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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