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/policies/administrative/uwhc/department-specific/health-link/hl-010-pol.policy

201504119

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UWHC,UWMF,

Health Link,

Policies,Administrative,UWHC,Department Specific,Health Link

RA SU Management (HL-010-POL)

RA SU Management (HL-010-POL) - Policies, Administrative, UWHC, Department Specific, Health Link

HL-010-POL

POLICY


Effective Date:
10/15/2014
Administrative Manual

X Other: Health Link
Policy #: HL-
010-POL

X Revision
Total #
Pages: 3
Title: RA SU Management (this policy is
used by UWHC, UWMF, and Unity)



I. PURPOSE

This policy outlines shared responsibilities for managing Release Authorizations &
Special Updates (RA\SU), for fixes and enhancements through each of the Health Link
environments.

II. SCOPE

The Health Link EMR system is jointly supported by the IS departments of the University
of Wisconsin Medical Foundation (UWMF), University of Wisconsin Hospital and Clinics
(UWHC), and Unity. This policy applies to Health Link application teams at the University
of Wisconsin Medical Foundation (UWMF), University of Wisconsin Hospital and Clinics
(UWHC), and Unity in Health Link production and non-production environments.

III. DEFINITIONS

Health Link: The trademarked name for the Epic Systems integrated health record and
business software.
RA/SU Coordinator: The person responsible for overall management of installation for
all RA/SUs and monthly SUs. The coordinator ensures adherence to RA/SUs following a
defined Health Link environment progression.
RA Conference Call Group: A group of Health Link application project team leads that
meets on average three times per week to review special updates and custom code
released by Epic.
Epic TS (Technical Service): An Epic division with staff members who perform system
builds, support programming, create change orders, and support clients.
Health Link Application Project Lead: The team lead responsible for representing
their assigned Health Link/Epic application at each RA conference call.
SU (Special Updates) Package: Bi-Monthly updates to the Health Link system
available outside of the scheduled major releases and interim updates. These updates
contain a discrete fix published to address a critical patient safety, data integrity, or
workflow issue, and they may include both server and client updates. Server updates
can be Special, Custom, or Retrofit updates installed in a Caché environment. Client
special updates are installed on a client server, handheld device, or workstation and are
essential for fixing encountered issues and enhancing releases.
RA (Release Authorization): RAs contain information about fixes and enhancements in
a given version of the software. Epic requires written permission from UWHC, UWMF,
and Unity to access, send changes to, or make changes to the Health Link system.



Page 2 of 3

Custom Updates: Updates that are customized for server or client development for a
specific customer.
Shared Drive: Shared network drive available to UWHC, UWMF, Unity, and select Epic
TS representatives.
Service Now: Database used to track work requests, the request approval process, the
change review process, and the application of changes to system environments

IV. POLICY

All Epic RA/SUs are presented for initial review and approval at the RA Conference Call
Group (RAs categorized as business critical or for patient safety follow the urgent RA
process as soon as a fix is identified). RA/SUs should then follow a progression through
each of the Health Link test environments. In some cases exceptions are made when
the environment progression is not followed due to irrelevant testing or the issue is not
presented in the specific non-production environment. See the section Related Policies
for further documentation related to Health Link Environments.

A. RA/SU Coordinator

The RA/SU Coordinator:

1. Serves as the gatekeeper and primary communicator of the RA/SU process,
responsible for ensuring all RA/SUs and monthly SUs are installed.
2. Facilitates the RA Conference Call Group meetings and distributes meeting
minutes.
3. Ensures environment progression and provides approvals for all RA/SUs,
including monthly SU packages.
4. Coordinates SU testing, SU Trackers, and communication to resources for bi-
monthly installation into Health Link Production (PRD).

B. Health Link Application Team Leads

The Health Link Application Team Leads:

1. Attend each scheduled RA call. If the Health Link Application Project Lead
cannot attend, a designee is appointed and expected to participate in each call.
2. Participate in discussions to determine the calendar for environment
management and bi-monthly SU applies.
3. Adhere to the Health Link Change Management Policy (refer to the Health Link
Change Management Policy for more information).
4. Are aware of the RA process and how to initiate Urgent RAs.
5. Ensure appropriate testing occurs for RA/SUs and bi-monthly SU packages for
their application(s).

V. PROCEDURES

The following procedures support this policy:

RA SU Management Procedure (HL-010-PRO)



Page 3 of 3


VI. RELATED POLICIES

Health Link Change Management Policy (HL-004-POL)
Health Link Environments Policy (HL-013-POL)

VII. OTHER

UW Health is not a legal entity. UW Health comprises three separate entities. This policy
applies to facilities and programs operated by the University of Wisconsin Hospitals and
Clinics Authority and the University of Wisconsin Medical Foundation, Inc., and affiliated
organizations.

Each entity is responsible for enforcement of this policy in relation to the facilities and
programs that it operates.

VIII. COORDINATION

The details of Coordination of UWHC and UWMF are shown below. Approval and
coordination of this policy by those entities occurs per their individual processes.

UWHC Sr. Management Sponsor: UW Health IS CIO
UWHC Author: Project Management Office
UWHC Reviewers: Project Management Office
UWHC Approval committee(s): IS Health Link Technical Leaders

UWMF Sr. Management Sponsor: UW Health IS CIO
UWMF Author: Project Management Office
UWMF Reviewers: Project Management Office
UWMF Approval: IS Health Link Technical Leaders

IX. SIGNED BY


[Insert Signature Block(s) for Appropriate Signer] Date


[Insert Signature Block(s) for Appropriate Signer] Date