45 Day Go-live Readiness Assessmentonechartste.com/epic/images/files/45_Day_Acute_GLRA_SE.pdfPurpose and Expectations • Transparency around readiness for go-live • Not meant to

February 28, 2013

45 Day Go-live Readiness Assessment

Purpose and Expectations

• Transparency around readiness for go-live• Not meant to be accusatory

– Opportunity to resolve outstanding issues• Conversational – ask questions and call out concerns

– Things that aren’t covered• Remaining work for anything less than green

– With project team, local owners, and completion dates• Focus on the risk items, briefly summarize progress and

remaining action steps

Status Definitions

Green – Complete or near complete with minimal work or risk

Yellow – Existing work remains for go-live, no concerns

Red – Off track or high risk for go-live

Agenda

• Build and Workflow Readiness

• Interfaces• Conversions• Testing• Reporting• Downtime Strategy

• Technical Infrastructure• Training• Operational Readiness & Change Management

• Cutover• Go-Live Readiness• Wrap-Up

Build and Workflow Readiness - Clinical

Order Sets

• Status: Yellow• Progress:

– Grand total of order sets to be built - 304 – Order set annual review – 95% Complete – Set restrictors completed

• Outstanding Risk Items:– None

• Remaining Work:– 2 new order sets to be built for SE – Merge project set to be complete by go-live

OpTime Build


– 98% build complete

• Outstanding Risk Items:– Preference Cards – Large manual build for facilities not currently on

HSM

• Remaining Work:– Preference Card build (Nanette/end users 3/11)– Preference List (Nanette 3/4)– BCA build and set up (Josh 3/25)– Full screen status board set up and testing (Josh 3/25)

Radiant Build


– 95% of build completed• Outstanding Risk Items:

– Ultrasounds at LE/LC EDs– Radiologist Billing Flat Files– Modality Schedules– Jobs/Batches/Runs (Flat Files, PACS, BCA, Mammo)

• Remaining Work:– Complete Build/Testing for LE/LC ED Ultrasounds (Radiant/ASAP, 3/1)– Complete Radiologist Billing Flat File Build/Testing (Radiant, 3/1)– Complete Modality Schedule Build (Radiant , 3/1)– Complete Jobs/Batches/Run Build (Radiant/Infrastructure, 3/23)

Willow Build


– 95% build complete


• Remaining Work: – Medication Build

• St. Elizabeth specific mixtures (Mike Krupa 3/11)– Other Build

• 1 custom label• Pharmacy Printers and Downtime Devices (Terry Bateman 3/1)• LMAs specific to St. Elizabeth 95% complete (Terry Bateman)

Willow Build, cont.

• Remaining Work Cont’d:– Omnicell Med System / Pyxis Build

• Medication ID Conversion, Validation and Sign-off (Pyxis IDs –Mike Krupa / Omnicell IDs Terry Bateman 3/8)

• Population of Omnicell / Pyxis med lists in Epic PRD (Mike Krupa 3/18)

– Pharmacy Review• Pharmacy Review and Sign-off on Medication Charging (Laura

Shondell - Pharmacy Director / Terry Bateman 3/11)• Final medication barcode scanning completed by SE Pharmacy

(Laura Shondell 3/1)

Clinical Areas Green or No Major Concerns

• ASAP• Clin Doc• Stork• Orders

– Procedures / Profiles• HOD• Cardiant / Cupid

Build and Workflow Readiness – Revenue

ADT Workflows


– Application workflows validated and built

• Outstanding Risk Items:– Seton Workflow

• Remaining Work:– Build/Workflow Review with Patient Access (ADT Team 3/8)– Bed Planning Finalization (Jeff 3/1)

ADT Build


– 85% of build complete– Security build completed

• Outstanding Risk Items:– Department and BCB build sign-off– BCA devices and printers

• Remaining Work:– BCA downtime reports and batch jobs (Jeff 3/8)– Printers

• Campus walk thru (Anna/Andrew 3/14)• Workstation/Printer builds (Anna/Andrew 3/14)

– Report build (Mark 3/15)– Insurance verification WQ’s (David 3/15)– Complete testing of all WQ’s (April 3/15)

Cadence Workflows


– All workflows validated and built

• Outstanding Risk Items:– Validate templates/schedules once build complete

• Remaining Work:– Testing incomplete for schedule orders workqueues (Zee/Missy 3/8)– Complete and submit Televox enrollment workbooks (Zee/Missy 3/8)

Cadence Build


– 90% of build complete

• Outstanding Risk Items:– Security: Development of Sub-templates (see Users and Security slide)

• Remaining Work:– Template Build – Production environment only (Zee 3/8)– Appointment Conversion (see Appointment Conversion slide) (Zee/Missy

3/24)

Hospital Billing Workflows

• Status: Yellow • Progress:

– 90% of Application Testing Complete

• Outstanding Risk Items:– Seton

• Remaining Work:– Finalize BCCP Testing (CJ Richardson/Megan Carter 3/15)– Finalize RIGGS Testing (CJ Richardson/Megan Carter 3/15)– Finalize Consecutive Accts Testing (CJ Richardson/Megan Carter 3/15)

Hospital Billing Build


– 85% of build complete

• Outstanding Risk Items:– Finalize Seton Workflow– Finalize ROCC Workflow

• Remaining Work:– Identify Research Studies (CJ Richardson 3/1)– Identify EAP–PAT Codes Unique to Facility (Inna Patton/CJ Richardson)– Create Guarantors (CJ Richardson/Megan Carter 4/1)– Assign Hospital Billing Workqueue Owners (Megan Carter 4/1)

Hospital Billing CDM


– Cost Center Assignment Table Complete– EAPs built– Handler Rules built– HB training invitations

• Outstanding Risk Items:– Awaiting pricing from Blue and Co; due March 1, 2013

• Remaining Work:– Charge Usability Testing March 6th and 7th– Revenue Monitoring Meetings plan for after go-live (Donna Phalen/Jay Bhat 3/15)– Marie Canine workflow– Pathology late charge workflow

Health Information Management


– 95% Build Complete– Completed Partial Dictation and Acute Transcription Testing– Completed Scanning and Deficiency Testing

• Outstanding Risk Items:– N/A at time

• Remaining Work:– Break the Glass Modification/Testing (Lori 3/15)– Security Update: Radiant Access for HIM Radiology Transcriptionists

(Lori 3/15)– IHA Extract (HIM Operations /FAIS Reporting Collaboration 3/22) – Cosign Transcription Testing for Mid-Levels (Jessica 3/15)

Revenue Areas Green or No Major Concerns

• Claims• Finance

Interfaces

Interfaces – Yellow; On Track No Risk

• Status: Yellow– Emergin Interface– ED Phys Billing (MedData) ADT Interface– IVR CBO Account Query Interface– Device Integration (Patient Monitoring Devices)– IHIE (ADT, Lab, Trans, Imaging Results)– Olympus Endoworks (ADT)

Interfaces - Green

• Status: GreenWebmedx Omnicell SuppliesLab Omnicell RxEmageon PowerScribeHeartlab MuseVision Dietary Responder 5 – Nurse CallMaxsys LynxPMM PyxisRisk Monitor Pro PhoenixAmcom PBX TeleHealthHPF ObixWITT Hemodynamics

Conversions

Lab Results


– Full scale testing complete– Validation complete

• Outstanding Risk Items:– Exploring potential duplication of results from repository

• Remaining Work:– Implement into production week of March 4 (Mike W)

• Contingency schedule, week of March 11, 2013

Conversions - Green

• Status: Green

• Encounters– Completed, Hosp C & S, week of October 21, 2012– Completed, Hosp F, week of December 2, 2012

• Radiology– Completed, week of December 17, 2012

• All facilities• Cardiology

– Completed, week of January 20, 2013• All facilities

• Transcription– Completed, week of February 3, 2013

• All facilities

Testing

Mapped Record Testing


– Identified areas for testing: diet orders, lab charges & new lab orders, imaging orders, and transcribed & scanned document types

– HIM has completed all tasks with one outstanding issue– Lab, Dietary and Cardiology are in progress and on track for a March 8th

completion


• Remaining Work:– Complete all Mapped Record Tests (Application Teams 3/8)

Testing – Workstation/Printer/Order Transmittal


– Initial device inventory gathered

• Outstanding Risk Items:– Ensure inventory is complete– Refresh of patient room devices

• Remaining Work:– Complete workstation testing (Local IS/Client Services – 3/1)– Schedule resources for application testing (Infrastructure/Application

Teams 3/1)– Complete build of workstations (Infrastructure Team – 2/28)– Complete build of printers (Infrastructure/Application Teams – 3/4 – 3/28)– Complete testing activity (IS Application Teams/Infrastructure 3/4 – 3/28)

Charge Testing


– First round of charge testing in progress (through week 11)– 91% charges generated– 90% charges validated

• Outstanding Risk Items:– ARIA interface; St. James

• Remaining Work:– Retest high risk problem-prone areas from previous go-lives– Shadow testing for Cardiac Cath (2/25) and Surgery (2/18)

Reporting

Clarity Reports


– Duplication of live reports is being set up now for the streams, to be completed by March 30th

– Report gap data gathering has been completed by Reporting ACs and Analysts

– Custom reports are being prioritized in reporting workgroups

• Outstanding Risk Items:– Additional regulatory reporting requirements not yet identified

• Remaining Work:– ASAP – 4 Report Writer: Mary Easterday– HIM – 4 Report Writer: Jerry Sullivan– QUALITY – 4 Report Writer: Kay Ridenour– CLINICAL – 4 Report Writer: Patty Kirkman, Mary Easterday

Clinical Extracts


– Clinical Extracts Coordinator – Lindsey Gullett– Extracts that were built for live sites have been analyzed for updates for next

streams– 3 new clinical billing extracts were identified for SE– 8 surgery compass extracts are being developed – Report Writer: Lindsey Gullett

• Outstanding Risk Items:– CBO billing-related updates and new CBO billing extracts are outside of the Epic

Report Team scope and Mike Amor and Lauren Fountas will manage that effort (slide under HB)

• Remaining Work:– Duplicate live extracts for WIR where separate files are required (Extract Developers)– Create newly identified custom extracts for SE:

• ER Professional Billing Report Writer: Charles Bonick• Med Data Report Writer: Charles Bonick• Per Se Anesthesia Download Report Writer: Charles Bonick

Hospital Billing Extracts


– Most of the existing live site vendor extracts will be used


• Remaining Work:– Follow up meeting to review criteria for Press Ganey extract to be scheduled for the

week of 03/04/2013 (Chris Kelderhouse)– Update RMD reports to run for Lafayette and Crawfordsville (Lauren Fountas)– Map the Affinity Financial Class to the Epic Financial Class for the QMS extract

(Mark Sikorski)– Lockbox File splits between Epic and Affinity (Lauren Fountas/Carl Bleke)– Control M jobs to move Lockbox posting files to the Epic server to be posted and

send the recon reports to Cypress (Lauren Fountas)

Downtime

Downtime/BCA – Application Reports


– Existing reports will be utilized– Application Teams have started their efforts to review reports with

customers

• Outstanding Risk Items:– Reports will not be modified prior to go-live

• Remaining Work:– Finalize report review with departments (Application Teams 3/22)– Schedule Downtime Reports (Application Teams, Infrastructure Team

3/25–4/5)– Test devices (Application Teams, Infrastructure 3/1–3/28)– Review configuration post go-Live (Application Teams, Infrastructure

4/22–4/26)

Downtime – Hardware Deployment


– Identified devices to be used for BCA– Complete BCA device deployment and software install


• Remaining Work:– Complete BCA Web configuration (Infrastructure 4/5)– Test devices (Application Teams, Infrastructure 3/1–3/28)– Review configuration post go-live (Application Teams, Infrastructure 4/22

– 4/26)

Technical Infrastructure

Technical Infrastructure - Workstation Installation


– Inventory completed– New workstations deployed– BCA software installed and devices labeled

• Outstanding Risk Items:– Keeping inventory current in an ever-changing environment

• Remaining Work:– Refresh patient room device (Local IS 3/1)– Deploy mobile devices (WOW’s) (Local IS 3/1)– Track workstation move/add/changes (Local IS ongoing)– Reprogram barcode scanners (Super Users 4/6)– Determine cutover task speech mics for WebMedx devices (Local IS 4/6)

Technical Infrastructure –Citrix Server Readiness


– Existing infrastructure will be utilized


• Remaining Work:– Complete license purchase (Client Computing 3/22)– Deploy additional Citrix servers (Client Computing 3/22)

OBIX Integration


– Servers purchased and on-site


• Remaining Work:– Complete contract for Roving Cart – Install hardware (Clinical Engineering, OBIX, Local IS)– Complete testing (Clinical Engineering, Application Team)

Training

Training Materials


– All applications have updated lesson plans– Lessons have been validated

• Outstanding Risk Items:– Seton workflows are affecting lesson plans

• Remaining Work:– Continue to incorporate any workflow changes that need to be

incorporated into training as needed

Logistics – Class Schedules


– SU and EU schedule and course catalog posted on Learning Compass & OneChart site

– Manager Meetings Complete


• Remaining Work:– Work with managers to answer ongoing questions about class

registration (Therese/Melinda – ongoing) – Add additional classes/sessions as needed

End User Training Readiness


– Course catalog & class schedule completed


• Remaining Work:– Registration Ongoing

Cutover

Appointment Conversions


– Identified users for weekend schedules– Confirmed all users scheduled for training– Identified reconciliation process for managers– Continued communication to departments

• Outstanding Risk Items: – None

• Remaining Work:– Create schedules for Appt. Conversion by 3/1 (Zee/Missy)– Command Center meeting with project team 3/12– Command Center set up and equipment tested by 3/14– Training and security set up by 3/15 (training and security team)– Appointment Conversion Walkthrough 3/16 (users/project team)– Appointment Conversion Go-Live 3/23 – 3/24 (users/project team)

Cutover Planning


– Draft cutover plans submitted – Created consolidated draft plan


• Remaining Work:– I/S internal review of consolidated plan– Walkthroughs and practice sessions

• First Cutover Walkthrough 3/6/2013• Second Cutover Walkthrough 3/13/2013• Onsite Cutover Practice Session- 3/19/13

– Cutover 4/5-4/6/13

Go-Live Readiness

EpicCare Link


– Clinical Informaticists completing spreadsheet with user information– Training tip sheet and manual review– CBTs completed 2/15

• Outstanding Risks:– None

• Remaining Work:– Submit end user PeopleSoft/Security requests (CI POCs- Mar. 8)– CI POC and MD office point of contact training scheduled Mar. 4 &

Mar.11 – EpicCare Link user build (Security-begins March 11)

CI POCs = Clinical Informaticists Point of ContactsCBT= Computer Based Training

Users and Security


– Initial job code to template mapping tables for Provisioning System built• Approx. 2900 users mapped

– Training classes mapped to templates – approx 70% complete

• Outstanding Risk Items:– Identifying primary and sub-templates still needed for build– Identify any new departments and those to be designated as confidential

• Remaining Work:– Resolve gaps in job code mappings (ACs 3/11)– Build EpicCare Link users (Security and ACs 3/11)– Complete build of any new templates needed (ACs 3/4) – Sub-templates for WIR Go-Live (Security and ACs 3/22)– Mapping training classes to Provisioning System (Security and Training 3/18) – Conduct end user security login testing (Security and Training 2/11-4/2)

Next…

• End User Training: Feb 25 - April 5• Appt. Conversion Weekend: March 23-24• Cutover: April 5, 2013• Go-Live: April 6, 2013

Appendix

ASAP Build

• Status: Green– 90 Day Status: Yellow

• Progress:– 99% of department build is complete– Workflow build is 99% complete

• Outstanding Risk Items:– Preference Lists– ED Ultra Sound

• Remaining Work:– Complete Preference Lists (Robert, 3/8)– Complete the ED Ultra Sound build (Robert – 3/8)

Cupid Workflows

• Status: Green– 90 Status: Yellow

• Progress: – 98% of Work Flow Completed

• Outstanding Risk Items• None

• Remaining Work:– Build Templates in PRD (Cupid, 3/8)

Cupid Build

• Status: GREEN– 90 Status: Yellow

• Progress: – 95% of Build Completed


• Remaining Work:– Complete Modality Schedule Build (Cupid, 3/8)– Complete Jobs/Batches/Run Build (Cupid/Infrastructure, 3/23)

Clin Doc & Stork Workflows

• Status: Green– 90 Status: Green

• Progress: – Core nursing and ancillary workflows have been designed and built out in

the system– Security Provisioning 95% complete– Charge testing and integrated testing complete


• Remaining Work: – Continued communication with training to address workflow questions as

they arise– Device testing for vents and hemodynamics – Kristen Helfrich

(Completing this week)– OBIX testing – 97% complete. 6 rooms outstanding to test. Kristen

Helfrich

Clin Doc & Stork Build


• Progress:– Charge build 100% complete. Updating as needed per HB


• Remaining Work: – Printer build and testing (March) – Kristen Helfrich– BCA build (March) – Amy Jo Diederich– Complete outstanding Obix and Device build Testing – Kristen Helfrich

Clin Doc Decision Support - BPA


• Progress: – Decisions regarding alerts/advisories active at go-live are complete


• Remaining Work: – Corporate work group completing review/revisions to go-live choices

Orders Workflows

• Status: Green• Progress:

– Workflows have been established – Departments have been built


• Remaining Work:– None

Orders Build


– System lists - Complete– New Blood Admin Report - Complete– Facility Preference List - Complete


• Remaining Work:– Infection backload (Anthony 3/14)

OpTime Workflows


– Workflows 98% established


• Remaining Work:– Finalize Radiology resource request workflow

Radiant Workflows

• Status: Yellow– 90 Status: Yellow

• Progress: – 95% of Work Flow Completed

• Outstanding Risk Items:– C-Arm Scheduling for Endo/Pain/Surgery at LE– Nurse Scheduling at LE

• Remaining Work:– Identify/Build/Test C-Arm Scheduling Solution (Radiant/OpTime, 3/8)– Identify/Build/Test Nurse Scheduling Solution (Radiant, 3/8)

Inpatient Preference Lists


– Facility preference lists – Complete– Specialty preference lists – In Progress


• Remaining Work:– Acquiring and building HOD preference lists (Christy 3/1)

HOD Workflows


– HOD workflows have been established at an application level– All department setup is complete– Charge testing and integrated testing in progress– Final workflow signoffs complete



Procedures


– All Procedures have been reviewed and built


• Remaining Work:- Build new Procedures as needed

Profiles


- All profiles have been built

Provider Build


– Physician Build – In Progress– Allied Health Build – Complete– Hospital Staff Build – In Progress


• Remaining Work:– Continue Hospital Staff Build– Modify Inpatient Settings for Physicians during Conversion

Willow Workflows


• Progress: – 100% complete


• Remaining Work: – None

Hospital Billing Finance/Contracts Build

• Status: GREEN• Progress:

– Build/testing - 90% complete


• Remaining Work:– General ledger build and testing (Inna Patton/April Kitchen 3/15)– Reports build (Erica Walker/Alan Hammer/Cindi Walczak 4/1)– Provide reporting training (Inna Patton/Erica Walker/Alan Hammer/Cindi

Walczak 4/1)– Complete contracts testing (Joel Fennig 4/6)

HIM Workflows

• Status: Green

• Progress:– Workflows completed based on St. Francis model with standardization across all

regions.

• Outstanding Risk Items:– N/A at this time

• Remaining Work:– N/A

Claims Build


- 95% Complete

• Outstanding Risk Items:- None

• Remaining Work:- Migrate remaining Insurance Plans (Debbie Sabau 3/1)

Application Testing


– Application testing December 3-7

• Outstanding Risk Items:• Remaining Work:

Integrated Testing


– Script review/selection completed– Integrated Testing is complete

• 263 scripts run in Cycle 1, 95 passed• 255 scripts run in Cycle 2, 177 passed • 79 scripts run in Cycle 3, 30 passed • Resolved 61 of 65 issues

• Outstanding Risk Items:– 3 critical workflow tests with incomplete documentation– There are 4 open issues to be resolved, no critical issues

• Remaining Work:– Complete critical workflow testing documentation– Complete Open Issues - Application Teams 1/28–2/15

Chart Correction Workflows

• Status: Green

• Progress:– Completed Chart Correction In Basket build

• Outstanding Risk Items: • N/A at this time

• Remaining Work: – N/A

Olympus Endoworks (ADT)


– Functional testing is complete– Integrated testing is complete

• Outstanding Risk Items: – No Test System

• Remaining Work:– Final validation with vendor on department code (Jim, 2/28)

IHIE (ADT, Lab, Trans, Imaging Results)


– Interface coding completed– Completed documentation for IHIE

• Samples of messages they will receive

• Outstanding Risk Items:– IHIE’s Test System varies from their production systems

• Validation code/hooks operate differently

• Remaining Work:– Results validation on D4D (Hank / IHIA Analyst - ongoing)

Device Integration (Patient Monitoring Devices)

• Status: Yellow– Part of Device Integration Project (iSirona)

• Progress:– Reviewing device inventory list


• Remaining Work:– Complete build in ClinDoc and iSirona (Kristin/Mitch/Jordan 2/28)– Complete mapped-record testing (Hunter/Kristin/Mitch 2/28)

IVR CBO Account Query Interface


– No development needed


• Remaining Work:– Complete integrated testing (Ramona/Cliff/Chris C 3/7)

ED Phys Billing (MedData) ADT Interface


– Functional testing complete– Integrated testing complete– Test system set up by vendor


• Remaining Work:– Final validation with vendor on department code (Teree, 3/1)

Emergin Interface


– Functional testing complete– Complete integrated testing – Vendor completed analysis on potential department code changes


• Remaining Work:– Vendor to build room/department in Emergin (Vendor – 3/8)

Technical Infrastructure –Network/Facility


– In general, existing network will be utilized


• Remaining Work:– Test wireless during workstation testing (Application Teams,

Infrastructure 3/1-3/28)

Technical Infrastructure – Printer Setup


– Inventory gathered– Identification of what documents will print to what trays of which printers– Identification of additional print drawers required

• Outstanding Risk Items:– Potential risk around completeness of inventory

• Remaining Work:– Deploy locks for script paper drawers (COTG 3/1)– Build EPR records (Infrastructure Team 2/28)– Complete build of workstations (Infrastructure Team 2/28)– Complete build of printers (Infrastructure, Application Teams 3/4-3/28)– Complete testing activity (IS Application Teams, Infrastructure 3/4-3/28)

Technical Infrastructure – Unix Hardware Readiness


– Existing hardware sized for complete acute roll-out

• Outstanding Risk Items:– New, refresh hardware has been purchased

• Remaining Work:– Determine implementation date for refresh hardware– Monitor sizing (ongoing)– Monitor disk allocation (ongoing)

Technical Infrastructure – Cache Database Readiness


– Existing database will be utilized– Database sizing monitored regularly– Cache license needs reviewed for upcoming go-lives


• Remaining Work:– Continue monitoring disk space allocation (ongoing)– Complete purchase of additional cache licenses as needed (ongoing)

Technical Infrastructure –Window Server Readiness


– Core servers for Printing, WebBlob, Relay, SureScripts, etc. are existing servers that are in place and ready for go-live


• Remaining Work:– Install BCA web servers (Infrastructure Team 3/29)

Technical Infrastructure – Clarity Server Readiness


– Database sizing has been reviewed and is prepared for growth



Training Environment


– Build complete



iSirona Medical Device Integration


– Walkthru with vendor completed– Device inventory completed

• Outstanding Risk Items:– Deployment of iSirona/Epic integration at Crawfordsville

• New equipment ordered and being installed, go-live will be future

• Remaining Work:– Purchase and install Digi Term Servers for Ventilators (IT, Clinical

Engineering 2/1)– Complete Clin Doc build for vents (Clin Doc Team 2/1)– Complete testing (Application Team, Clinical Engineering, Infrastructure

2/28)

Need Update

Logistics - Classroom


– Classrooms setup and in use



Credentialed Trainers


– Credentialing program completed January 30, 2013



Super User and Manager Training Readiness


– Super User training complete as of 2/22/2013



Key Performance Indicator Metrics


– Applications are in the process of working with departments to collect data for KPI pre-live measures


• Remaining Work:– Epic Radar Exec Dashboard Build (Erica Walker)– Base signoffs of the pre go-live KPI measures should be completed by

the end of March– Post go-live values will be reviewed by Project Manager Jay Bhat with

Executive leadership

Operational Readiness and Change Management

Revenue Cycle Readiness


– Readiness plans in place by application teams– Scheduled Pre-Live meeting at the CBO– Scheduled Post-Live meeting at the CBO – Scheduled Daily Revenue Huddle meetings


• Remaining Work:– KPI reports completed by 2/28 for all teams (base sign off) – Pre-Live Review meeting at the CBO 3/7 (Access, Billing, Finance, HIM)– Complete Finance report training 3/26 (Finance Users)– Schedule remaining post live meetings by 4/6 (Debbie H, Donna, Seth)

Physician Engagement


– Weekly Physician Engagement Workgroup meetings continue– Physician Engagement sessions ongoing– Personalization session sign-up ongoing


• Remaining Work:– Physician personalization sessions (Facility CTs 3/11)

End User Communication


– Regular communication group in place– Communication strategy in place for staff/physicians

• OneChart website with link to St. Elizabeth information• Signage/marketing materials• Staff and physician newsletters


• Remaining Work:– Continue regular communications – Planning for go-live communications

Patient Communication


– Material development underway; distribution in late March• Patient brochure, tray cards, table tents, elevator signage


• Remaining Work: – Mailing to upcoming patients (through CBO)– Completion/distribution of signage/materials for hospital patients

Hyperspace and RW Reports


– 100% of RWB (Reporting Workbench; myReports) Operational Reports that were built for the live facilities have been duplicated for the streams

• Outstanding Risk Items:– Additional custom needs or regulation requirements that may occur

between now and go-live

• Remaining Work:– Some teams still have to move the reports into Production but they are

completed in test– Complete build on any new custom RWB reports and migrate to

Production by go-live

Data Warehouse


– New implementation analysis work is being completed

• Outstanding Risk Items:– If build teams changed any processes, the DW team will need to do

analysis to see if ETL changes need to be completed

• Remaining Work:– Updating tables; need to obtain list of straddle patients– 10-day delay of data load post go-live for final testing

Command Center Logistics


– Command Center identified and reserved– Bi-weekly meetings occurring– Command Center layout has been identified and approved by

engineering


• Remaining Work:– Setup phone lines (3/6/13)

Help Desk and Issue Triage


– Bi-weekly meetings have started to review support model– Review lessons learned from NIR


• Remaining Work:– Recruit and train Call Center staff– Finalize support model for SE (Jay 3/1)– Review support model with Super Users (Jay / Deb March)– Review support model with project team (Jay 4/1)

End User Go Live Support


– Approx. 200 SE Super Users Identified – Approx. 150-200 SF,SM, SA Super Users Identified

• Outstanding Risk Items:– Identification of St. Francis Super Users in process

• Remaining Work:– Identification of sister super user support (sister facilities)

Go-Live Communication Strategy


– Super user shirts have been ordered


• Remaining Work:– Finalize status meeting schedule (MaryJo / Jay 3/15)– Review Command Center operations and communications with facility

leadership, core team, and super users (Jay 3/15)– Develop process for communicating tip sheets to floor support (Jay /

Debbie 3/15)

45 Day Go-live Readiness Assessmentonechartste.com/epic/images/files/45_Day_Acute_GLRA_SE.pdfPurpose and Expectations • Transparency around readiness for go-live • Not meant to

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