Cutting over your epic install
Sultan ahmed
Agenda
What is Cutover?
Coordinating Cutover
Recommendations
What is Cutover?
Cutover Timelines
What is Cutover?
Roles and Responsibilities
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Cutover Coordinators
- Epic coordinator(s), and your chosen cutover coordinator(s)
- Responsible for compiling the cutover plan, scheduling different parts of cutover, and managing parties involved
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Your Technical Staff
- Responsible for conducting technical aspects of cutover, device cutover, systems and server changes, etc...
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Third Party Staff
- Responsible for helping with cutover activities required for third party systems
What is Cutover?
The major parts
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Dry Runs
- Practice for actual cutover
- Designed to develop time estimates and understanding of cutover steps
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Conversion
- The process of taking legacy system (or paper) data and converting it to Epic
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Actual Go-Live
- All steps involved in turning your Epic system 'On'
Coordinating cutover
determining scope
- Create a cutover group responsible for analysis
- What legacy systems need to be cutover?
- Where is the data?
- What will technical cutover involve?
- What interfaces will need to be involved?
Coordinating cutover
Scheduling cutover activities
- How far in advance should dry runs be conducted?
- When will conversion begin/end?
- When does downtime begin?
- When will the specific go live instant occur?
- How will cutover activities be conducted logistically? Will rooms need to be scheduled? How far in advance?
coordinating cutover
compiling the cutover plan
- Steps for all applications and systems need to be integrated into one master plan
- Determine the method for cutting over different types of data
- Manual data abstraction, interface data cutover, etc...
recommendations
Determining scope
- Should be done as soon as possible - typically during validation
- Cutover group should include representatives from each application and system involved
recommendations
scheduling cutover activities
- Dry runs should be 2 months in advance - should schedule 2 and third if necessary
- Go live instant should occur when patient volume and activity is low
- All cutover activities should occur together - centralized
- Clinical leadership needs to be involved
- Schedule should not be adjusted unless absolutely necessary
recommendations
compiling the cutover plan
- Use Epic model cutover plan as a starting guide
- Schedule "turbo room" session for all teams to review plan
- Conduct multiple table top read throughs
- Make cutover plan the universal tool
Cutover Presentation
By Sultan Ahmed
