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1. Just in Time:
Monthly Epic Maintenance Window
Roy Johnson & Stephanie Lenzner
Leadership Forum
Jan. 17, 2013
2. Key messages
Epic Monthly Maintenance Window
• Soft launch 02:00 Sunday, Jan. 27. Consistent time on
designated Sundays to be finalized and communicated after
soft launch. Each event will last about 2 hours.
• Minimizes disruption to patient care by establishing a routine.
Downtime window takes advantage of lowest usage window.
• Maintenance windows are regular production environment
support, not part of stabilization or optimization.
• Enables bundling of changes that require downtime. Changes
that do not require downtime will continue to occur as they do
now.
• Epic read only available, registration will still occur in
ED/Admitting, but paper communication will be required for
downstream systems (e.g. Lab).
3. Communication Plan
• Reminder in weekly downtime communication email from IS the
Friday before each downtime.
• Quick News reminder posted day prior to each planned downtime.
Quick News updated when downtime begins and ends. Quick
News message removed by 7 a.m. after downtime is ended.
• Limited pager announcement 30 minutes before downtime, at
downtime start and downtime end.
• PC/Terminal announcements 15, 10, and 5 minutes before
downtime.
• Users are expected to be off the system at start of downtime.
Notes de l'éditeur
This is a Just-In-Time presentation on the monthly Epic maintenance window.
We plan to implement a consistent monthly downtime for Epic maintenance. The monthly window will soft launch at 2 a.m. Sunday, Jan. 27. Each downtime event will last about 2 hours. We have our lowest Epic usage early on Sunday mornings. After the soft launch, we’ll finalize and communicate when the downtimes will routinely occur one Sunday a month.The planned monthly downtime minimizes disruption to patient care by establishing a routine. The planned maintenance window allows us to bundle changes that require downtime. Changes that don’t require downtime will continue to happen as they do now. The maintenance windows are part of our regular production environment support, not part of stabilization or optimization.During the monthly downtimes, Epic ready only will be available, and registration will still occur in ED/Admitting. Paper communication will be required for Lab and other downstream systems.
After a few months, staff and providers who work overnight Saturday to Sunday will come to expect the downtimes once a month. Leaders will receive a reminder in the weekly downtime email from IS the Friday before each downtime window. It will be important that users are logged out of the system when the downtime begins. We’ll post a Quick News announcement the day before each planned downtime, and update Quick News when the downtime begins and ends. We’ll send a limited pager announcement 30 minutes before the downtime and at the start and end of downtime. In addition, users will see notices on their PC screens 15, 10 and 5 minutes before the downtime begins.Please work with your teams to remind them when the downtimes occur and set expectations that they should be ready downtime procedures before the downtime begins.
