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
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.
With 46 days until the February 3rd launch and 26 days until training begins, the EPIC project is entering its final phase. This transition represents a monumental effort, with over 80 team members—40% of the organization—involved, reflecting our unique culture of collaboration and commitment to improvement.
Key Updates
A Big Thank You
The EPIC project has been a Herculean task, involving countless meetings, decisions, and problem-solving sessions. A recent example is the consolidation of over 45,000 accounts into EPIC, requiring cross-departmental teamwork to clean, merge, and optimize data for a unified view. This is just one of many efforts demonstrating how deeply every team member has contributed. As we pause for the Thanksgiving holiday, it’s the perfect time to acknowledge and appreciate the incredible dedication and hard work that has brought us this far.
Training Preparations
Training is critical to ensuring a smooth transition. The event center is being transformed into a dedicated training hub, complete with soundproofing, screens, and collaborative spaces. Structured sessions will guide employees through their roles, while the space will remain available for teams to conduct hands-on, ad hoc learning sessions.
Employees should also complete their Applied University courses, which provide essential navigation skills and system basics. These courses lay the groundwork for the in-person training that will dive deeper into workflows tailored to each role.
Post-Launch Expectations
The EPIC launch marks the beginning of an ongoing process, not the end. While the team has worked tirelessly to prepare, perfection is not the expectation. Challenges, learning curves, and occasional setbacks are inevitable. However, with the same spirit of teamwork, positivity, and resilience that has carried us through the preparation phase, we will navigate these bumps in the road successfully.
The goal is to transform our data and workflows into valuable, actionable insights—turning “data into diamonds.” This will take time, but the collective effort and determination across the organization position us for long-term success.
Looking Ahead
Thank you to everyone who has contributed to this project. Your hard work, commitment, and support have been integral to reaching this point. As we approach the holidays and the end of the year, take a moment to reflect on what we’ve accomplished together. With EPIC, 2025 is set to be one of our best years yet!
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.
