3.5.1 PROJECT GOVERNANCE AND OVERSIGHT
The project organization for the execution of this Project has been designed to leverage the vast content knowledge that exists in the Jurisdictions while ensuring clear lines of accountability and responsibility for the successful execution of this initiative. The Project Coordinator will be accountable and responsible for certain aspects of the delivery of this Project. The Contractor will report to the Project Coordinator for all aspects of the delivery.
A Jurisdiction may be asked, by the Project Coordinator, to advise the Project Coordinator on particular components of the Project with which the Jurisdiction has special knowledge.
Figure 13 – Participant Relationships
3.5.2 ROLE OF INFOWAY, THROUGH THE PROJECT COORDINATOR Infoway, in the role of strategic investor, will be responsible for:
a) providing the overall investment strategy for the Pan-Canadian Public Health Surveillance Program;
b) providing funding for the design and development of the System;
c) with the Project Coordinator, providing management oversight of development of the Solution;
d) actively monitoring progress and quality of deliverables to ensure that the System can be leveraged across multiple Jurisdictions;
e) setting standards and requirements for robust, interoperable products and outcomes;
Pan-Canadian Public Health Stakeholders Jurisdictions Infoway
PHS Steering Committee PHS Working
Group Pan-Canadian
PHS Collaborative Governance TBA
Project Coordinator (Build/Integration Phase)
Selected Proponent Contracting
Relationship Reporting Relationship
f) participating in the development and issuance of the procurement vehicle, evaluation and selection of the Contractor;
g) communications with ‘Infoway Board’ and stakeholders;
h) co-establishing success criteria for the Project; and
i) flowing funds to the Project Coordinator consistent with payment obligations under the Final Contract.
3.5.3 ROLE OF THE STEERING COMMITTEE
The role of the steering committee is to support the Pan-Canadian Public Health Surveillance Program, particularly in its earlier stages, where the focus will be on defining and building the System, and setting interoperability standards for information exchange among Jurisdictions.
The steering committee is sponsored jointly by the Infoway CEO and the BC Ministry of Health Deputy Minister. It is chaired jointly by Infoway and the BC Ministry of Health. Its membership consists of a senior public health official and a senior information technology official from each of the provinces and territories as well as representatives from Pan-Canadian health and information technology bodies, such as the Canadian Institute for Health Information and the Canadian Medical Association.
The steering committee will provide this support in two distinct capacities:
a) As an advisory body contributing to the planning and execution of the Pan-Canadian Public Health Surveillance Program investment program by
i. facilitating input from senior public health practitioners to the program,
ii. facilitating input from senior health ‘Information Technology’ officials to the program, iii. serving as a forum for interchange and dialogue between these two communities, each
of whose contributions is essential to the program’s success,
iv. serving as a forum where issues related to the System and its implementation can be raised, discussed and resolved, and
v. providing advice, recommendations and guidance to the ‘Infoway Board’ for the Pan-Canadian Public Health Surveillance Program at many stages and decision points; and b) As a strategic decision making body contributing to the planning and execution of
Pan-Canadian projects under the Pan-Pan-Canadian Public Health Surveillance Program by i. setting strategic direction on key items affecting the project,
ii. providing expert guidance to the Project to ensure it remains responsive to the needs of key stakeholders,
iii. defining the mandate, appointing and supporting the working groups and sub-committees of the steering committee tasked with specific project agendas, and iv. accepting (or rejecting) the recommendations of the working groups, subcommittees,
and other entities established by the steering committee.
Members of the steering committee may be on the evaluation committee, but the steering committee in its entirety will not be evaluating the Proponents.
3.5.4 ROLE OF THE DESIGN WORKING GROUP
The design working group consists of seven steering committee members from a cross-section of Jurisdictions. The group includes both members with public health surveillance expertise, and information technology experts.
The design working group’s role is to guide the work of the Project team producing the deliverables. Specifically it is responsible for:
a) serving as expert spokespersons for the wider public health and information technology communities, to be a direct source of input on requirements and priorities (functional and technical);
b) reviewing and providing input on outlines or early specifications for deliverables before the reports are produced;
c) reviewing the deliverables in draft form and provide input to their refinement;
d) identifying and sharing useful documents for the Project team’s review; and
e) guiding the work of the Project team, providing advice and input in both structured and ad hoc forms, but not, for greater certainty, evaluating Proponents which function is solely reserved for the evaluation committee.
3.5.5 ROLE OF THE PROJECT COORDINATOR
The Project Coordinator’s intention is to setup a procurement mechanism with the Contractor that all Jurisdictions can draw upon. The Project Coordinator will be responsible for:
a) providing management oversight of the Project;
b) reviewing and signing off on performance and deliverables related to the scope of the Final Contract negotiated with the Contractor;
c) providing resources (subject matter experts, business analysts and architects) as
necessary throughout the Project to ensure adequate business input, verified requirements, conduct acceptance testing and other functions;
d) developing and issuing this JSRFP;
e) facilitating evaluation during the JSP process;
f) negotiating and executing the Final Contract with the Contractor;
g) informing Infoway on the status of this JSP process, particularly as it impacts the Project schedule;
h) communicating with the Project steering committee;
i) liaising with business stakeholder communities, the design working group, and Jurisdictions; and
j) paying the Contractor for accepted deliverables in accordance with the provisions of the Final Contract based upon funding received from Infoway.
3.5.6 ROLE OF THE JURISDICTIONS
Employees and contractors from the Jurisdictions participate in the design working group, on the steering committee and will participate as part of the evaluation committee. In addition, multiple Jurisdictions will advise the Project Coordinator on specific topics throughout the course of the Project.
3.5.7 PROJECT TIME FRAMES
The final time frame to carry out the Project as outlined in this JSP process will be confirmed during the Joint Solution Definition Phase.
The term of the Product license, maintenance and support services and other select services will be determined during the Joint Solution Definition Phase and documented in the Final Contract.
With respect to the integration project involved in the development of the System, it is
anticipated that the System, operating in the Reference Implementation, will have received final acceptance in 2006.
The term of the Solution maintenance and support services is anticipated to be for an initial period of seven (7) to ten (10) years, with a potential renewal of between three (3) to five (5) years; for a possible total duration of between ten (10) and fifteen (15) years. The start of the implementation phase of the Project will be at the end of the successful conclusion of the integration project and acceptance of the System as being deployment-ready. It is anticipated that the Contractor will be required to provide the Reference Implementation environment for an extended period of time, likely the term of the Final Contract. If after a reasonable period of time of the System being deployment-ready, depending on the number of Jurisdictions that ultimately decide to implement the System, the Project Coordinator reserves the right to discontinue System maintenance and support services, the provision of the Reference Implementation environment as well as other associated services that form part of the Solution.
The length of time the Ancillary Services will need to be provided will be determined during the Joint Solution Definition Phase, and subsequent phases, and documented in the Final Contract.