Lessons Learned From Application Conversion

Learning Objectives for this Presentation:
By the end of the presentation participants will be able to:
1 Identify programmatic and technical issues related to large-scale IIS system conversion
2.Facilitate preparation for a similar system conversion, including analysis of the current IIS model to assess technical needs
3.Understand the importance of evaluating existing program capabilities to determine an appropriate project time line

Background:
Recently, the New York State Immunization Information System (NYSIIS) has undergone a large-scale systematic change. Since 1997, a regional voluntary model was used, and the New York State Department of Health (NYSDOH) provided a connecting repository for the data. In 2003, an independent assessment prompted a move to a single, statewide web-based application. In conjunction with securing a vendor to develop this new application, the State legislature passed a law requiring the system to be operational by January 2008 and mandating provider participation.

Setting:
New York State

Population:
New York State residents

Project Description:
Fewer than twelve months were allotted for the transition from a regional to statewide IIS, during which several programmatic and technical issues were addressed to ensure timely development and roll out of the new system. Partnership among many information technology departments was needed to develop and test the new system, as well as to migrate existing users and data to the new application. Programmatic tasks included forging partnerships with professional medical societies to communicate the statutory requirement to over 3,000 practices in NYS and development of regulations to accompany the legislation. Lastly, significant program restructuring was required to address staffing needs.

Results/Lessons Learned:
The IIS project leadership encountered both expected and unexpected challenges during this major system conversion. New York State's experience confirms the value in having a certified project manager, opportunities for early review and comparison of IIS data to address inconsistencies, and incorporation of a thorough risk management plan.