V11 Phase II Note Upgrade Process
Phase II Note Upgrade Process
This wiki page is currently being designed, apologies for the inconvenience 5/11/09
V11 Phase II Note is included in the V11 Upgrade. This phase is much more reliant on the client than Phase I, only the Upgrade Consultant and Upgrade Technician are involved, there is no PM. The due dates for this phase are flexible and are primarily determined by the client as to how aggressively the want to proceed. Of course the UC must be in agreement with the dates since they are responsible for assisting with the Build Workbook Tasks and for performing certain tasks during Go Live.
Another important difference between Phase I and Phase II is that the UC and UT are only involved with taking the initial client pilot group live on Note. Once this pilot group is live on Note the client is once again transitioned to Support. Once transitioned to Support the client continues to bring their remaining specialties and users live of Note as they please.
Roles and Responsibilities
The Upgrade Consultant (UC)
- Pilot Group - Assist with bringing client pilot group (Specialty) live on V11 Note.
- 2Meetings and Minutes - Schedule meetings, document minutes and report due dates to the Upgrade Management team.
- 3BW - Send and review the Phase II Note Build Workbook.
- 4BW assistance - Remotely assist the client with understanding how to perform the Phase II BW tasks.
- 5WebFirst - Owns Phase II Note related tickets.
- 6CMT - Owns the CMT Tool and is responsible for moving note data using the CMT tool during Go Live weekend.
- 7Transitioning - Transition client to Support after Pilot Go Live.
The Upgrade Technician (UT)
NoteForms - Load Noteforms if necessary
The Client
Education and Training - The client must be educated on V11 Note (see Education and Training section below)
BW - The client must be able to perform all BW tasks
Webfirst - The client must open Webfirst Tickets for technical issues arising in Phase II.
Weekend work - The client must be willing to work outside of business hours during the Go Live process, due data being moved or loaded into their Live Production system which can effect system performance and user errors.
V11.1.5 or higher
The client must be on Enterprise EHR V11.1.5 or higher to start Phase II Note
WebFirst Requests and Ownership
During the initial Phase II discussions with your client the UC will ask the the client to start the process by...
1. Opening a WebFirst ticket requesting to go live on V11 Note and making sure to prefix all Phase II Note issues with "v11 Phase II Note".
The UC will then need to make sure that Support knows who the v11 Phase II Note tickets should forward to.
2. This is done by going into WebFirst/RTI, pulling up the Clients profile and adding "V11 Phase II Note issues go to "uc names" within the "special Message" section of the detail tab
Education and Training
Although it is not a enforced requirement, the client would benefit greatly by taking the V11 Advanced Note Training Classes offered by Allscripts. Discussions on attending the offered training sessions should start early in the process so that clients have time to schedule.
If attending the AHS training sessions are not an option, the client should make every effort to review the following material and webcasts before beginning V11 Phase II Note.
KB Hot Topic Webcast and Presentation 4555 "Note Build Strategy
KB Client Self Study Series Functionality Section 105: "Note Functionality and "Note Form Review"
KB Client Self Study Series Administrative Section 105: "Introduction to Note Configuration"
NoteForms
The next step is to make sure the client has the most recently released V11 NoteForms. These Noteforms are loaded as part of the Phase I upgrade by the Upgrade Technician, but the UC should check to see if they are there and if they are the latest version.
3. The UC then opens a ticket for the UT to have the latest Noteforms loaded into the clients test system.
Document Types
Next, the Document Types for Note must be loaded. It is important to note that the Document Types must be loaded before the V11 Note Templates get loaded. The Document Types share the same excel spreadsheet as the Note Templates, so you may be asked by Support if you need to have Document Types loaded when they load the Note Templates.
4. The UC loads all of the available v11 Note Document Types into the Clients Test Server
The most recently released Document Types may be found on the Allscripts Shared file in an excel spreadsheet named "Copy of v11.1.5 Note Templates Available" under "UC Process Documents"/"Phase 2 -V11 Note".
V11 Note Templates
Note Templates are chosen by the client. They may chose to have them all loaded, some loaded or none loaded, it's entirely up to them. The recommendation is to have them all loaded into the Test System. There are a couple of reasons to have them all loaded into the Test System: The first reason is to avoid additional requests for loads, if the client decides they want more then they originally decided upon. Secondly, if there are templates that the client knows they will never use, we can simply decide not to load them into their live server during Phase II Go Live. The V11 Note Templates are loaded by AHS, an RTI must be opened using the required request form and sent to Christy Erickson. Christy will notify the client and the UC with details of when she can load them and together the client and Christy complete the task. Once the task has been completed, the UC may close the ticket.
5. The UC will send the most recently released version of V11 Note Templates to the client so that they may choose which ones they want loaded
(The most recently released Templates may be found on the Allscripts Shared file in an excel spreadsheet named "Copy of v11.1.5 Note Templates Available" under "UC Process Documents"/"Phase 2 -V11 Note".)
6. The UC will ask the client to send an email to them identifying which Templates they want loaded.
7. The UC will open an RTI requesting the Templates be loaded onto the clients Test Server.
7a. The UC will attach the requested Templates Spreadsheet to the ticket.
7b. The UC will fill out and attach the Client Pre-Configuration Request Form to the ticket
The required Template request form is located on the Allscripts Shared under "UC Process Documents"/"Phase 2 -V11 Note"/Request Form for requested inputs/outputs "Client Pre-Configuration Request Form".
7c. The UC will assign the ticket to Christy Erickson
8. Christy will contact both the Client and UC with information related to installing the Templates
9. Christy will load the requested Templates and confirm by emailing both the client and UC.
Getting Started
Once client is ready to begin the Phase II Note upgrade the process as with Phase I is started.
1) UC schedules Phase II Note Intro Call, inviting Client and UT
2) UC Sends 1st draft of Phase II Note Project Plan, Phase II Note BAW and the Intro Call Agenda to Client and UT
3) UC takes meeting minutes and emails them along with Action Items etc... to Client, UT, Jason Carmichael, Maureen Yergeau and Troy Frostad as in Phase I
4) UC schedules weekly meetings as needed
5) UC notifies Maureen and Christy with the requested Go Live date
6) UC to track resource time per contract, updates Project Plan and tracks action items as in Phase I
Build Workbook
The Phase II BW needs to be completed in preparation for v11 Note (19 items)
Testing
Complete intense testing must be performed before going Live on V11 Note
Client must sign off on Note Testing
Training
Pilot group must be fully trained
Go Live Planning
Phase II Go-Live plans must be in place
Go Live
Go Live needs to happen off hours since data will be moved via SSMT and CMT
Client to prepare team and organization for weekend work
Thorough testing needs to be done during Go Live weekend after configuration is done
Client Transition to Support
Client is transitioned to Support on Friday of Go Live Week
Phase II Note Team Roles defined
Upgrade Technician
The UT confirms the server client wants Note Forms Loaded on
The UT loads the latest Noteforms (after backups)
UC
The UC is contracted to take one Pilot group live
The UC performs all Phase II work remotely unless client would like to amend contract and hire the UC (billable) to be on-site
The UC is responsible for reviewing the Phase II BW and assisting the client with understanding the tasks to be performed
The UC is assigned all Note Webfirst issues and will work them accordingly
Client
The client must be trained in Note. Preferably they need to take the v11 Advanced Note class at AHS
The client is responsible for Going Live with all non-pilot groups without the UC or Upgrade Technician
The client is required to sign off on Note testing
The client is required to have the available resources needed to perform the BW tasks and to Go live
The client must be willing to go live off hours over a weekend
The client is required to attend all meetings and webcasts as scheduled