EPIC 'Single System' Migration
This page provides comprehensive information on the EPIC Migration project status, upcoming tasks, team members, and other critical details. It serves as a centralized hub for all essential updates and resources related to the EPIC Migration.
Video Updates
BLACKOUT Update
1/16/25
Key updates on blackout periods, urgent tasks, and training as we prepare for a smooth transition to our new system.
Update No. 4
11/22/24
The EPIC launch is approaching! Thanks to 80+ team members and our culture of support. It's been a monumental effort so far, we’re ready for February 3rd!
Update No. 3
9/6/24
Get an update on our Sample 1 Data Review, the Applied Net conference in Nashville, and how to manage tasks that are assigned to you.
Update No. 2
8/14/24
We're in the thick of it! Sample 1 has been loaded and we're getting ready to view our data inside of EPIC. We also are getting ready to do some training!
Update No. 1
7/2/24
In this video update, we discuss our progress with The Lab, Applied EPIC configuration meetings, and our new web page on CG Connect.
Next Steps / Tasks
Stay informed of what to expect next, ensuring you're prepared and aligned with the project's timeline and objectives.
As we approach a critical milestone in our system transition, here are the important updates to ensure everyone is aligned and prepared:
Blackout Period and Data Snapshot
The blackout period for our existing tools begins on 1/17/25. Vendors will take a final snapshot of the databases, which will be used to load data into Epic. Any new information added to AMS or Zywave after the snapshot will not transfer and must be manually updated after go-live. Please review and document your work to ensure no details are missed.
Handling Physical Mail
- Urgent Mail: During the blackout, urgent physical mail will be scanned and sent to your inbox with a subject line labeled "Urgent Mail" for immediate action.
- Non-Urgent Mail: Non-urgent items will be scanned and added to Epic after go-live. If there’s uncertainty about the urgency of a piece of mail, you will be contacted for input.
Email Signatures
Do not add any notices about system changes or potential delays to your email signature at this time. If delays occur, we will provide updated guidance.
Training Updates
Training is in full swing. Power users have wrapped up, and producers and teams are actively participating. If you haven’t started yet, your training will begin shortly. Remember:
- Take breaks if it feels overwhelming.
- Ask for help if needed.
- Support colleagues who might be struggling.
Office Activities
To support everyone during this busy time, we’re offering fun office events, wellness challenges, and activities to de-stress. Don’t miss the chance to participate and recharge.
For questions or assistance, reach out to your manager or the transition team. Let’s make this a smooth and successful transition!
Migration Timeline
This is a high level view of the project timeline to help track progress.
This is an iterative process - we won't get things right the first time. All data, workflows, reports, etc. will be reviewed and improved throughout the year - especially in the User Acceptance Testing Phase.
Optimizations recommended by The Lab will be incorporated in the Workflows and Tailoring stages.
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Team Captains
The "Team Captains" are individuals from every department who meet weekly to stay thoroughly informed on all aspects of the EPIC Migration project. They serve as the primary point of contact for your department with any inquiries related to the project's status, the implications for teams and roles, and the anticipated outcomes.
These captains are well-versed in the project's details and are equipped to provide timely and accurate information. Should they encounter a question beyond their current knowledge, they are committed to escalating the issue to ensure a prompt and reliable response.
If you have any questions, concerns or feedback, please reach out to the appropriate Team Captain.
The Lab
The Lab is a consulting firm assisting us in comprehensively understanding and enhancing our current processes. Our engagement with The Lab is focused on process improvement, aiming to understand and document our existing workflows, then optimize and standardize our future processes. Their expertise will guide us in identifying inefficiencies and implementing best practices to achieve greater operational efficiency.
Update on The Lab
As we continue our journey towards migrating to Applied EPIC, we want to provide an update on our progress and the road ahead.
Phase 1: Discovery and Process Improvements
We’ve successfully completed Phase 1 of our migration project. Over approximately 40 hours of discovery meetings, our team partnered with The Lab to dive deep into understanding our current processes. Through this thorough analysis, we identified 400 opportunities for improvement across all departments. These recommendations are rooted in the Six Sigma process improvement methodology, ensuring that they are data-driven and focused on efficiency.
Phase 2: Implementing Improvements with Care
Phase 2 is centered around implementing the process improvements identified in Phase 1. Given our existing workload, we’ve decided to adopt a more thoughtful approach. Instead of rolling out all 400 improvements at once, our department leaders will use the findings to pinpoint key areas for enhancement and work with their teams to develop tailored strategies that address inefficiencies, while balancing the impact on daily operations. This approach allows us to improve processes without overwhelming our teams, ensuring a smoother transition to EPIC.
Phase 3: Leveraging Automation for Greater Efficiency
Looking ahead, Phase 3 will focus on the development and implementation of Robotic Process Automations (RPAs), commonly known as bots. These automations will be designed to reduce or eliminate repetitive manual tasks that slow down our workflows. After our EPIC launch in February 2025, we’ll closely monitor the improvements from Phase 2 and identify areas where bots can further streamline our processes.
We’re committed to making this transition as smooth and beneficial as possible for everyone involved. Thank you for your continued support and dedication as we work through these important changes.
