Cutover (noun): a rapid transition from one phase of a business enterprise or project to another.
Simply put, project cutover refers to the phase when the project goes live. Any experienced Project Manager knows how important it is that a cutover goes smoothly. This can be one of the most crucial activities of the transition, and one where it helps to have someone who knows what they’re doing. This is where the Epic Cutover Project Manager comes in. This role acts as a “coach” of the team, keeping track of timelines, escalating issues when appropriate, managing risk, helping people do their best work, and overall leading the project to success. Let’s take a look at what exactly a Cutover Project Manager’s role is and what are the best practices to adopt to have a smooth cutover.
If you’re interested in learning about Acute vs. Ambulatory Patient Care During a Migration Cutover, check out our blog
The Cutover Project Manager is responsible for organizing, planning, and executing the actual cutover, or decommission) of all systems impacted by the implementation of Epic not limited to workflows, data, and users. This role is in charge of evaluating all legacy systems to determine if the legacy systems will be replaced by Epic, interfaced with Epic, or will exist as a stand-alone system. If the system will be decommissioned, they will help determine if data should be migrated to support continuity of care or archived to support the legal requirements.
What does the Cutover Project Manager do?
- Oversees the transition and decommissioning of all legacy systems to Epic by:
- Evaluates & reviews all legacy systems to determine if they will stay after the Epic implementation, or if they will be decommissioned
- If a migration is needed, they help determine what data needs to be migrated and how best to migrate the data
- Helps identify duplicate or contradicting information and workflows
- Works with end-users to plan out their transition during the Epic cutover & identify workflow changes
- Organizes, plans & executes the actual cutover of all systems and implementation of Epic
- Creates detailed implementation cutover plan for the Epic go-live
- Oversees and coordinates the inpatient conversion go-live
- Reviews cutover plan with all involved parties and leadership
- Leads and coordinates cutover dry runs
- Leads the command center at go-live to ensure quick resolution to any issues or questions
How could a Cutover Project Manager help you?
- Seamless Integration: this person will take the time to become fully familiar with the project and the organization, giving them the ability to identify all legacy systems/processes and meet with all the owners/users to determine the best approach to decommission, transition, or migrate the data
- Intuitive Collaboration: works with the project and organization’s leadership to have consistent project updates and report-out
- Targeted Focus: this role works independently of the data migration. Their primary focus is to help review and coordinate all legacy system decommission and transition.
A strong cutover strategy followed by a well-defined cutover plan is indicator of success in transitioning to an Epic system. It ensures a smooth transition for end-users allowing them to focus on their patients while issues are minimized and controlled, operating becomes easy, and there’s a quicker recovery of costs and ROI. A diligent Project Manager ensures that all steps required for this transition have been considered, all risks have been noted, and response plans are weighted and appropriately adjusted.
Ensure a seamless transition and successful go-live. Consider staffing a Galen Cutover Project Manager for your Epic implementation project. Check out our Epic experience on our website, or contact us below for more information: