2015-01-06 Steering Committee Meeting Notes

	Name	Organization
Attendees
Y	Ajay Asthana
	Janet Campbell	Epic
	John Couk	LSU
Y	Oscar Diaz	HSPC
	Julio Cesar Farcelli	University of Utah
Y	Rick Freeman	iSalus Consulting
	Mike Garcia	Louisiana State University
	Robert Greenes	Arizona State University
Y	Stan Huff	Intermountain
	David Kreda
	Skip Mc Gaugney	Open Health Tools
Y	Tom Oniki	Intermountain
	Marc Overhage	Siemens
Y	Craig Parker	Intermountain
	Vassil Peytchev	Epic
	Jeff Rogers	IBM
	Surj Ramlogan	Allscripts
	Scot Post van der Burg	iSalus Consulting
Y	Paul White	Muir Equity
Y	Herb White	Infocare Health
Y	Wayne Wilbright	Louisiana State University
Y	Virginia Riehl (support)	Independent Consultant

Item	Lead	Action
Agenda
Review Agenda and January Meeting Schedule	Virginia Riehl	Identify agenda changes Confirm or adjust meeting dates in January
Priority Item – HSPC Meeting Plans	Stan Huff	Draft an email re. the meeting and send to Stan and Oscar to Review – Virginia Send out email re. meeting – Rick and Craig Get an article in Health Data Management to promote membership. Rick will reach out to Eileen. Set up membership committee calls – Craig Identify meeting location options in New Orleans – Wayne/Oscar Agenda Collaborate on HIMSS planning. Marketing materials Member on-boarding Establish committees, processes, and procedures Technical agenda items Terminology and FHIR profile modeling Platform technical specification Sandbox and data for sandboxes VA Project Schedule call to finalize agenda and length of meeting – Craig
Priority Item – HIMSS Meeting	Rick Freeman	Rick Freeman Status of VA representation Identification of participants Themes and stories definitions Demo application definitions Rick and Oscar will develop a budget for HIMSS Process for signing up members at HIMSS Stan will send info on his presentation schedule to Rick HSPC HIMSS 2015 Planning Notes HIMSS 2015 Roadmap Schedule a call with Janet and Josh to discuss tier 1-- Rick Freeman Need to determine if there will be an HSPC booth or be sponsored by other booths. Oscar will reach out to Eileen to find out about the options for getting space at HIMSS
Priority Item – Get technical content on website or other accessible location FHIR profiles that can be viewed and browsed Sample programs that show how the FHIR profiles can be used	Stan Huff	Stan Huff Develop specification proposal with links to reference implementations – Rick Freeman Resolve the issue of granularity Approve the enhanced model content presentation tool Recruitment of contributors – LSU, Intermountain, Cerner, LSU Plan for sandbox deployment Develop requirements Support for orchestration Reference architecture definition There are three elements EHR Set of middleware services – level 1 capability – pt id, authorization, data access Test data Progress is being made on the sandbox. It should be ready by 12/31. Work is being done on the business processes and service definitions for tier 2. Need to determine with Stan what should be added that is not already there.
Priority Item – VA	Oscar Diaz	Oscar Diaz Pilot funding proposal status Obtain use case documentation from LSU – Oscar Diaz Coordination with other groups within VA
Priority Item – HL7 Argonaut Project	Stan Huff	Stan Huff Determine points of coordination including the development of leaf level models – Stan Huff
Priority Item – Press Releases	Oscar Diaz	Oscar Diaz Develop a press releases on HSPC and the Argonauts and the HSPC organization an mission – Oscar Diaz Develop press release on VA project Develop press release on Argonaut project
Priority Item – Incorporation and Organization	Stan Huff	Stan Huff Follow-up with VA, Intermountain, Regenstreif, and Harris on payments – Stan, Oscar Develop Draft Organization Structure – Oscar/Craig Obtain Board Member Signatures on Board Document – Oscar Develop membership marketing materials to solicit new members – Membership Committee Solicit Additional Benefactor Members – Oscar Send preliminary budget to Stan – Oscar Reach out to dbMotion re. membership – Oscar Schedule a call to finalize membership agreement – Stan Provide Stan with contact information for participants in call to finalize membership agreement – Oscar Provide a copy of the membership agreement to Rick – Stan Post membership agreement when it is final – Rick Freeman
Priority Item – MedInfo	Bob Greenes	Bob and Stan will begin planning for MedInfo Identify who will be attending MedInfo and could be part of a panel. Due date 01/15 – Bob Greenes
Outreach	Stan Huff	Reach out to Allscripts – Jeff Franks – Rick Kaiser/Mayo outreach – Stan Huff/Oscar Diaz
Operations Work Group	Craig Parker	Craig Parker Launch in January
Project Plan	Rick Freeman	Rick Freeman – Update
Hosted Vendor Implementations	Ajay Asthana	Ajay Asthana Outcome of Ajay and Paul meeting Documentation of process for posting to the repository
Communications and Marketing	Rick Freeman	Rick Freeman Survey Responses HIMSS promotion discussions with Alex Lippitt Meeting with ONC Meeting with CMS Update marketing materials Develop white paper Develop budget for website Prepare executive overview of HSPC Define announcement distribution channels Develop marketing campaign Develop press releases
Decision rights and processes	Oscar Diaz	Update Engagement of someone with knowledge of standards approval processes
Review Action Items	Virginia Riehl	Confirm accuracy and update status

Item	Discussion	Decision/Action
Notes
Review Agenda and Meeting Schedule	January 13 – January 20 – Reschedule January 27 – February 3 –	Confirm January Meeting Schedule Stan will email options on his schedule and Virginia will poll the SC members
Priority Item – General HSPC Meeting Plans	Rick and Craig have prepared a draft agenda. Day 1 would be focused sessions in the morning with a connectathon in the afternoon. Will have a call to finalize. Meeting location – Oscar contacted the Sheraton and the costs increased due to the dates. Looking into other hotels. LSU facilities may be an option. They have a main room that accommodates 70 people with breakout rooms for 20 people. These rooms have been reserved. The LSU campus is not near downtown and would require a taxi ride. LSU is 1 mile from the Marriott and Sheraton. Decision – Hold the meeting at LSU. Wayne will get logistics package from the Health Sciences Center. This will be sent out to HSPC mail list. Wayne will arrange catering and coordinate through Oscar. Heidi will be the point of contact for registration responses. Virginia will draft an invitation and sent to Oscar, Rick, Stan, and Craig to review. Rick will send to the HSPC mail list. Rick/Oscar/Stan will review the draft agenda. Rick will provide Virginia with the link to the agenda. Wayne will provide Virginia with the contact information for Heidi and the logistics information. Stan/Rick will review the process for establishing committees during the meeting. Will need to finalize the organization structure and ask people to indicate the committees they want to participate in.	Stan Huff ~~Draft an email re. the meeting and send to Stan and Oscar Rick and Craig for review. Rick or Craig will send~~ Get an article in Health Data Management to promote membership. Rick will reach out to Eileen. Set up membership committee calls – Craig ~~Identify meeting location options in New Orleans – Wayne/Oscar~~ Agenda Collaborate on HIMSS planning. Marketing materials Member on-boarding Establish committees, processes, and procedures Technical agenda items Terminology and FHIR profile modeling Platform technical specification Sandbox and data for sandboxes VA Project Schedule call to finalize agenda and length of meeting – Craig Wayne will get logistics package from the Health Sciences Center. This will be sent out to HSPC mail list. Wayne will arrange catering and coordinate through Oscar. Virginia will draft an invitation and sent to Oscar, Rick, Stan, and Craig to review. Rick will send to the HSPC mail list. Rick/Oscar/Stan will review the draft agenda. Rick will provide Virginia with the link to the agenda. Wayne will provide Virginia with the contact information for Heidi and the logistics information. Stan/Rick will review the process for establishing committees during the meeting. Will need to finalize the organization structure and ask people to indicate the committees they want to participate in.
Priority Item –HIMSS Meeting	Met with Janet and Josh to discuss the tier 1 demo. Expect to have this fully defined by February meeting. HIMSS Coordination Items Marketing – Eileen has agreed to support this. Need to decide the messaging. Stan will be giving a plenary in the physicians pre-conference. Coordination of booths – need to identify organizations that will provide a presence in their booths Interoperability Showcase – Should get speaking time and have the vendors in the showcase demo HSPC. We may be too late to get a speaking slight. Educational Session – Stan has a one hour educational session during the conference. Participant communication and planning Met with Advisory Board in Austin regarding what would be required to participate. Need to determine what will be needed in the sandbox to make them successful.	Rick Freeman Status of VA representation Identification of participants Themes and stories definitions Demo application definitions Rick and Oscar will develop a budget for HIMSS Process for signing up members at HIMSS Stan will send info on his presentation schedule to Rick HSPC HIMSS 2015 Planning Notes HIMSS 2015 Roadmap ~~Schedule a call with Janet and Josh to discuss tier 1-- Rick Freeman~~ Need to determine if there will be an HSPC booth or be sponsored by other booths. Oscar will reach out to Eileen to find out about the options for getting speaking slots at HIMSS
Priority Item – Get technical content on website or other accessible location FHIR profiles that can be viewed and browsed Sample programs that show how the FHIR profiles can be used	Work continued on the sandbox during the holidays. Close to releasing a new version. The sand box is "up" and being used. Will be meeting with Intermountain today.	Stan Huff Develop specification proposal with links to reference implementations – Rick Freeman Resolve the issue of granularity Approve the enhanced model content presentation tool Recruitment of contributors – LSU, Intermountain, Cerner, LSU Plan for sandbox deployment Develop requirements Support for orchestration Reference architecture definition There are three elements EHR Set of middleware services – level 1 capability – pt id, authorization, data access Test data Progress is being made on the sandbox. It should be ready by 12/31. Work is being done on the business processes and service definitions for tier 2. Need to determine with Stan what should be added that is not already there.
Priority Item – VA	Over the past four weeks the proposal was submitted to Carolyn Clancy. She asked for clarification of the budget. The budget was presented to Paul Tibbits and he approved the budget. A request was sent to contracting. A white paper on the benefits of the project was prepared. This was submitted to Paul Tibbits. The paper described a pre and post analysis of benefits to document effectiveness of the deployment. The VA needs to prepare a business case. Doug Rosendale is assisting in preparing the business case. This will include a more detailed budget. The business case will be submitted to contracting. Contracting will be providing feedback on the draft business case. Expect to have a contract through LSU in 7 - 10 days. Budget is anticipated to be $9 million. The project will have a steering committee – LSU, Mayo, Intermountain, VA, and the care coordination partner. Will have a demo in time for HIMSS. By June/July will have a production capability. Additional funding will be determined based on the benefits demonstrated in the project.	Oscar Diaz Pilot funding proposal status Obtain use case documentation from LSU – Oscar Diaz Coordination with other groups within VA
Priority Item – HL7 Argonaut Project		Stan Huff Determine points of coordination including the development of leaf level models – Stan Huff
Priority Item — Press Releases		Oscar Diaz Develop a press releases on HSPC and the Argonauts and the HSPC organization an mission – Oscar Diaz Develop press release on VA project Develop press release on Argonaut project
Priority Item – Incorporation and Organization	Stan will follow-up to see if the membership agreement can incorporate the click-thru license. There are no unresolved issues. Stan will provide a copy of the signed incorporation papers to Oscar. Once membership agreement is available, Intermountain and LSU will be able to make their payments.	Stan Huff Follow-up with VA, Intermountain, Regenstreif, and Harris on payments – Stan, Oscar Develop Draft Organization Structure – Oscar/Craig Obtain Board Member Signatures on Board Document – Oscar Develop membership marketing materials to solicit new members – Membership Committee Solicit Additional Benefactor Members – Oscar Send preliminary budget to Stan – Oscar Reach out to dbMotion re. membership – Oscar Schedule a call to finalize membership agreement – Stan Provide Stan with contact information for participants in call to finalize membership agreement – Oscar Provide a copy of the membership agreement to Rick – Stan Stan will follow-up to see if the membership agreement can incorporate the click-thru license. Stan will provide a copy of the signed incorporation papers to Oscar. Post membership agreement when it is final – Rick Freeman
Priority Item – MedInfo	Bob Greenes is working on getting panelists. One additional panelist is needed. Stan will reach out to Mark Overhage and David McCallie	Bob and Stan will begin planning for MedInfo Identify who will be attending MedInfo and could be part of a panel. Due date 01/15 – Bob Greenes Stan will reach out to Mark Overhage and David McCallie
Outreach		Reach out to Allscripts – Jeff Franks – Rick Kaiser/Mayo outreach – Stan Huff/Oscar Diaz
Operations Work Group		Craig Parker Launch in January
Project Plan		Rick Freeman
Hosted Vendor Implementations		Ajay Asthana Outcome of Ajay and Paul meeting Documentation of process for posting to the repository
Communications and Marketing		Rick Freeman Survey Responses HIMSS promotion discussions with Alex Lippitt Meeting with ONC Meeting with CMS Update marketing materials Develop white paper Develop budget for website Prepare executive overview of HSPC Define announcement distribution channels Develop marketing campaign Develop press releases
Decision rights and processes		Oscar Diaz
Review Action Items		Virginia Riehl

Item	Start Date	End Date	Lead	Status
Action Items

Draft an email re. the meeting and send to Stan and Oscar Rick and Craig for review. Rick or Craig will send	12/16/14	12/19/14	Virginia Riehl
Develop plan for MedInfo	12/09/14		Bob Greenes Stan Huff
Identify who will be attending MedInfo and could be part of a panel – Bob Greenes	12/09/14		Bob Greenes
Schedule call to finalize agenda and length of meeting	12/09/14		Craig Parker
Send out meeting announcement	12/09/14	12/19/14
Develop a press releases on HSPC and the Argonauts and the HSPC organization an mission	12/09/14		Oscar Diaz
Determine points of coordination including the development of leaf level models	12/09/14		Stan Huff
Send information on HIMSS presentation schedule to Rick Freeman	11/25/14		Stan Huff
Obtain use case documentation from LSU	11/25/14		Oscar Diaz
Schedule a call to finalize membership agreement	11/25/14		Stan Huff
Provide Stan with contact information for participants in call to finalize membership agreement	11/25/14		Oscar Diaz
Provide a copy of the membership agreement to Rick	11/25/14		Stan Huff
Post membership agreement when it is final	11/25/14		Rick Freeman
Get an article in Health Data Management to promote membership. Rick will reach out to Eileen	11/11/14		Rick Freeman
Set up membership committee calls	11/11/14		Craig Parker
Identify meeting location options in New Orleans	11/11/14		Wayne Wilbright Oscar Diaz
Develop membership marketing materials to solicit new members	11/11/14		Membership Committee
Solicit Additional Benefactor Members	11/11/14		Oscar Diaz
Send preliminary budget to Stan	11/11/14		Oscar Diaz
Reach out to dbMotion re. membership	11/11/14		Oscar Diaz
Follow-up with VA, Intermountain, and Harris on payments	10/28/14		Oscar Diaz Stan Huff
Develop Draft Organization Structure	10/28/14		Oscar Diaz Craig Parker
Obtain Board Member signatures on Board Document	10/28/14		Oscar Diaz
Resolve issue of FHIR profile granularity	10/28/14		Stan Huff
Develop specification proposal with links to reference implementations	10/28/14		Rick Freeman
Approve the enhanced model content presentation tool	10/28/14
Contact Allscripts re. identifying a new representative	10/07/14		Oscar Diaz
Set up sand box meeting	10/07/14		Rick Freeman
Set up HIMSS coordination meeting	10/07/14		Rick Freeman
Develop value proposition	10/07/14		Paul White	Ajay is working on a value proposition statement for review by Steering Committee Craig Parker is developing a presentation for Intermountain that could be used with other groups
Outreach to Regenstrief	10/01/14		Bob Greenes
Outreach to Kaiser	10/01/14		Stan Huff
Event Policies – Develop process and policies for attending events on behalf of HSPC	10/01/14
Define Plans for VA Project With LSU	09/23/14
Process for Signing Up Members at HIMSS	09/23/14
HIMSS Budget Development	09/23/14
Develop Orchestration Demonstration	09/23/14
Policy on Member Recruitment Bonus	09/23/14		Oscar Diaz
Evaluate JIRA for Managing the Project Plan	09/09/14		Rick Freeman
Notify HSPC group of incorporation	09/02/14		Stan Huff
Finalize By Laws and Membership Agreement	09/12/14		Temporary Board
Enroll Members	10/14/14
Define Operating Processes	08/26/14		Craig Parker	Need to appoint Work Group and proposals on how they will work
Define Decision Rights and Processes	08/26/14		Oscar Diaz Mike Hederson Sue Jimenez Rick Freeman Tom Oniki
Business Arm Work Group	08/26/14		Oscar Diaz
External Communications Work Group	08/26/14		Eileen Rivera
Prepare blog post on DC meeting	09/02/14		Stan Huff
Conduct survey on communications	08/26/14		Eileen Rivera	Survey fielded
Create Mailing List	09/02/14		Eileen Rivera	Email group created Will distribute email to request people to register for the list
Update Marketing Materials	08/26/14
Develop Budget for Website	09/23/14		Rick Freeman
Prepare Executive Overview of HSPC	08/26/14
Define Announcement Distribution Channels	08/26/14
Develop Marketing Campaign	08/26/14
Develop Press Releases	08/26/14			Draft developed by PR staff from Harris
Define Consistent Processes for Committees to Document Their Discussion and Actions	08/26/14			Need to recruit someone with experience with standards approval processes
Create a Project Plan and Road Map (release schedule) for the Technical Specification Development	08/26/14		Rick Freeman	Testing JIRA to maintain the plan
Establish Sandbox Where & How? Set standards ASU Mayo, LSU What is in the sandbox? Identify the essential minimum set of capabilities Core services - patient identification, security, data access services Expansive dataset Access to profiles Sample apps Reference implementation Target EHRs? Certification level sandbox One or more app dev SDKs. Encourage hosted vendor implementations	08/26/14		Rick Freeman Robert Greenes Herb White Aziz Boxwala Scott Whyte Oscar Diaz Julio Facelli Ajay Asthana	Bob Greenes suggested that someone from the VA should participate in this group Rick Freeman will reach out to Darren Drew to identify a VA representatives
HIMSS Have some applications in production use EASE from Mayo Meducation by Polyglot VisualDX Intermountain Bilirubin Multiple vendors Apps from multiple developers	08/26/14		Rick Freeman	Need to develop a theme Need to recruit participants
HSPC Meeting When Where Host	08/26/14
COMPLETED ITEMS
Coordinate AMIA speakers	10/14/14	11/11/14	Bob Greenes
Determine if a meeting on the sandbox can be held at AMIA	10/14/14	11/11/14	Bob Greenes
Set up call to plan for next HSPC general meeting	10/07/14	11/11/14	Oscar Diaz
Finalize Membership Agreement	10/28/14	11/11/14	Oscar Diaz
Follow-up with Mike Garcia re. Board participation	10/28/14	11/11/14	Oscar Diaz
Appoint Temporary Board	08/28/14	09/12/14	Stan Huff
Prepare Thoughts on DC Meeting	08/26/14	09/22/14	Eileen Rivera
Develop Newsletter	08/26/14	09/22/14	Eileen Rivera

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