Oklahoma Healthcare Authority and MIPRO – A Success Story

The Oklahoma Healthcare Authority (OHCA) recently completed a major project, migrating from their legacy Great Plains system to PeopleSoft 9.2. This large-scale undertaking involved implementing a comprehensive suite of PeopleSoft modules, including Project Costing, Contracts, Grants, Accounts Receivable, Billing, Asset Management, General Ledger, Payables, and Purchasing/eProcurement. The project was a resounding success, delivered on time and within budget, thanks in large part to the expertise and collaborative efforts of MIPRO Consulting, OHCA, the Oklahoma Office of Management and Enterprise Services (OMES), and Oracle.

Key Ingredients for Success

Several factors contributed to the positive outcome of this complex project. Here are some highlights:

• Experienced Implementation Partner: MIPRO Consulting, a firm with a rich history in PeopleSoft implementations, played a crucial role. Their team of skilled consultants, boasting extensive experience and a deep understanding of PeopleSoft functionalities, ensured the project stayed on track.
• Blueprint Workshop: The project kicked off with a two-day Blueprint Workshop, bringing together project leadership to establish a shared vision and a solid foundation for success. This workshop focused on:
  • Clearly defining the mission statement.
  • Setting key project objectives and success factors.
  • Proactively identifying and mitigating potential risks.
  • Determining the necessary project resources.
  • Validating the project timeline and scope.
  • Establishing a robust project management structure.
• Risk Mitigation: Recognizing the inherent complexities of a project of this scale, a comprehensive risk mitigation strategy was implemented. This involved identifying potential risks, such as scope creep, resource availability, insufficient testing, inadequate training, and developing proactive mitigation plans. For instance, to address the risk of insufficient testing, the project team created a thorough test plan, assigned a dedicated quality assurance lead, and used Azure DevOps to track bugs.
• Well-Defined Team Structure: The project team included resources from MIPRO, OHCA, OMES, and Oracle, ensuring representation from all key stakeholders. Each required resource had a designated backup to ensure continuity in the event of absences or shifting priorities. Clear roles and responsibilities, coupled with open communication, fostered a highly collaborative environment.
• Comprehensive Testing and Dry Run: A rigorous testing phase was conducted, including three rounds of testing: SIT 1 (MIPRO teams), SIT 2 (MIPRO and HCA teams), and UAT (HCA end users).  To thoroughly test the system, 158 detailed test scripts, covering various scenarios, were used. To further minimize risks, a dry run, mirroring the actual cutover process was executed, providing valuable insights and helping to fine-tune the transition to the live system.
• Implementation Progress Assessments (IPAs): Regular implementation progress assessments are part of MIPRO’s methodology and were conducted by an implementation expert not involved in the day-to-day project team. The assessment evaluates progress against key objectives and identifies areas for improvement. These assessments allowed the team to proactively address any challenges and maintain momentum throughout the project lifecycle.
• Knowledge Transfer: To ensure long-term success and self-sufficiency, MIPRO facilitated comprehensive knowledge transfer to the OHCA team, empowering them to effectively use and manage the new system. This included developing training materials, creating a training repository, and tracking user training completion.

Positive Outcomes and Benefits

The successful implementation of PeopleSoft at OHCA has yielded significant benefits, including:

• Enhanced Efficiency: The new system has streamlined several business processes. For instance, using PeopleSoft for procurement transactions eliminates dual entry, saving 5-10 minutes per transaction. The MMIS to PeopleSoft interface saves approximately 10 hours per week in data preparation and transaction entry.
• Improved Data Transparency and Accessibility: PeopleSoft has enabled OHCA to move away from spreadsheet-based reporting to a centralized system, providing greater transparency and accessibility of financial data across the organization.
• Standardization and Compliance: The implementation aligns OHCA’s financial reporting system with State of Oklahoma standards.
• Positive User Experience: Survey feedback indicated a high level of satisfaction with the new system: 72% of respondents rated the PeopleSoft system as meeting or exceeding expectations for functional requirements, while 83% rated system performance and reliability as good or excellent.

Lessons Learned and Future Considerations

While the project was deemed a success, valuable lessons were learned. Some key takeaways include:

• Timing Considerations: The go-live date coinciding with year-end placed a strain on OHCA resources. Future projects might benefit from considering the timing of implementations in relation to critical operational periods.
• Resource Allocation: More resources on the agency-side would have allowed key stakeholders to dedicate more time to the project.
• Training Approach: The “Train the Trainer” approach proved less effective in certain areas. Future projects might consider having PeopleSoft consultants directly conduct end-user training for optimal results.
• Change Management: Increased change management resources and engagement could further smooth the transition for users.

Overall, the OHCA PeopleSoft implementation serves as a model for successful large-scale IT projects. The collaborative approach, meticulous planning, and comprehensive risk mitigation strategies were instrumental in achieving the desired outcomes. By leveraging lessons learned and continually refining its approach, OHCA is well-positioned for future success in leveraging technology to fulfill its mission of providing quality healthcare to Oklahomans.

MIPRO presented on the Oklahoma Health Care Authority project success at Reconnect.

Please contact MIPRO to explore how we can help your organization implement or optimize PeopleSoft.