Assessment Entry Module (AEM) Kick-off November 1 or November 2, 2012

2 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

3 Welcome and Introductions CCIM Team introductions

4 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)

6 Assessment Entry Module (AEM) Overview The 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

7 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

8 AEM Context Diagram IAR Complete Assessments Local DB HSP Specific WOHS AEM User Create/ Modify/ Search Aggregate Reports IAR User HINP Ministry HSP LHIN Client Specific AEM

99 DEMO AEM Demo

10 AEM Person Search Screen

11 AEM Person Registration Screen

12 Core OCAN Consumer Information Screen

13 Core OCAN Assessment Drop Down Menu

14 Functional Centre Drop Down

15 Core OCAN Presenting Issues

16 Core OCAN Consent Screen

17 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.

18 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

19 Electronic Service Provider Agreement (ESPA)

20 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

21 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

22 AEM – Implementation Timeline (Screener/CHA/Core OCAN) * Screener/CHA HSPs Only

23 Change Team Role Definitions Executive 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

24 Main Tasks to Implement the AEM Assign RolesAttend 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 Review Processes Ensure AEM is integrated: Review privacy and security processes Review business (e.g., intake) processes Implement processes Exec Lead

25 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 25

26 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 ESPAHSP Account Set-up

27 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

28 OCAN/IAR Implementation IMPLEMENTATION COMPLETE 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 Training IAR Training IAR Tool Train the Trainer DSA Training Data Submission December 2012March 2013 Legend HSP-led activities Project-led activities

29 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 OctoberNovemberDecemberJanuaryFebruaryMarch CORE Go Live Info & Exec Lead Sessions CORE Training AEM End User Training Validation Training AEM Kick-off IAR Go Live and Data Submission Software testing and Implemented CORE Kick-off CORE/ IAR Kick-off

30 AEM Support Process For questions related to AEM Support, please contact the: Support Centre –Telephone: , Option 4 – –Website:

Thank you!