ISSUE 6
02.24.2017
251 DAYS
TO GO LIVE
LEDGER
Have You Downloaded Hubbl?
At the Winter Leadership Assembly, Dr. Jeff Balser announced the official launch of Hubbl, Vanderbilt University Medical Center’s new
platform for task management and enterprise communication. It is
available as a mobile application for both Android and Apple devices,
as well as a web app. Some features currently available:


What’s New: Receive the most up-to-date information, announcements, etc. about the EpicLeap project.
Go Live Task List: A menu of Go Live readiness tasks for leaders
who have Go Live responsibilities across the enterprise. Hubbl will
give them the ability to see different tasks that they must complete to ensure EpicLeap is a success.
Download Hubbl for
the iPhone/iPad (can
also search “Hubbl“
in the App store)
Download Hubbl for an
Android device (can
also search “Hubbl” in
the Play store)
Future enhancements in development for release includes schedules, reporting and a training calendar.
2
PROGRAM UPDATE
In mid-January, Core Design Advisors (CDAs) and a selection of heavily involved Subject Matter Experts (SMEs) gathered for an
event known as “Mission Checkpoint”, which marked the official end of the Build/Adoption phase. These CDAs and SMEs reviewed a group of scenarios within the newly built Epic applications. Divided into Acute, Ambulatory and PA/RC sessions, each
group saw firsthand the fruit of all their hard work over the last several months. The centerpiece of each scenario was showcasing the integrated nature of the new ecosystem.
Of Mission Checkpoint’s more than 300 attendees, 54 percent reported feeling more positive about EpicLeap after attending
the event. One provider remarked, “It was great to be able to see how each function of Epic works seamlessly with the other.
The fact that everything is in one place makes the transition seem necessary and a step in the right direction.”
Participation at Mission Checkpoint was one of EpicLeap’s three pillar goals (along with schedule and budget), with a “reach”
goal of 80 percent attendance from invited colleagues. Through extensive outreach and continued support from leaders, the
team was able to achieve a 90 percent participation rate. Recordings from the Mission Checkpoint sessions are available at
https://epicleap.mc.vanderbilt.edu/content/buildadoption.
Testing for EpicLeap is also underway, with several of the 13 testing events in full swing. These events include application
testing, integrated testing, mapped record testing, and hospital and professional charge testing. Testing will continue into the
summer, concluding with user acceptance testing.
Another area of focus for the EpicLeap team is an intense focus on preparation for training, which begins this summer. The
Principal Trainers (PTs), each of whom “owns” a specific Epic application or group of related applications, are writing the core
curriculum for each of their classes, as well as the materials that will support training. This work requires collaboration with
both the analysts who built the modules and the SMEs who participated in the adoption process.
Implementation
Analysis
Adoption Session 1
Mid-July
Adoption Session 2
Late August
Adoption Session 3
Mid-October
Adoption Session 4
Mid-December
Overview of Implementation
January
Team Staffing
February
Groundwork Sessions
March
Scoping & Project Plan
DISCOVERY
Direction Setting
Sessions Round 2
Early May
Direction Setting
Sessions Round 1
Late April
DIRECTION
Go Live
November 2, 2017
Build Bucket 4
Direction Setting
Sessions Round 3
Late May
EpicLeap Team Training
Transformation
Build Bucket 3
Testing
Build Bucket 2
Build Bucket 1
Epic Version
2016 Build
BUILD/ADOPTION TESTING
Training & Deployment
TRAINING
OPTIMIZATION
PHASE 0
PHASE 1
PHASE 2
PHASE 3
PHASE 4
PHASE 5+


Project planning
Application analysis
and rationalization
 Identification of
CDAs and SMEs
 EpicLeap team
training
 Groundwork
sessions and analysis
 Direction Setting
Sessions (3)
 Epic certification
(EpicLeap project
team)
 Finalization of project
plan
 Identification of key
performance
indicators (KPIs)
 Application
rationalization
 Delivery of foundation
system
 Waves of content
build buckets and
Adoption Sessions (4)
 Workflow sprints
 Preliminary interface
testing
 Integrated testing
 Completion of
upgrade to Epic 2016
release
 Completion of
remaining content
build
 Finalization of training
plans
 Training of all end
users
 Go Live dress
rehearsals/readiness
assessments
 Device deployment
 Go Live
 Post-live support
 Ecosystem
stabilization
 End user surveys
 Ongoing training
 Long-term support
 Rollout to additional
sites
 Upgrades
Late December 2015 —
Late April 2016
Late April 2016 —
Early June 2016
Early August 2017 —
November 1, 2017
November 1, 2017 —
ongoing
Early June 2016 —
Early December 2016
Early December 2016 —
Early August 2017
2017
2016
Program Today
3
SUPPORTIVE TRAINING
Wait—When Is Go Live?
Colleagues who have been following
recent communications around
EpicLeap may have noticed that
there has been a slight shift in the
published date for Go Live—from
November 1, 2017 to November 2,
2017. Or perhaps they have been
continuing to hear consistent messaging that VUMC is going live with
eStar on November 1. Which one is
correct? In a way, both dates are
accurate.
The group overseeing important
decisions around Go Live, the Operational Readiness Advisory Group
(ORAG), decided in early winter that
the official “cut-over” from VUMC’s
current systems to eStar will take
place the evening of Wednesday,
November 1 and into the early
morning hours of Thursday, November 2. This overnight transition will
help ensure that the primary impact
of the technical transition will take
place when we have fewer patients
for whom we are caring.
When most faculty and staff arrive
for their shift Thursday morning,
November 2, the vast majority of
the transition work will have been
completed over the course of the
previous evening. Our colleagues
starting their shifts will use eStar for
the first time that morning, putting
into official practice the learnings
from the extensive training and
practice which they have received.
On hand to support this transition
will be thousands of people, from
at-the-elbow support, in the form of
Super Users and Epic-experienced
contractors, to a fully staffed Command Center that will triage and
tackle trouble tickets and system
requests. Together, all VUMC colleagues and EpicLeap support staff
will work together to deliver a
smooth and seamless experience.
The summer months will usher in Phase 4 of EpicLeap, the Training Phase. Over
the course of several weeks, dozens of Credentialed Trainers (CTs) and provider
Peer Trainers; thousands of Super Users, nurse preceptors and Provider Champions; and approximately 16,000 end users will receive the training they need to
deliver and support patient care at Go Live. This massive effort demands close
coordination and attention to detail.
Training for EpicLeap is mandatory for all faculty and staff, which helps ensure
that all VUMC colleagues receive consistent instruction that is appropriate for
their specific roles within the institution. For example, nurses who work in an inpatient setting will attend classes different from colleagues who work in accounting. Training on overlap areas—items that are consistent across eStar—will
be addressed with web-based eLearnings. eLearnings will also cover other aspects
of eStar complemented by classroom training.
“eLearnings will help us maximize in-classroom time, so that we can focus on delivering training that is meaningful to our faculty and staff’s specific roles and responsibilities,” notes Tina Williams, EpicLeap’s director of change management
and training. The eLearnings will serve as a type of “prerequisite” for classroom
training, so that employees have exposure to eStar’s environment and fundamentals prior to the more in-depth, role-specific training they will receive in class.
After each class, employees will take an end user proficiency assessment (EUPA)
that will gauge their level of comprehension of the material covered in the session. Testing at the end of class will mean that the material is still fresh in employees’ minds. After class, employees will have the opportunity to practice in a
“playground” environment and hone their eStar skills.
In order to pass a EUPA, an employee must receive a minimum score of 80 percent. “Setting a baseline for passing EUPAs is critical, because we want our faculty
and staff to take training seriously,” remarks Williams. “We want them to feel
prepared at Go Live and have confidence that their teammates are just as ready
as they are to deliver and support excellent patient care as of November 2.”
All faculty and staff will have up to five attempts to pass their required EUPAs, and
support will be provided along the way to help VUMC employees in this effort:




eLearnings will be available a few weeks before classroom training, and employees can watch as many times as they want to familiarize themselves with
eStar fundamentals
Employees who do not receive the 80 percent after the first time can review
the material with the instructor before taking the EUPA again
After two failed attempts, staff will attend compensated study hall time
where they can practice in the playground using an eStar exercise booklet
After three failed attempts, staff can retake the class and may have the opportunity to practice one-on-one with a trainer
“It’s important for our faculty and staff to know that the EUPAs are not intended
to trick them. Generally speaking, if you attend and stay engaged in our training
classes, you shouldn’t experience any issues passing the assessments,” reassures
Williams. Training for end users begins August 21 and will continue through late
October.
4
FREQUENTLY ASKED QUESTIONS
Will my eStar experience differ based
on the device I am using (e.g., workstation, laptop, mobile device, etc.)?
Yes, depending on the specific device
you use, your eStar experience will
vary. As a general rule, eStar can work
on any device that meets minimum
specifications, but there will be a
trade-off between portability and the
optimal user experience.
Your best user experience will be with
a widescreen, high-resolution 24”
monitor, the type that would accompany a clinical or administrative workstation or a laptop’s docking station.
With a 24” monitor, you can open
multiple panes (up to three), allowing
you to multi-task within the ecosystem. Additionally, you may access the
notes sidebar and have a substantial
area if working with large data sets.
Using a 20-22” monitor with lower
resolution (such as 1680p x 1050p)
will maintain functionality, although
viewing area will be slightly smaller.
For users and areas that rely on undocked laptops for interfacing with
eStar, the user experience will depend
on the screen size and resolution of
the device. Larger screens and higher
resolutions will optimize the user experience. At 17”, a user is limited to
single-pane navigation but retains the
notes sidebar. Anything smaller than
17”, and users will not be able to view
the notes sidebar.
Mobile devices, such as iPhones, Android phones and iPads, will provide
access to eStar through apps known
as Haiku (phones) and Canto (iPads).
These apps provide a pre-defined user
experience and limit the full functionality of eStar. They are best used for
quick task execution or glancing at
information.
I currently access StarPanel from my
personal MacBook. Will I be able to
continue to use it to access eStar
after Go Live?
VUMC recognizes that many faculty
and staff members use their personal
devices, including laptops and mobile
devices, to access our current systems
and perform job responsibilities.
Laptops, whether they are user- or
VUMC-owned, will access eStar via
Virtual Desktop Infrastructure (VDI)
which will require a VUNet ID and
password. This means eStar will not
be installed directly on anyone’s system (VDI will also be used for desktop/workstation access). Personally
owned devices may require an additional step of two-factor authentication, which requires a token and separate log-in.
Mobile devices, as outlined in the
question above, will use special apps,
Haiku and Canto (depending on device type), to access eStar. After Go
Live, it may be required that these
devices use a VUMC Mobile Device
Management (MDM) solution
(AirWatch) to access these apps.
Read more FAQs at https://epicleap.vanderbilt.mc.edu
Have a question or comment? Email us at [email protected]
Talk to an Ambassador. A list is available on our website.
How can I get someone from EpicLeap to come speak at my next
meeting or event?
Simply complete the form on our
website to request a speaker:
https://epicleap.mc.vanderbilt.edu/
content/speaker’s-bureau Someone
from our team will be in contact with
you to provide a speaker or otherwise
assist you.
We also have slides (with talking
points) available if you would rather
deliver a brief program update on
your own. These slides are available
at https://epicleap.mc.
vanderbilt.edu/content/programupdate
AMBASSADOR CORNER
the Brief
Remember that all Ambassadors
are sent a regular email newsletter
with information, action items and
future events. If you are not receiving these, please send an email to
epicleap_ambassadors@
vanderbilt.edu and let us know.
These newsletters are critical to
ensure you stay “in the know” on
EpicLeap.
Listener Survey
All Ambassadors receive a link to
our monthly Listener Survey in the
Brief. This survey helps the EpicLeap team better understand what
issues are top of mind for colleagues across VUMC. It gives us a
“pulse check” on how people are
feeling about the program and
what issues are top-of-mind
throughout the enterprise.