Project Steering CommitteeThursday, August 15, 2013

Co-Chairpersons: Clint HinmanMichelle Ziemba

AGENDA

• Communication• Project Status• Training• Vendor list hand-off• Technical Dress Rehearsal • Risk/Change Management Summary

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COMMUNICATION

• Importance of communicating Steering Committee items to staff

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PROJECT SNAPSHOT

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• Prior Week

– Integrated testing round 1 test

– 90 day go-live readiness assessment

• Current Week

– Integrated testing round 1 fix

– Parallel revenue testing round 1

– Content build complete deadline

• Next Week

– Integrated testing round 2 test (SME involvement)

TRAINING REGISTRATION

• Tracking Training Compliance– Right people assigned to supervisor?

– Assigned the right courses based on their role?

– People registered for their courses?

– People have completed their courses?

1. HealthStream – always most up-to-date (real time)

2. Internet report – extracted once per day from HealthStream

3. http://www.uahealth.com/epic/training

• How to register for a course:1. Attend training registration lab

2. Call registration line 694-6732

3. Directly in HealthStream – coming soon

4. Internet registration form – coming soon

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TRAINING PLAYGROUND

• To access the Hyperspace– Click on PLY2 on a UAHN Desktop

– PLY2 on the citrix site: https://ctx.umcaz.edu

• PLY2 is set up to use the same log ins and patients used in training, so save the training materials from class.

• Access difficulties– If you have any trouble logging into Citrix, please contact the Help Desk.

– If you have lost your login and/or have trouble logging into the training environment itself, then you’ll need to contact the trainer who taught your class to request that information.

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UAHN SUPERUSER PROGRAM

• Registration for back-up support• http://www.uahealth.com/for-professionals/epic/training• Manager to help ensure they meet qualifications

– Complete training

– 2 hr superuser special training

– Assist in 4 classes

• Superuser preparation for BIG BANG!!– How many do you have?

– What is the schedule?

– Is there a gap between need and have?

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USER PREPAREDNESS

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CLASSROOM TRAINING

• Need supervisor review of reports and data– Must validate their employees have gone through all necessary

classroom training

– Must validate they have passed the exam

– If staff are in need of training they need to get them into classroom training ASAP

• Classroom offerings extended into September pending identified need

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BEYOND THE CLASSROOM

• Activities

– Workflow preview sessions, walk-in labs, scheduled labs, peer-to-peer demos and Q&A sessions, customization/personalization labs

• Resources – beg, steal, borrow….buy

– Dedicated contractors (MD and other)

– Super users

– MITC physicians

– Unit based educators

– Clinic nurse managers

– Trainers and analysts

• Where

– Standing meetings and committees

– Ad hoc sessions, department sign-up

– Labs; dedicated physician resource center on both campuses

– Training rooms, auditorium, physician lounge, cafeteria…

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TECHNICAL DRESS REHEARSAL

• In progress and work stations and equipment is being validated. Green and Red dots

• Signage on critical downtime operations computers

• DO NOT MOVE EQUIPMENT

• If there are areas that appear not to be served or linked to down time PC in your physical location please contact Breda Adams

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GO-LIVE SUPPORT

• Executive governance support• Operational leadership involvement• Determination of required support for successful activation (eg. 1:5-

8)• At-elbow support

– Superusers

– Application analysts

– Epic vendor support

– Consultant resources

• Issue management system• Command Centers and deployment teams

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VENDOR LIST OWNERSHIP

• Need Steering Committee involvement in identification of vendors needing access into the system– Forward list of vendors and system need to Phyllis Siverhus, UAHN

Training Project Manager

– Review by Corporate Security Officer

– Eventual formal request through CARS

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RISK/CHANGE MANAGEMENT

• Involvement of Risk Management, Compliance, and Legal in multiple areas of the project

• Change management process within the project for system build and close collaboration with the existing ISS team for current environment

• Activation risks being identified and evaluated based on institutional knowledge and other customer experience through risk registry

• Third party review by Epic outside project team to assess application status and provide risk reports to project team articulating areas of risk and severity.

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PARKING LOT

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