Case Study PCEHR

Supporting the Department of Health & Ageing to deliver Australia's first national eHealth solution

As part of its broader health reform program, the federal government has committed to delivering Australia’s first national eHealth solution. This solution will allow for the electronic management of health information to deliver safer, more efficient, and better quality healthcare. Central to this eHealth solution is the government’s $477 million investment in the Personally Controlled Electronic Health Record (PCEHR) Program, driven by the Department of Health and Ageing (DoHA). This investment will allow every Australian the option to register for their own personal electronic health record. This will provide individuals with a consolidated and summarised record of their health information that they can access, and for use as a mechanism for improving care coordination between healthcare providers.

Apis Consulting Group has provided close strategic and operational support to DoHA in its implementation of the PCEHR Program. Apis’ role has spanned the entire lifecycle of the Program, and includes support in procurement, project management, and contract management.

In the procurement space, Apis has supported DoHA in undertaking detailed business analysis activities and requirements development, as well as the sourcing of a number of national program partners. The roles of these partners include the provision of a benefits realisation and evaluation capability, national change and adoption support, and the design, build and testing of the national PCEHR system infrastructure. This also includes the twelve lead eHealth implementation pilot sites, represented in all states and territories. Apis provided key support in developing an overall sourcing strategy, specific approach to market documentation, and evaluation plans. This also included facilitation and support of evaluation activities and contract negotiation processes.

Whilst maintaining its commitment to Prince 2 and Project Management Body of Knowledge (PMBOK) principles, Apis has provided a project management approach that is fit for purpose and aligned to DoHA’s corporate methodology.  Apis was directly involved in the development of a complex governance framework and governance arrangements for the whole Program, encompassing a myriad of different stakeholders. An important part of this function involved determining the key roles and responsibilities of stakeholders, as agreed by government. The role has since expanded to involve direct responsibility for the day-to-day operation of the Program Management Office. This includes status and dashboard reporting, complex schedule management, the development and maintenance of detailed trackers, performance management, and the facilitation of governance forums. Apis has also provided support in the development of Service Level Agreements.

Following the completion of the procurement process, Apis was engaged to manage and administer the tripartite contracts for the national PCEHR Program partners. This included the funding agreements for the twelve eHealth lead implementation sites. Apis was directly involved in the development of contract management frameworks and plans, as well as detailed work package plans. This role encompassed the development and maintenance of trackers and reporting templates, ensuring compliance with terms and conditions, and tracking progress against milestones and deliverables. It also included the management of change requests, contractual risks and issues, and the Department’s relationship with stakeholders under the contracts.