V11 Phase II Note Upgrade Process

Phase II Note Upgrade Process High Level Overview

Phase II Note is included in the v11 Upgrade. This phase is much more reliant on the client than Phase I and only the UC and Upgrade Technician are involved, there is no PM.

The client must be on v11.1.5 or higher to begin Phase II Note.

The UC contacts the client after Phase I is complete and asks the client when they want to Go Live on Note and reminds them to take the advanced Note Training class at AHS. (It is the responsibility of the UC to get the client focused on Note and to work with them to decide on a start date.)

The Client issues a Webfirst requesting to Go Live on V11 Note. This ticket gets issued to the UC.

The UC then opens a ticket for the UT to have the latest Noteforms loaded into the clients test system.

The UC then loads the Note Document Types via ssmt into the clients test server. (These Note Doc types can be extracted from the Gold DB - They are the NOTEFORM doc types.)

Next, the UC sends the client the Note Templates to choose from; the client decides which ones they want and tells the UC.

The UC opens an RTI using the AHS Pre-Configuration Request form and issues the ticket to Christy Erickson to load the requested Templates via CMT.

Next, the UC works remotely with the client to complete the BW tasks. The client redesigns some of the delivered templates, and, or creates new ones, and then they test the Note functionality.

Go live planning takes place, go Live is schedule for off hours/Weekend.

Go live week is Monday through Friday and Transition to Support is that Go Live week Friday.

Prerequisites For v11 Note

V11.1.5 or higher

Client must be on V11.1.5 or higher to begin V11 Note

Client Training

Advanced Note classes should be taken before attempting to upgrade to v11 Note

Noteforms

The latest versions of Noteforms need to be loaded on the v11.1.5 USF Test Server

1) UC opens RTI and requests Upgrade Technician to load the latest version of Note Forms into Client Test Server

2) The Upgrade Technician contacts the client and UC to determine when to load the latest version of V11 Noteforms.

3) Once the load is scheduled, the Client confirms that the Test System Backup is complete

4) UT loads the Noteforms

5) UT closes the RTI ticket and notifies UC and Client via email

Input/Output Template Review, Request and Load

The Note Templates do not come pre-delivered. The client needs to choose the Templates they want to use

1) The UC sends the Client the Input/Output Templates (found on the AHS Shared)

2) The Client will review and chose which input/output Templates they wish to load into their v11 Test system

3) The Client will notify the UC with the desired Templates

4) The UC opens an RTI and attaches the “Client Pre-Configuration Request Form” requesting AHS to load the clients desired Templates 5) The UC transfers the ticket to Christy Erickson, who will move desired Templates via CMT

Document Types

They are some AHS delivered Documents Types for Note, but the client will need to build more to accommodate all of their visit Types. They will have many visit types in their PMS system and they need to narrow them down, combine them etc...

1) The UC will load the AHS delivered Note Document Types via SSMT, by extracting all of the NOTEFORM document types from the Gold database and loading them into the clients Test system via SSMT

2) The Client will review the delivered Document Types to decide which ones they will use, which ones can be added to etc...

3) To make sure all Document Types are available, the Client then needs to put a list together of all of their existing Visit Types currently available in their PMS system.

4) The client consolidates as many Visit Types as they can to keep the list manageable

5) Then the Lists again the final Visit Types/Document Types they need to build.

6) The Client builds the necessary Document Types in the Document Type dictionary

7)

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