This 3 sentence summary provides the key details about the project charter: The project charter outlines an 8 phase plan to implement an Electronic Health Record system for a University Student Health Care center over multiple years. The goal is to digitize paper health records, allow for electronic access and sharing of records between departments, and standardize documentation. The project involves various stakeholders from the university and health center and will require coordinating resources and dependencies between departments.

1. Project Charter
for
Electronic Health Record
System for University Student
Health Care
Version 1.2 approved
Prepared by
Sunil Kumar Gunasekaran
Copyright © 2007 by Karl E. Wiegers. Permission is granted to use and modify this template.

2. 04 December 2012

3. Project Charter for <Project> Page iii
Revision History
Name Date Changes Reason For Changes Version
Sunil Kumar 12/05/2012 Out of scope and New phase was introduced 1.2
Milestones requiring extension of
milestone
Table of Contents
Revision History................................................................................................................iii
1. Project Description..........................................................................................................1
2. Business Objectives and Success Criteria.......................................................................1
3. Stakeholders.....................................................................................................................1
4. Project Scope...................................................................................................................1
5. Out of Scope....................................................................................................................2
6. Assumptions and Dependencies......................................................................................2
7. Constraints.......................................................................................................................2
8. Milestones........................................................................................................................3
9. Resources.........................................................................................................................4
10. Costs .............................................................................................................................5
11. Risks .............................................................................................................................5
12. Benefits .........................................................................................................................5
Approvals............................................................................................................................6
7

4. Project Charter for <Project> Page 1
1. Project Description
The University Student Health Care (hereafter USHC) is implementing Electronic Health
Record System using Server obtained from PyraMED Vendor. This enhances the data
transfer and universal and quick access of data and significantly reduces the operating costs
and maintenance costs.
2. Business Objectives and Success Criteria
1) Have installed a working version of the EHR (hereafter Electronic Health Record) in both
the PyraMed Production and Test environments.
2) Complete each phase of the project outlined in attachment.
3) Interface with existing LIS.
4) Install and interface with a CR/PACS.
5) Create a sub-department of the Medical Records department that coordinates the
scanning and indexing of paper documents into electronic health records stored in
PyraMED.
6) Interface with University’s Pharmacy system.
7) The building and implementation of Forms in the PyraMED EHR for use by the
Providers.
8) Training of Pilot Group and “Go Live” of Pilot Group for each phase.
9) Feedback sessions with Pilot Group of each phase.
10) Training of Clinic and “Go Live” of Clinic for each phase.
3. Stakeholders
1) Students who are enrolled in the university.
2) University Executive Steering Committee.
3) Steering Committee elected by the student body.
4) Project Development and Quality Assurance Team.
5) Pilot Group created for each phase
6) Maintenance and employees of Student Health Center and Pharmacy.
7) The Director and financial team of university.
4. Project Scope
1) The Student Health Center will be responsible to manage the information between
Campus departments that are needed to accomplish this project. The University Student
Health Center (USHC) will supply the other campus department a schedule and timeline.
2) Student Services Workstation and Technology will provide resources and manpower to
implement workstation–side software and hardware components that are required by
EHR module to function properly.
3) SSWT and USHC will work together to test and verify software and hardware builds and
installs.

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4) The Infrastructure of Information Technology (IIT) will consult with USHC on a minimal
number of phases during the project. IIT will work with USHC to help determine the
storage growth of the EHR database and Document imaging. IIT will also be asked to
house the Picture Archive Communication System (PACS) for power backup options and
possibly data backup solutions.
5) Information Technology Security and Privacy and Internal Audit will verify the security
and privacy of the HER module and other sub-systems included in the project.
6) Media Highway, vendor and supplier of the HER module, will fill the roles as provider of
software and documentation, support center, installer and trainer.
7) Radiation Services of Indiana, vendor and supplier of the CR/PACS component of the
system, will fill the roles as provider of software and documentation, support center,
installer (server-side) and trainer.
5. Out of Scope
1) The co-ordination of the respective deliverables of the respective department is done by
the department themselves and USHC will not be responsible for micro managing the
inner workings of the department for the respective deliverable.
2) The update of the EHR to the latest version will not be done in this project.
3) Enhanced Data backup services using PACS - II is being considered to increase the safety
of EHR documents but is not part of the current process.
6. Assumptions and Dependencies
1) Institute of Information Technology will continue to support the PyraMED databse on the
Oracle servers, A ne wSLA to be drawn up for phase 3, Computerized Radiology and the
Picture Archiving Communications System.
2) Media Highway, the vendor, will continue to support and help maintain PyraMED, along
with the new EHR, within their abilities to access the system. Their level of focus will
remain constant.
3) Student Services Workstation Technology will ontinue to provide workstation support to
the point that the PyraMED client installed on Student Health Center workstations will
run without issue that result in negligible loss of system effectiveness and functionality.
4) The Computer Services department of the Student Health Center will continue to support
the PyraMED Health Information System as system administrators and work as liasons
between the aforementioned departments to help during software upgrades, running
maintenance, determining resolutions to issues, and other activities that ensure the
continued availability of the system.
7. Constraints

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Dimension Constraint Driver Degree of Freedom
Features Database backup; EHR, 70-80% of high priority
Electronic Forms, Interface for electronic features must be included
signs,
Computerized Radiology in release 1.2
Document Indexing
Quality 90-95% of user acceptance
Amount of data to be Number of staff and tests must pass for release
converted into EHR robustness of software 1.0, 95-98% for release
used 1.1
Cost Recurring cost for 3 times return in span of 5 budget overrun up to 15%
electronic form and lack years and significant acceptable without
of support from vendor reduction of operating executive review
cost
Schedule release 1.2 to be available
by 10/1, release 1.1 by
12/1
Staff maximum team size is 6 30 Medical staff for EHR On request the medical
developers + 4 testers for document loading. staff, radiology staff and
EHR installation and Continued support from department staff numbers
interface creation and Computer Science increased by 10 percent.
background support and department staff – 10
maintenance
8. Milestones
The project milestones are divided into eight phases each phase requiring its own department,
resources and deliverables.
Phase 1 – Planning
Deliverables – Timeline, installation of EHR
Phase 2 - EHR – Move to EHR Coding
Deliverables – Old version converted into new version.
Phase 3 – Computerized Radiology
Deliverables – Installation and configuration of PACS and CR Systems.
Phase 4 – Notifications
Deliverables – Creation of intra – system messaging modules
Phase 5 – Document Indexing
Deliverables – Complete Scan of all patient paper records along with x-ray and other multimedia
documents.
Phase 6 – Transcription
Deliverables – Installation of Dragon Speak software and complete recording and transcription
of the records.

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Phase 7 – EHR forms and electronic SOAP Notes
Deliverables –Standardized documentation of EHR using the electronic forms
Phase 8 – Electronic Signature
Deliverables – Creation of Interface to obtain electronic signature of patients to be loaded into
EHR.
9. Resources
The respective resources committed by the USHC for various phases are given below.
Phase 1 – Planning
Description: The creation of the timeline, engagement of key players and installation of the
HER Module.
Resources: Medical Staff, Media Highway Training, Application of the EHR module to the
PyraMED Core System, USHC Computer Services.
Phase 2 – EHR – Move to EHR Coding
Description: The old coding screen is moved to the new EHR Coding screen. The process is the
same except the change in environment.
Resources: Medical Staff, USHC Computer Services.
Phase 3 – Computerized Radiology
Description: Installation and configuration of the PACS and CR systems as well as the interface
with the existing PyraMED Core systems.
Resources: Radiation Services, IIT Server and support group, Radiology Staff, USHC Computer
Services, Media Highway Interfacing.
Phase 4 – Notifications
Description: This is an intra-system messaging module at patient level that allows sign off and
other communications between staff.
Resources: Medical Staff, Nursing, Lab and Radiology, USHC Computer Services.
Phase 5 – Document Indexing
Description: This module allows multimedia images to be associated with patient records. This
includes the scanning of external documents and historical paper records as well as the
importation of anatomical graphics and digital photos.
Resources: Medical Staff, USHC Computer Services.
Phase 6 – Transcription
Description: Direct recording into the chart and transcription of this recording by means of
software such as Dragon Speak.
Resources: Medical Records Group, USHC Computer Services, Medical Staff, Nursing, Media
Highway.
Phase 7 – EHR Forms and Electronic SOAP Notes

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Description: This phase truly moves USHC into the electronic health record era. Having
completed the previous phases, we will be in a position to use the EHR module to the fullest
capacity. The electronic forms allow standardization of documentation on encounters.
Resources: Medical Records Group, USHC Computer Services, Medical Staff, Nursing.
Phase 8 – Electronic Signature
Description: Media Highway is developing an interface so that electronic signature pads can be
connected to the PyraMED system. This will allow patients and staff to electronically attach their
signature to encounters.
Resources: Medical Records Group, USHC Computer Services, Medical Staff, Nursing. SSWT
and Media Highway
10. Costs
1) EHR coding – EHR Module provided free of cost; Training of staff: $7000
2) Purchase price of PACs Equipment -$170000. Secured a contract with the vendor for the
annual license fee including support.
3) Costs from IIT to house the server – Unknown. IIT to define this by end of year.
4) Media Highway costs to setup interface -$5000. $1000 added to annual licensure fee.
5) IIT backup cost – approximately $3/GB of backed up data.
6) Document Indexing – non recurring - $7940
11. Risks
1) Currently, the Student Health Center uses a pneumatic tube system to convey paper
medial charts throughout the building. This 40 year old system is in constant repair and
All those are repairs done in-house as there is no longer any support from the original
vendor.
2) The backup for the database is not that efficient and better upgrade system currently not
chosen in this setup. Hence the probability of losing data is little high.
12. Benefits
1) Immediate and universal access to the patient record through predetermined levels of
security, thus ensuring HIPAA compliance.
2) Easier and quicker navigation through the patient record.
3) The elimination of misdirected physical paper charts.
4) The standardization of visit documentation among providers within the organization.
5) Clinical data formatted so to easily read and analyze.
6) The reduction of paperwork, documentation errors, and filing activities and the associated
costs.
7) Greater efficiency in completed visit documentation.
8) The possibility to electronically transmit to other providers on request.

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9) The availability of clinical data for use in quality, risk, utilization, auditing and return on
investment analyses.
Approvals
Approval Decision:
 Approved, development of detailed project plan is authorized
 Approved, project execution is authorized
 Approved, but project is on hold until future notice
 Revise charter and resubmit for approval
 Charter and project proposal are rejected
Role or Title Name and Signature Date
Excecutive Sponsor Lee Gordon
Project Manager Steve Baker
Business Analyst James Westman

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