1. Avatar ICD-10 Upgrade and Enhancements Project
October 28, 2015
Closing Phase
Presenters: Terry Reusser, Kim Price

2. Avatar/myAvatar Overview
Medical record and billing system used in seven facilities across the state
FBMC, NMBHI, NMRC, NMSVH, SATC, Turquoise Lodge, LLCP
Facilities provide psychiatric, long-term, rehabilitative, behavioral health and drug treatment programs
First implemented at NMRC in 2001
Original project know as Facility System Enhancement Project (FSEP)
Rolled out to remaining facilities over a three year period
Last major upgrade in 2011
Platform conversion from AIX to Windows
New hardware
All application modules and components upgraded in preparation for myAvatar
Newest version called myAvatar
Needed for ICD-10
Will run on existing hardware

3. Project Overview Business Objectives Technical Objectives
Upgrade Avatar to myAvatar to meet federal required ICD-10 code sets for HIPAA covered entities.
Implement enhancements to myAvatar.
Train all staff on the use of both the new version of myAvatar, enhancements and ICD-10 coding.
Technical Objectives
Create requirement, configuration documents and timeline.
Implement myAvatar upgraded in test environment.
Develop test plan and scripts. Execute test scripts in test environment. Track and fix defects.
Upgrade myAvatar upgrade in production.
Develop test plan and scripts for enhancements. Execute test scripts in test environment. Track and fix defects.
Implement myAvatar enhancements in production.

4. MyAvatar Enhancements
Laboratory Information Management System (LIMS) for use at NMBHI
Order Entry for all facilities (removed)
Order Connect for use at NMBHI (removed)
Incident Tracking for all facilities (NMBHI & TL)
Web Services for all facilities (removed)

5. Project Highlights Funds requested for this certification: $0
Funds requested in Initiation Phase: $190,000
Project Management and IV&V
Funds requested in Implementation Phase: $460,000
Project Phase Certification Request: Closing
Project Start Date: May 2014
Project End Date: April 2015
Total project value: $462,323
Total expended to date: $462,323

6. Completed Closing Phase Activities
Deliverables submitted and accepted
IV&V closing report complete
Contracts closed
Payments complete
Project documents archived
Training and knowledge transfer complete

7. Lessons Learned
Build requirements analysis into the project management plan before purchasing and developing deliverables and deadlines
Identify historical project schedules and build a database for forecasting completion times.
Insure adequate resources are available for multiple implementations.

8. Lessons Learned
Write and negotiate deliverables that will correspond to payment. Keep items that could occur at different times listed as separate deliverables.
Build in Project Management as a vendor deliverable.
Require offerors to identify third party subscription costs used in development and support/maintenance to insure there are no hidden costs to the Department

9. Questions?