will use Single Sign On Internal (SSOI) to obtain their Electronic Data Interchange Personal Identifier (EDIPI) to access the Cerner enclave. This same process will be used for the Production environment.

F. End users will connect to both the training and production environments using the Cerner Citrix storefront. A training environment link needs to be provided prior to training. Prior to training:

1. Cerner is required to provide link.

2. OIT is to deploy the Cerner training link to training workstations.

3. OIT to set the training computer to match the production environment.

Sample for end users trained in each room are shown in the below table. Note: Training room equipment requirements are shown above in Table 1.

Table 8: On-Site Mobile Trailer End User Training Rooms Number of end users per session:

* There will be one trainer per classroom.

4.2.3 Go-Live Support Facility & Equipment Requirements

OEHRM requires help desk support for VA End Users, Super Users and Adoption Coaches during the Go-Live period. Cerner will provide a temporary help desk, located in the Site Command Center to support end users during Go-Live. Site Go-Live facility types are described in the following table.

Table 9: On-Site Mobile Trailer Command Center Facilities for Go-Live Types of Facilities

Leadership rooms – VA and Cerner

Note: Each room will require both wired and wireless network connectivity for both Cerner and VA networks.

A summary for Go-Live equipment is shown in the following table:

Table 10: On-Site Mobile Trailer Go-Live Equipment

Each Command Center, Help Desk, and Briefing room requires a large video conferencing monitor or projector for status updates Cerner supplied, installed and cabled

Review after layout is complete VA supplied, cabled by Cerner

Cerner would like to use monitors/not use VA PCs

VA

Briefing and Leadership rooms

VA

Breakroom Microwave and Refrigerator

TBD

Cerner

4.2.4 Build Out to support IV Testing, Training and Go-Live Command Center Following are general requirements items:

A. Power over Ethernet (PoE) network switches to support all devices.

B. Network connectivity between the Training Centers and the applicable VAMCs must support actual production environment.

C. Adequate Rack space, power, and cooling for the installed network equipment.

D. Wireless Access points for Next Generation WIFI connectivity for VA and Cerner users. Enough access points are required to provide coverage identical to the VAMC.

E. Network connectivity to Cerner’s training, testing and production environments.

F. Minimum CAT 6a for 1Gbps network End User Device connectivity.

G. Cat 6a patch cables for wired network connection LAN drops.

H. Print solution access for front and back end printing/scanning/faxing from the Training Center for IV events (if required by design).

I. No VA PC updates shall occur during 7:00am to 1:00am (local time) training hours. Required PC updates should occur during the nightly Cerner Training Environment refresh.

J. Cerner will provide and install CAT 6a Wireless Access Points cabling. This is to enable the VA Wireless and the Cerner Wireless networks.

K. VA OIT will install VA network equipment into the Cerner provided rack.

L. Teleconferencing Support (Cerner provided network and equipment).

· Displays

· Telephone dial in/dial out capability.

· Conference call capability.

· Video teleconferencing equipment.

· Projectors installed in the additional rooms for Skype meetings.

M. Schedule – see below Table 11 and Table 15 (On-Site Facility Deliverable Dates).

· VA Network connectivity is required TBD.

· EUD equipment installed and verified before IV1 testing beginning on TBD.

N. VA will supply VOIP Polycom/Cisco units for teleconferencing.

Deliverables and Activities are shown in the following table:

Table 11: On-Site Mobile Trailer Deliverables and Activity

5. ON-SITE VA FACILITY

5.1 Assumptions

· VA wired and wireless network is available and functioning in Training and Command Center Space.

· VA will supply Voice Over Internet Protocol (VOIP) phones for helpdesk and Go-Live needs.

· Cerner managed wireless network will not be approved by VA in Training/Go-Live Space.

· IV Testing will not use any medical devices or medical equipment.

· The Computer Lab will be the primary training room.

· One Room will be designated as a Command Center.

5.2 Requirements

This section leverages additional requirements and standards for specific areas. These areas include wireless networking for the VA and Cerner. Additional requirements may be issued that are developed from individual site-specific evaluations. In situations of conflict, the most stringent of the two standards will be adopted.

5.2.1 IV Testing Requirements

A. Identify number of testers required.

B. Identify start date for IV testing C. IV Testing will be conducted by both VA and Cerner personnel

IV1 and IV2 testing devices are listed in the following table:

Table 12: On-Site Mobile Devices Required for IV1 & IV2 Testing

5.2.2 Training Center Requirements

Requirements in support of the current training approach for the site are shown in the following list.

G. Network connectivity for workstations in all training rooms.

1. Network connectivity for laptops will primarily be utilizing the wireless network.

2. Training Room will have enough drops to support the all desktop computers.

H. The desktops will require a minimum of 22-inch monitors up to 24-inch monitors along with a mouse and keyboard.

I. The laptops will be provided with a mouse but not an external keyboard or monitor.

J. VA end users who receive training will use Government Furnished Equipment (GFE) desktops provided in the training location.

K. Cerner trainers will be required to use VA GFE to access the training environment. They will need PIV cards and VA network accounts to log into GFE; PIV exemptions are being used until trainers receive their PIV cards.

L. VA staff are responsible to place and lock all laptops in the cart at the start and end of the day.

M. VA OIT will provide technical support for all issues with VA GFE, Network performance and Infrastructure. Support will need to be available whenever training is provided. See table 6 of this Section for training dates.

N. End users will connect to the training environment through Cerner’s hosted Citrix. Link to training environment needs to be provided prior to training.

3. Cerner required to provide link prior to training.

4. OIT to deploy the Cerner training link to training workstations prior to training. Coordination with the OEHRM Change Management Team is required.

Equipment required to support training activities is shown in the following table:

Table 13: On-Site Facility Training Room Equipment

5.2.3 Go-Live Support Facility & Equipment Requirements

This section covers Go-Live Facility Support for the Go-Live Prior to Go-Live; three rooms will be reconfigured for Go-Live activities. The following rooms are required:

A. Command Center B. Briefing Room C. Visitor Lounge

· VOIP phones to be used in the Command Center

· Each room will require both wired and wireless network connectivity.

A summary of needed equipment is shown in the following table:

Table 14: On-Site Facility Go-Live Equipment

5.2.4 Build Out to support IV, Training and Go-Live

The following items will be required to support the topic areas:

A. VA managed wired and wireless network connectivity with enough access points to provide coverage as needed.

B. Ability to connect to Cerner’s training, testing and production environments via Citrix.

C. Minimum CAT5e for 1Gbps for network connectivity for End User devices if wired.

D. Print solution access for front end printing for training, IV and Go-Live events.

E. Schedule:

· VA Network connectivity is required for the Training and Go-Live locations.

· End User Device (EUD) equipment (workstations, monitors, and peripherals are required to be installed and tested before Super User training begins).

F. VA will supply VOIP Polycom/Cisco units for teleconferencing during Go-Live activity.

Training and testing dates are stated in the following table:

Table 15: On-Site Facility Deliverable Dates

Appendix A: Security All equipment connected to the VA LAN or VA WLAN must comply with established VA baselines (See Appendix C: “VA OEHRM Wireless Network Infrastructure - Systems Requirements Document – Final”) and security requirements.

This includes all:

· Scanners

· Computers (desktops and laptops)

· Wireless vital sign monitors

· Printers

· Docking stations

· WLAN network equipment

· Switches

· Routers

· VOIP phones Compatible network-attached printers and MFDs must be configured and integrated with established VA Central Printer Management software. Currently, that includes network-attached printers and MFDs from HP, Lexmark, Dell, Ricoh, Xerox and Zebra.

Appendix B: Acronyms

Appendix C: References The following artifacts were used as references for this document:

1. Office of Information & Technology (OIT) Infrastructure Standards for Telecommunications Spaces Version 2.2 April 10, 2019 https://vaww.vashare.oit.va.gov/sites/itops/svcs/sma/BCM/Supporting_Documents/Infrastructure%20Standards%20for%20Telecommunications%20Spaces.pdf

2. VA OEHRM Requirements Specification - version 1.0 June 5 2019 ttps://dvagov.sharepoint.com/:b:/r/sites/VACO.OEHRMoffice/Misc/TIOExternalDocs/00%20VA%20OEHRM%20Requirement%20Specification%20-%20v%201.0-signed.pdf?csf=1

3. 00 VA OEHRM Wireless Network Infrastructure - Systems Requirements Document – Final https://dvagov.sharepoint.com/:b:/r/sites/VACO.OEHRMoffice/Misc/TIOExternalDocs/00%20VA%20OEHRM%20Wireless%20Network%20Infrastructure%20-%20Systems%20Requirements%20Document%20-%20Final.pdf?csf=1

4. Printer and Multifunction Device Secure Configuration Baseline Version 1.4, August 5, 2019 https://vaww.vashare.oit.va.gov/sites/itops/svcs/sma/BCM/Lists/Secure_Configuration_Baselines/Item/displayifs.aspx?ID=45

5. Department of Veterans Affairs, Office of Construction & Facilities Management, OIT Design Guide, February 2011 image1.png image4.png image2.png image3.png