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  • About

    Irma's Profile

    The ITS Request Management App (Irma) was developed to support project managers, optimization coordinators, and ITS teams throughout the epic optimization and ITS project request process.


    Irma Features:
    • Online request form for users to submit requests
    • Request review and feasibility determination tools for ITS coordinators and project managers
    • Reporting capabilities for ITS Leadership
    • Automated project and task creation in PM Central (ITS project management tool)
  • Application Permissions

    Permissions to Irma

    It helps to know who has the ability to perform certain actions in Irma!
     
    Create New Request: Anyone with access to the YNHHS network can create a new request.
     
    My Requests: Anyone can view requests they have submitted on the My Requests page.
     
    New Requests: Approvers (Coordinators and Project Managers) can view, edit and process any new requests.
     

    All Requests: Approvers (Coordinators and Project Managers) can view, filter, sort and export all requests.

    Administration Utilities: Approvers (Coordinators and Project Managers) can add, edit and delete lookup tables, and batch upload requests using an Excel template.

     

    To become an "Approver" you must be added to the "AP.YH.ITSRequestApprovers" AD group.

     

  • Requests 101

    I need...I want...please change it...

    A request is submitted to Irma either through the online form (anyone) or batch upload using the excel template (approvers only). Once a request is submitted an email confirmation is sent to the requestor and the ITS project management office (PMO).
    Requestors will receive email updates when the request status is changed.
     
    Intial Intake:
    A representative from the PMO will review the request (initial intake), then either notify coordinator(s) that a new request arrived or contact the requestor for additional information.
    Actions taken can be documented in the comments field of the request.
     
    Review New Requests:
    Approvers will review requests to determine feasibility.
     
    My Requests Page:
    Submitted requests can be viewed on the "My Requests" page. Request Status will automatically update when the request status is updated. Users will only see the requests they've submitted
     
    All Requests Page:
    All requests can be viewed (approvers only) on the "All Requests" page. Requests can be filtered, sorted and exported to Excel.
     
     
     
     
    1. Review New Requests

      New Request Review...

      Approvers can view and edit new requests multiple times before the final review.
        
      1. Click on the "New Requests" button
      2. NewRequests.png 

      3. Click on the Request ID

        RequestID.png


      4. Review Request Details
        • Complete optional fields (if applicable)
          • Request Origin
          • Area
          • Application
          • Topic

      5. Score the Request (see Score Request for definitions)
      6. Request Status (see Request Status for more information)
        • Status MUST BE "ACTIVE" to create a new project or add the request as a task to an existing project
      7. Add Comments
        • Comments are included in email updates to the Requestor. Please ensure all comments are User-Friendly. 
      8. Project Type (see Create Project or Task for more information)
        • Project Type determines the project template used when creating a new project
        • Optimization Task will give you the option to choose the project where the new task will be added
      1. Score Request

        What's the score...

        Projecting the value of a request will help maximize investments, minimize risk, improve ITS and business owner strategic/tactical alignment, and allocate resources more effectively.

        Use the Scoring Matrix below to score new requests.

        Request Scoring Matrix​
        Patient Safety Definition: Current workflow and build is having a negative impact on Patient Safety, by completing this particular optimization item Patient Care will be improved
        Patient Safety
        4
        Severe Impact
        Immediate HIGH RISK patient safety issue with NO WORKAROUND
        3
        High Impact
        Immediate HIGH RISK patient safety issue with AVAILABLE WORKAROUND
        2
        Medium Impact
        Potential LOW RISK patient safety issue with NO WORKAROUND
        1
        Low Impact
        Potential LOW RISK patient safety issue with AVAILABLE WORKAROUND
        0
        No Impact
         
         
        Productivity / Efficiency Definition:  The amount of time a particular user can save or become more efficient by implementing a particular optimization item
        Productivity / Efficiency
        4
        Severe Impact
        Affecting MULTIPLE USERS in a HIGH VOLUME area 
        3
        High Impact
        Affecting SMALL USER GROUP in a HIGH VOLUME area
        2
        Medium Impact
        Affecting MULTIPLE USERS in a LOW VOLUME area
        1
        Low Impact
        Affecting SMALL USER GROUP in a LOW VOLUME area
        0
        No Impact
         
         
        Compliance / Regulatory Definition:  This particular optimization request will address a lack of a Compliance/Regulatory need with the system
        Compliance / Regulatory
        4
        Severe Impact
        CMS or Joint Commission Mandate w/ No Exceptions
        3
        High Impact
        YNHHS / YMG / NEMG - Policy Standard 
        2
        Medium Impact
        YNHHS / YMG / NEMG - Standard of Care 
        1
        Low Impact
        YNHHS / YMG / NEMG - Nice to Have 
        0
        No Impact
          
         
        Revenue Definition:  The amount of money that is currently not being captured or money that an optimization item if built can save the organization
        Revenue
        4
        Severe Impact
        Greater than $1M
        3
        High Impact
        Between $500K and $1M
        2
        Medium Impact
        Between $100K and $500K
        1
        Low Impact
        Less than $100K
        0
        No Impact
         
         
        Organizational Impact Definition:  The number of Users that a particular optimization item is currently affecting and by completing it will positively affect
        Organizational Impact
        3
        High Impact
        YNHH System Wide / All Users
        2
        Medium Impact
        Multiple Departments / Many Users
        1
        Low Impact
        Single Department / A Few Users
        0
        No Impact
         
         
        Resources Definition:  The amount of work it will take the Analyst(s) / Application Team(s) to Design / Build / Implement a particular item
        Resources
        -3
        High Impact
        YNHH System Wide / Multiple Analysts / Multiple Application Teams / Leadership Decisions
        -2
        Medium Impact
        Moderate Amount of Work for Multiple Analysts and/or Multiple Application Teams
        -1
        Low Impact
        Moderate Amount of Work for an Analyst
        0
        No Impact
        Minimal Amount of Work for a single Analyst
         
        Negative Impact Definition:  If an optimization item is to be built and released, will it have an adverse negative effect to Users / Departments or System Wide, if so on what scale
        Negative
        Impact
        -3
        High Impact
        YNHHS Wide will notice Negative Impact
        -2
        Medium Impact
        Department(s) will notice a Negative Impact
        -1
        Low Impact
        Small Negative Impact on a few Users
        0
        No Impact



         
      2. Create Project or Task

        Request scored...what's next?

        Once the request has been scored and given the green light it's time to turn the request into a new PM Central project or a task in an existing PM Central project.
         
        If you are already on the Request Review page skip to #3.
          
        1. Click on the"New Requests" button

        2. NewRequests.png 

        3. Click on the Request ID

          RequestID.png


        4. Set Request Status to "Active"
          • Status MUST BE "ACTIVE" to create a new project or add the request as a task to an existing project
        5. Add Comments
          • Comments are included in email updates to the Requestor. Please ensure all comments are User-Friendly. 
        6. Select Project Type
          • Project Type determines the project template used when creating a new project
          • Optimization Task will give you the option to choose the project where the new task will be added
        7. Click Save Updates
        8. The page will refresh and you can review the request one more time
        9. Click Review and Submit Project/Task
        10. On the Project Summary Page you can Change the Title of your new project/task
        11. Choose the Request Type
          • Application Upgrade
          • Break/Fix
          • Epic Site Go-Live
          • Interface Development 
          • Intranet Dept Site
          • New Application Implementation
          • New Technology Implementation
          • Optimization Project
          • Optimization Task
          • Pilot Project
          • Team Site
          • Technology Upgrade
          • Training 
          • Web Development
        12. Click Create Project
         
      3. Request Status

        What the 411...

        There are 2 methods Irma uses to keep requestors updated: 
         
        Emails and My Requests
         
        Irma's request status is updated either manually (Approvers) or dynamically (PM Central).
        Below is a Status Matrix that identifies status displays and email templates used for each status. Email templates can be reviewed here
         
         
         
         
        Request Status
        My Requests
        Email
        1
         
         
         
        User Submits Request
        New Request
        New Request
        Confirmation
         
         
         
         
         
        Request Status
        My Requests
        Email
        2
         
         
        Approvers Review Request & Change Status
        Scored
        Scored
        X
        Deferred
        Deferred
        Deferred
        Duplicate Request
        Duplicate Request
        Duplicate Request
        More Info Needed
        More Info Needed
        More Info Needed
        Active
        Approved
        Approved

         

         

         
        Project Status
        My Requests
        Email
        3
         
         
         
        PM Central Project Created
        Active
        Approved
        Approved

         

         

        Project Status
        My Requests
        Email
        4
         
          
        PM Central Project         Status Updated
        Cancelled
        Deferred
        Deferred
        Pending
        More Info Needed
        More Info Needed
        Completed
        Complete
        Complete

         

         

         
        Task Status
        My Requests
        Email
        5
         
         
         
        PM Central Task Created
        Not Started
        Approved
        Approved

         

         

        Task Status
        My Requests
        Email
        6
          
        PM Central Task Status Updated
        In Progress
        In Progress
        In Progress
        Deferred
        Deferred
        Deferred
        Completed
        Complete
        Complete
        Waiting on Someone Else
        In Progress

         

         

         

         

         
      4. View/Export All Requests

        View/Export All Requests...

        Approvers can view and export requests into excel.
          
        1. Click on the "All Requests" button
        2. NewRequests.png 

        3. Click on the Export Icon
        4. RequestID.png


        5. When prompted in IE Click Open
        6. Prompt.png


        7. If prompted by Excel that file may be unsafe...It's OKAY! Click Yes
        8. ExportRequests.png


         

      5. Administration Utilities

        Administration Utilities...AT YOUR OWN RISK!!!

          
        1. Click on the "Administration Utilities" button
        2. NewRequests.png 

        3. The Administration Utilities Menu offers many options. The primary one for approvers: Batch Upload 
        4. RequestID.png

        Batch Upload New Requests

        Batch Upload New Requests allows approvers to upload multiple requests at one time using the Excel template (provided)

        1. Click Batch Upload New Requests
        2. Click Download Excel Template
        3. ExportRequests.png

        4. Complete the template with as much information as possible
        5. Save the template to your computer to upload.
        6. Click Browse and choose the template you saved.
        7. Click Review Data
        8. Review the data at the bottom of the screen
        9. Click Submit
        10. Each Request in your template will be entered into Irma as a seperate request

         



         
      6. PM Central

        PM Central

        PM Central is a centralized location where you can view and provide real-time status of the entire ITS project portfolio. PM Central's tailored project workspace site templates let project teams proactively track, organize, maintain, and report statuses, tasks, risks, budgets, and issues for projects—allowing you to effectively communicate project expectations to team members and stakeholders in a clear, timely fashion, from the task level all the way up to an executive summary.
         
        Click here to access PM Central  (URL: http://inside.ynhh.org/its/pmo)
         

        How Does It Work?

        PM Central automatically tracks individual projects across ITS in one workspace. Project team members only need to update the information in a particular list on their project site, and their data is automatically populated in all related areas on the top-level portfolio site. In this top-level site, the data from all project and department sites is aggregated for display in portfolio dashboards to provide real-time, at-a-glance executive information.
         
        PM Central consists of three levels:
        • Portfolio Site (Top-Level Site): This site shows the aggregated data of all of its project subsites. It contains multiple dashboards that report on tasks, issues, risks and schedules.
        • Project Site: This site is a subsite of the portfolio site and is designed to have its data rolled up to the portfolio site for a comprehensive status of all projects in your portfolio. It is an enhanced template that provides uniform project data input, visual status of tasks and issues, a Gantt View to track all project tasks at once, a File Explorer-type interface for navigating uploaded documents, online project-related discussions
        • Department Site: This optional site displays a filtered view of project sites based on specific criteria, such as projects that have a specific project manager or a specific project type.

         

        What Do I Have To Do?

        The Portfolio site was created and all ITS employees were added to the Enterprise Resource Pool (If you can't find an employees name to add to a project, please email webadmin@ynhh.org with the employees name and Network ID) 

         

        1. Once a Project Site is created (through Irma or PM Central) > Update the Project Summary on the project homepage.
        2. Assign project resources to your projects
        3. Create your tasks, issues and risks for your project. You must manually enter in this data.

        After you have finished these steps, the portfolio and department sites' Project Summary, Project Summary List, Reports, All Tasks, My Summary, Issues and Risks are automatically populated with data. The project site's Overview, My Summary and Issues are automatically populated with data. (data update takes @ 10 minutes to display on the Portfolio Site)