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• Important Dates
• Training Information
• Build Freeze
• Clarity Freeze
• Transparent Upgrade
• Cutover Downtime

Important Dates

Build Freeze

After testing is complete, we start a build freeze period where only critical changes, pre-approved projects, and Business As Usual (BAU) changes are migrated into our production environment. This is a standard best-practice process to ensure our production environment stays stable and everything we have finished testing remains unchanged.

Training Information

Educational documents will be available on the Learning Home Dashboards within LLEAP.

Playground

The PLY (Playground) training environment will be upgraded so users can get a feel for the new functionality prior to the production environment going live.

• Access PLY through Citrix

Transparent Upgrade

The Transparent Upgrade starts a couple days prior to go live and refers to the time when some workflows and tools are locked down in preparation of the go live. This lockdown occurs because the transparent upgrade process is updating related data behind the scenes while you continue to use the system. By starting these processes in advance, we decrease the amount of time the system needs to be down prior to go live. Review the info below to determine if you will be impacted

Temporarily Unavailable Correction Workflows

While the Transparent Upgrade occurs, users will not be able to immediately correct duplicate encounters, or admission errors and similar errors. Issues of this kind must be reported to the Service Desk (ext. 48889) and will be corrected after the upgrade.

Temporarily Unavailable Customization Tools

There are some common workflow customization tools that are temporarily unavailable during the lockdown.

1. Creating or editing SmartPhrases and SmartLinks

   During the lockdown, you won't be able to create new SmartLinks and SmartPhrases or edit your existing ones.

   What to do: Wait to create or make SmartPhrase and SmartLink changes until after the maintenance package installation is complete.

2. Personalizing dashboards

   After you click   and update settings or edit the components of a Radar dashboard, an error message appears when you click Accept.

   What to do: Close the error message and continue working in Hyperspace. You won't be able to make your changes until after the maintenance package installation is complete.

3. Creating, Editing, and Sharing NoteWriter Macros

   If you attempt to create a macro or save changes to a macro during the lockdown, an error message appears.

   Additionally, the Owners/Users tab in the SmartBlock Macro Editor is read-only during the lockdown, so you can't add owners or users for the macro.

   What to do: Wait to make your changes, create macros, or share macros until after the maintenance package installation is complete.

4. Moving Your Notes

   You cannot move the Notes activity to a floating window or sidebar or set other note preferences during the lockdown.

   What to do: Wait to move the Notes activity until after the maintenance package installation is complete.

5. Creating or editing QuickActions

   When you create or edit a QuickAction in In Basket, an error message appears indicating that the QuickAction is locked. Note that there are two different error messages that can appear.

   What to do: Wait until after the maintenance package installation is complete to create a new QuickAction. Continue to complete the action as you did previously. If you need to edit a QuickAction before using it again, you might need to complete the action without using the QuickAction until after the maintenance package installation is complete.

6. Saving SlicerDicer Sessions

   When you save a SlicerDicer population or session, an error message appears when you click Save Session, and the session isn't saved.

   What to do: Continue working in SlicerDicer, but be aware that you can't save your work until after the maintenance package installation is complete.

If you have questions

If you have questions or encounter any issues completing a workflow during the lockdown, contact the Service Desk at ext. 48889.

Clarity Freeze

Clarity and Tableau reporting data will be “stale” at the beginning of the go live as it will not be updated until after the data load processes are completed post-upgrade. This planned analytics downtime will impact:

• Epic Hyperspace:
  
  • Epic Crystal Reporting
  • SlicerDicer
  • BI Portal
• Tableau BI Portal (SharePoint)
• Clarity, Caboodle Data Warehouse
• Scheduled data extracts

The Analytics team will notify report and dashboard owners who are impacted via email prior to the downtime, and again once the data is refreshed and available post-upgrade. Through this planned downtime, they will continue to track progress and support any systems that are business critical and will require immediate attention.

Cutover Downtime

At the end of the transparent upgrade, we bring the whole system down to complete the final steps to upgrade to the latest version. The downtime occurs the night before the go live, and LLEAP users will move to downtime procedures during this time.

Downtime Directions

Every site has a red downtime BCA binder near their downtime workstation. This binder contains all the procedures to follow during each downtime.

Downtime Documents – the Downtime team maintains the documents on this OnePortal page

Supports Read Only (SRO) – Accessible from any workstation.  The shadow server is a near-real-time copy of Production, and will be used during downtime.

• From the start menu  select the LLEAP-SRO Icon 
• Or, from the Citrix folder  select the LLEAP Hyperdrive SRO icon 
• Log into SRO using your standard login and password.
• The Message of the Day will indicate you are in the SRO environment, and you will be able to view, but not update  data.