THE CHALLENGES OF MANAGING EPIC TRACKERS ACROSS AN ENTERPRISE
By Sherry M. Broussard
Epic system implementations require managing across integrated teams to avoid conflicts within
the organization. Epic methodology uses Excel® spreadsheets heavily during the implementation
process for the purpose of capturing, tracking and decisions/validations. These spreadsheets are
typically manually maintained by a multiple users, making it difficult to share documents across
applications and control the latest version. Most organizations would like to improve the
communication and management of decisions, validations and build with an integrated tool.
One challenge is incorporating the use of Epic's multiple trackers within Excel® for
decision/validation points and build trackers, as well as, managing a large Epic implementation
across multiple applications. If the organization has previous application implementations, such
as: EpicCare® Ambulatory, ADT®, Cadence®, and Resolute®, an integrated tool to manage validations
issues and build management is a necessity.
Another challenge is incorporating the use of the Epic multiple trackers received from the Epic
application design teams and determining what tool is appropriate. The solution is a tool that is
integrated, updateable, researchable and reportable. Most clients find use of a database the most
effective way to achieve this during their implementation.
The benefits of a database are:
- Eliminates multiple versions and helps ensure the most current information
- Provides multiple users access to information
- Ensures consistent format regardless of the application
- Provides the ability to link issues to a decision/validation
- Provides a tool that is searchable for key decisions across the applications
- Provides reports for the management team that includes graphs
- Provides project managers with reports of open items assigned to their team
The next step is determining what type of database to utilize. Many clients have created in
house Microsoft SQL databases or used third party applications, such as QuickBase. Another option
is the development of an application within the client's current work order application, such as
MAGIC, instead of introducing a “new tool” to the teams. (Note: Microsoft ACCESS® has
limitations and has not been found to be an effective database option for an enterprise
solution.) Regardless of the database selected, a significant level of coordination is required
between the client and Epic Implementation Coordinator and design teams to receive the Excel®
trackers in a timely manner for upload.
Tips for implementing a database:
- Start early with the design
- Assign dedicated resources for the design, upload, and on-going support
- Gain input on design and reports for acceptance from the Project Managers and teams
- Establish target dates for delivery of trackers from Epic (recommend no less than two
weeks prior, preferably one month)
- Provide training and documentation for end-users prior to validation sessions
- Ensure on-line availability during validation sessions for real time updates
To summarize, Epic tool methodology uses numerous documents for data capture, many of which are
Excel® spreadsheets, which can be burdensome to manage. A tool should assist with managing the
project, not create another project for the team to manage. A means to manage the validation
sessions, and ultimately build documentation and environment change control, is a tool that is
integrated, researchable, updateable, and reportable. It allows for access by multiple users, and
the ability to determine any decisions/validations and build that impact the enterprise as a
whole. As with any application implementation, requirements are tools, teamwork and
communication. A database tool will meet this requirement allowing you to track, organize, and
share information across the organization.
For additional information on QuickBase please refer to www.quickbase.com
and for Microsoft SQL www.microsoft.com. For Epic consulting information
visit www.getvitalized.com or call our corporate office at
610-444-1233.
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