S&I Standards Organization Engagement & Communication Plan DRAFT Standards Support Team 1 September 2011

Purpose The S&I Standards Support team is a convener and coordinator in engaging the Standards Organizations (SOs) to identify, analyze and, as necessary, modify the existing standards to support the core functional requirements defined by the community for each S&I Initiative The team includes representatives from Accenture, AHIMA, Mayo Clinic, Intermountain Healthcare and Kaiser Permanente Maintaining timely communication and engaging with standards organizations throughout the development lifecycle is crucial for successful completion of the S&I Initiatives. The Standards Organization Engagement and Communication Plan provides a framework for engagement and communication activities with standards organizations during key phases and processes in the S&I Framework. This framework identifies the methods used by the S&I Standards Support Team to maintain general communication, build awareness, communicate status, and facilitate engagement with standards organizations. 2

PreDiscovery Bridge Relationships with Standards Community –Initiative Prediscovery Standards are identified as potentially relevant to the initiative and the applicable Standards Organization Points of Contact are notified of an upcoming initiative via PreDiscovery . –Initial Contact for New Standards Organization For SOs that do not have a relationship with S&I Standards support team, contact is made to gather information, ballot process and discuss the S&I Framework. –Preferred communication methods and points of contact are established Orientation is provided to the SO as needed on the S&I Framework, processes & initiatives, standards team members, and resources including the wikis 3

On-Going Engagement Bridge Relationships with Standards Community –On-Going Engagement Monthly e-newsletter with updates on initiatives, progress, standards utilized, other general updates on S&I Framework Communicate dates and times of meetings for current initiatives and what is coming Conduct regular (e.g quarterly) conference calls with SO’s (such as the SCO meetings or a US Realm) Be available for SO face to face meetings and conference calls to give updates as requested 4

Discovery Align with S&I Framework on functional requirements and impacted standards –Prior to Initiative launch, a summary of standards which potentially align are provided to the Initiative leads (based on, based on the Prediscovery Standards Input Form) Convene SDO and S&I Framework representation –The S&I Initiative Lead will formally invite select SOs to participate –Initiative leader(s) will notify Os prior to launch to verify - Points of contact and formal representatives (if appropriate) Standards refinement process and key dates if updates or changes are required to a standard 5

Discovery (cont.) Provide gap analysis and recommendations for SDO consideration –The Standards Support Team will formally document and communicate results of the gap analysis with the SO point of contact If changes are needed, the recommendations to extend or modify the standard and the suggested changes will be communicated In coordination with the Harmonization Team, the Standards Support team will facilitate a meeting with the SO and Initiative team when requested. A summary of the plan and timeline will be documented and provided to the SO –The Standards Support Team will formalize the plan and update the Standards Support and Coordination Plan (SSCP) for the initiative to reflect the agreed upon approach 6

Implementation, Pilot & Evaluation Maintain the Standards Support and Coordination Plan (SSCP) throughout the Implementation, Pilot & Evaluation Phases –The Standards Support Team and convener will monitor the efforts outlined in the plan work closely with the SO to ensure timely delivery of artifacts and help resolve issues. –The Standards Support team will assist the SO in the following ways as determined by the SSCP: Assist with balloting and prioritization process at SO level Support the SO development and ongoing operations Monitor, communication and maintain expectations with progress. Coordinate integrated test planning across SDOs Align S&I teams for implementation readiness 7

Communication Plan viewed by the Teaming Concept 8 The Standards Support team’ will communicate with SOs throughout the S&I process. The Standards Support and Coordination Plan is developed based on the results of harmonization of standards across all steps in the S&I framework, in parallel with the development of the implementation specifications. The SSCP provides the principal communication with the SOs once a standard has been identified in support of an initiative. Use Case Development and Functional Requirements Harmonization of Core Concepts Implementation Specifications Standards Development Support Hand-off Communication Plan Maintain regular communication with the SO Community on the S&I Iniattives and status Invite SOs to provide information on their standards during PreDiscovery Formally invite SOs to initiative Output / Artifacts Standards Gap Analysis Technical Requirements Output / Artifact Standard Support Coordination Plan Engage Communication Plan Monitor and update the SSCP for an initiative in close coordination with the SO. Contribute Engage Contribute Hand-off Engage Contribute Engage Communication Plan Monitor and update the SSCP for an initiative in close coordination with the SO. Communication Plan Document a gap analysis and engage with SO to review recommendations. Develop the SSCP in coordination with the SO. Maintain on-going communication