Michigan HIMSS Interest Group
Minutes from
Meeting Tuesday, April 22, 2003
If you cannot attend the bimonthly planning
meeting in person, please call in! The
toll free dial in number is:
(866)680-0146. Enter the
participant code of 297455. Our host is
Helen Hill.
This was a
phone only meeting!
Conferenced in: Helen Hill, Ron Wheelock, Elaine Roach, Dave Davis, Rick Wilkening, Alicia Brown
Introductions were made as we began and people joined the call.
PLEASE NOTE: Our meeting location continues to be changed to Reliance Software Systems in Farmington Hills. Directions are at the end of these minutes.
Review of Minutes
The secretary was absent from the previous meeting. There are no minutes.
Officer Reports:
President
Our treasurer, Chris Holden, is unable to continue in the role. We are looking for candidates. Helen voiced that we are doing well financially. Chris is still working with Telusys to get final counts, and is following up on the previous conference.
Treasurer
No report
Secretary
Pricing on business cards was provided to the group (see discussion below).
Committee Chair/Regional Advisory Council Reports:
Regional Advisory Council
Northern Michigan Conference
Chris Podges will help Elaine coordinate the. Due to timing of the event, he suggests that we do the event on a Thursday/Friday. Elaine is suggesting Thursday, June 12. The weekend of the 14-15th is the Big Mac bike tour as well as the Lilac Festival. Chris can investigate options for room discounts, etc. The weekend of the 19th and 20th is also an option. The Lilac Festival lasts the whole week. Elaine feels that we need to get info out to everyone ASAP due to short time frame.
We would want to hold the event at one of the golf resorts, perhaps at a hotel. Munson may be an option for the meeting itself, but one place is more convenient. How many people would we think that we could draw? Elaine thinks we could get a good draw from mid-state and above. Perhaps, they wouldn’t attend for golf, but would attend the conference. Rick suggests that we swap and do golf on Thursday, and do the conference on Friday. Others think the program should be on Thursday, with golf on Friday..
Does this give us enough time to organize the event? In order to book the hotel and golf, we need to know the attendance. We need to select topics for discussion and speakers. The topic for the program has been suggested as emerging technology. We could get a futurist, such as Richard Howe from VHA to talk to the topic of emerging technology.
Vendors have expressed particular interest to Helen regarding this topic. This gives us the opportunity to increase sponsorship rates. Helen would like to see sponsorships in golf as well, such as sponsoring a particular hole or for an event per hole (eg. Hole in one wins a trip, something). We will need to have prizes for the scramble as well.
Ron is curious how we get the word out in that area, particularly for non-members. Most of our mailing list is for people down state. What is our opportunity to advertise to hospitals in that area to pull new members? We can investigate advertising in local newspapers as well. Elaine feels that mainly it is a matter of going through rolodexes and contacting people in surrounding hospitals. Rick has offered to help Elaine determine the hospitals in the area and contacts. The MHA book will help as a resource. Dave has people at Trinity that he can pursue contact with.
ACTION ITEM: Rick and Elaine will investigate options for garnering interest throughout the hospitals in the northern areas.
Do we need to have an alternative to golf, in case people don’t golf? We determined that we can let them investigate the area and provide them area information and resources to do that.
The advantage of that Thursday is that they can stay through Saturday, if they wish, and still be home for Father’s day. We could also plan a reception for Wednesday night. Dave offered that Schuss Mountain and Shanty Creek have an open buffet that allows people to put a package together, include the meal in the price, then have people take what they want on the buffet.
Marquette is using emerging technologies and may be able to present what they are doing with a home-grown Lab outreach product. Tom Ogg at Owosso is using proximity badges from Xyloc. Chris probably knows others up North who are using practical technology that we may get as speakers. We also talked about providing multiple tracks for the events. Helen suggested an executive track and a technical track as a typical offering. It was determined that coordinating multiple tracks for this particular event could prove problematic. We decided to keep it to one main program.
We expressed concern on the time frame, but generally, people feel that we can pull this off. Elaine and Chris would coordinate the facilities and get the contacts. Also, garner speaker interest such as at Marquette. Elaine feels that she and Chris would have the time to pick a location and coordinate food, etc. Helen feels we can get vendors to sponsor holes, etc. We need to determine our costs, etc. Elaine and Chris will determine what they need and let us know.
We can schedule a call for next week and re-visit this topic. Chris and Elaine should know by then what our options are. Elaine is concerned about including people outside of HIMSS, unless MHA has the info. Rick can help her on this.
Rick identified three main components: program (speakers, sponsors, vendor displays), facilities (food, rooms), golf (sponsors, structure). We have seven weeks and a strategic planning meeting in May. We will see what we come up with before next week.
Ron threw out an estimate of checking into banquet rooms for 50-100 people, hotel lodging for 30 people. Ron is estimating 100 people in attendance with 30-ish people staying over. We would plan to book carts for up to 100 people, 20 carts = 10 foursomes. If we say there are 10 foursomes available, first come first serve. The course may also have limits on their facilities e.g. Food after golf, (the ‘beer’ cart). Do we need event insurance?
Signage for vendors to post on holes, can be included in the cost of their sponsorship. Who will coordinate the signs? Vendors may want to include themselves in golf to help push their sponsorships.
We may want to pick 3-4 restaurants that people can go to as an option to a formal dinner or a buffet. For golf, we would definitely need food afterwards. We would also want to have a continental breakfast before golf to sustain the golfers. Helen said that golf courses also are aware of those things and probably already have these offered.
Should we have two different price structures: one for golfers, other for program only? We could offer instead the golf (A) or the conference (B). We also can let people know about the lodgings and let them determine where they stay. We would also want to make sure we have snacks for the afternoon during the program.
Ron expressed our concern about the timing. In addressing our meeting requirements, we discussed that we can use our strategic planning meeting as one of our meetings for the year.
We can investigate alternate dates in July if Chris and Elaine find they aren’t getting locations. It makes sense to include presenters from Elaine’s area to help draw people from there as well. We can also talk to Karen about how to draw from her area as well.
The title of the program could be: “Practical Emerging Technologies.” (Elaine)
ACTION ITEM: Chris and Elaine will get information on the facilities and pursue our options for conference locations and golf.
ACTION ITEM: We will plan to meet next Tuesday at 5 to further determine our goals, pricing and details for the northern conference in June.
To include vendors more, we can provide them 1-2 hours after the sessions for them to demo their products. This can also help fill out our program for the day if needed.
Rick suggested that we have a project plan to coordinate general events. Ron offered that we can discuss this further at our strategic planning meeting as well. Ron can begin a template for us, and we can expand on this later. We want to do things the right way, but may have to do it in two stages: quick and dirty, then formalize the quick and dirty. A project plan will help us identify all the components and who will be responsible for them. Rick noted that we didn’t have a majority of people signed up two weeks before the first event. Helen and Ron noted that two weeks before the event is typically when people sign up for things. Dave suggested an early registration at a lower cost, which may help get enrollments earlier.
ACTION ITEM: Send reminder out next week after our Tuesday meeting “Keep this date open” to initially announce the event with preliminary information. Early registrations get discount, etc.
Out of town events we should have addresses for the hospitals in the area and send out flyers and ask them to post.
Strategic Planning Meeting
We are also required to host an annual meeting, and can continue to pursue that as part of our strategic planning meeting on Friday, May 16.
We need to build our infrastructure and “toolkit” to make this easier. We need to set objectives, make plans, develop toolkits, determine to-dos and measure success as common components of our strategic plan and event plans. Our strategic plan will include annual tactical plans for applying and making things happen. Each officer and chair will present briefly the goals for that position/committee and for the year.
Helen has put together a general time frame for the meeting, as well as a tentative agenda. The timeframe will be 12:30 – 5 on May 16. We can get drinks, sandwiches, fruit and cookies as lunch with introductions between 12:30 – 1 pm. This will allow time for set up, etc.
From 1-2 we will have our annual meeting. We would use this time to report what we have done in the past year, including: challenges, what worked, what hasn’t worked, what our goals have been and more. We would all have slides with bullet points. The RAC would also present. This can be our report to HIMSS national. We would have handouts for people of our charter, etc. We will also plan to include our original goals in our presentations.
The treasurer has to present a report of the financial state of the chapter. The secretary can report on procedures, what we’ve done. We can include: list of board meetings, all minutes, etc., and the fact that minutes are posted on the web (eg. What is our process behind what we’ve done over the last year). We can also talk about what we want to achieve in the next year. We can plan to have as many slides as we want as well as handouts. At the end of the annual meeting we can send all of this to HIMSS national, and hand it on to future officers.
We have things we have to send to HIMSS national by July 1. This will help us aggregate everything we need to send to them.
Ron would summarize the programs we’ve done, challenges, who we’ve had speaking, etc. Rick would do something similar for the membership, including the map of membership, opportunities to involve students, etc. Jim would present on communications also. The RAC and board members also would have an opportunity to talk about what they are doing.
Helen made a good point that we need to feel good about what we’ve done. We’ve done a lot in a short period of time and have done well. We’ve also worked well with national.
After the annual meeting, we would take a 15 minute break. Then spend from 2:15 to 5 pm in strategic planning. Where did we start? Where do we want to go? Address this both globally, and based on committee. We would lay out our goals and objectives to attain these goals. For example, increasing membership requires these steps: a, b, c. We can also use this opportunity to develop our mission statement as well.
12:30 – 1:00 Lunch and meet and greet
1 – 2 Annual meeting
2:15 – 5 Strategic planning meeting
We will advertise the strategic planning meeting on the web, inviting all members. Also, this would be sent out in email, using as many of Rick’s lists as possible. We would ask for RSVP. It’s our thought we would get 15-20 people totally. We would post the event on the web with “reserve the date” and a general overview of the objectives. We can post the agenda the following week. What are the major things we need to do our jobs better? What do we want to structurally address with relation to each of our roles? We can include discussions on teleconferencing, etc., anything that furthers our goals as an organization.
ACTION ITEM: Rick will work with Jim to get the annual meeting/strategic planning meeting time on the web site.
Goals of the strategic planning portion of the meeting: we want to come away with goals and objectives, revisit the mission statement, specific steps to achieve each of the goals, identifying target market both for participation and for coming to events, target market. If we have a detailed agenda, we can list these things and fill in the blanks.
Rick can fill in some of the blanks above, and will send a planning piece
around for all of us to review.
ACTION ITEM: Rick will flesh out an agenda and goals for the strategic planning meeting. RSVP for lunch will be by May 12. RSVPs to go to Alicia at abrown@relware.com.
ACTION ITEM: Rick will extend an invitation to his contact at Schoolcraft.
ACTION ITEM: We
should contact additional SIG group people in Michigan.
ACTION ITEM: Alicia will send out suggestions to group on how to handle lunch.
National wanted us to participate in research as well as advocacy. Leslie Grimmer may want to be our advocacy representative for national. Helen wondered if Jean Ann Larson would be available. Ron has notified Jean Ann and can follow up with her to determine her interest.
We will also plan to buy lunch for everyone at our strategic planning event. Is the time we’ve allotted enough? Rick noted the more we can have planned, the more we can achieve successfully. We changed the end time from 4 to 5 pm.
ACTION ITEM: Alicia will coordinate location, food and drinks for the May 16 strategic planning meeting. She will also coordinate writing easels and ways to collect information (white boards, etc.).
Programs
Our next event is planned for June 12 in Petosky (see above). Dave, as part of the program committee, will
be responsible for sponsor contacts and support. One of Dave’s to-dos will be to put together a list of all
sponsors to maintain contacts, involvements and follow up.
Communications
No report.
We need to get the RAC contact information on the web
site. We also need to get the Strategic
planning meeting on the web site.
Membership
We
have 314 members now. We can
investigate the local/national split further.
Thirteen people joined in January, eight in February and eight in March. Rick can throw together a bar chart of our
growth.
General Items
We discussed business cards, the cost for 250 being: $243./per set of 250. This is pricey for what we wanted, but want other ways to identify Michigan HIMSS and get our name out there and keep interest. Ron suggested a nice pen with Michigan HIMSS and contact information. We will keep this as an agenda item to investigate options in the future.
Future Agenda Items
Determine methods to archive all HIMSS data permanently in anticipation of handing off to future HIMSS officers.
MI-HIMSS Supermarket. This would be a mini-exposition of Michigan vendors. We would group by technology, which is where the Supermarket concept comes from—for example, CPOE vendors are in one area, EMR vendors in another, Security is in another, etc. We would bring in vendors and allow them to present separately, perhaps even a technology face-off, as well as provide the expo. We expressed some concern regarding HIMSS National feelings about this type of event.
HIMSS Speaker Assistance Program
Working with Ann Arbor office to publicize programs and get their assistance.
Meetings
Meetings are held the second and fourth Tuesday of each month.
Our next meeting is a special meeting scheduled for Tuesday, April 29. This is to discuss our northern conference.
Upcoming meetings include:
Tuesday, May 13
Tuesday, May 27
Tuesday, June 10
Tuesday, June 24
Meeting Locations
Our meetings are currently held at Reliance
Software Systems, 30500 Northwestern Highway, Suite 415, Farmington Hills. Main phone: 248-865-7850 or 877-735-9273.
Reliance is on the north side of Northwestern
between Inkster and 13 Mile Road in the North Valley Office Building.
|
From
the North:
Take Telegraph (US24) South to 13 Mile Road. Turn right (West) on 13 mile to
Northwestern (M10). Make a "Michigan Left" onto Northwestern,
heading South-East. You will see our building on the left (East). |
30500 Northwestern Highway
If you need to contact someone for directions
or information, contact Alicia Brown at 248-496-4983 (cell) or Reliance
Software Systems at 248-865-7850 or 877-735-9273.
Please participate. If you can’t attend in person, dial in!
Toll Free Dial in Number: (866)680-0146
PARTICIPANT CODE: 297455
Host: Helen Hill