Jerry Dugan
The Director of Organizational Effectiveness
Opus allows us to have a lean content development process, using the SMEs to author the content, then my team reviews, edits and publishes from one screen and all the Opus outputs are updated : we fell in love with the Opus Solution
Key Results
3 WEEKS
Implement Epilogus Opus under 3 weeks in 2023
90 DAYS
Opus content is refreshed every 90 days
500 UPK+
Converting thousands of Oracle UPK topics related to content
Methodist Health System was founded by Methodist ministers and civic leaders in Dallas ,Texas with a 100-bed facility that began operating on Christmas Eve 1927. Nearly 100 years later, Methodist Health has 11 hospitals and an integrated medical group of physician offices, with a total staff of close to 10,000.
In 2021, Jerry Dugan the Director of Organizational Effectiveness at Methodist Health was tasked with producing all educational materials, end user support and change content for their Workday ERP project, focusing on 3 domains: finance, human resources and supply chain management. Dugan knew that one of the most important aspects was the ongoing, easy maintenance and consumption of that content for those 3 Workday areas.
Methodist Health implemented Epilogue Opus in under 3 weeks in 2021 at Methodist Health and had over 32,000 logins in 6 months : a testament to the effectiveness of Dugan’s change management and communications. Looking forward with using Opus, there no restrictions to any other IT application at Methodist Health.
Methodist Health tested other solutions including Adobe Suite, Whatfix, Ancile uPerform and Epilogue Opus, and Dugan states “We took advice from our Workday System Integrator and tested all offerings thoroughly, and because the content was 100% web based with Opus stored in one location via AWS, as well as the ability to use the Opus content library as an LCMS, the choice was easy”. Dugan continues “Opus allows us to have a lean content development process, using the SMEs to author the content, then my team reviews, edits and publishes from one screen and all the Opus outputs are updated : we fell in love with the Opus Solution“. Dugan adds “ The SMEs review in Opus and everything is version controlled in Opus. It was a paradigm shift that we embraced at our Workday Go-Live in April 2022, and we have planned extending Opus into our annual CME education grogram, in fact we already have a dozen processes captured in our annual performance review using Opus”
Dugan continues “The Methodist Health IT Security Team are focused on keeping all the patient information safe, and our due diligence for the thousands of end users meant that the IT Team were heavily involved at every step” as security was a high priority at Methodist Health. Dugan concludes “ We now create, update, publish & consume updates in Workday using Opus in the same day” Methodist Health likes the ease of creating, editing and publishing in Opus, UPK conversion utility & language conversion functionality. Additional training benefits include quizzes & tests on competency of all employees, as well as sandbox access via Opus simulations for new hires and staff moving to a new role..
The Methodist Health IT Security Team are focused on keeping all the patient information safe, and our due diligence for the thousands of end users meant that the IT Team were heavily involved at every step
The key to accellerating
your digital adoption
Methodist Health had several Key Business Objectives including migration away from Oracle UPK and increase user adoption. These objectives were mirrored in Learning offerings:
Training covers all employees
Training material available
Reduce time to proficiency in employees
Content is there for new employees
Training uses IT Application system screens
No end user disruption in migration from UPK
Highlights at Methodist Health
- Replaced existing Tools [Captivate, MS, etc.] in 2021 in under 3 weeks following the 70/20/10
- Principle IT Applications include Workday, HealthStream, Cherwell and EPIC
- Methodist Health have over 270 Documents created and increasing using 1 person to QA and SMEs to create
- Methodist Health have had over 32,000 User Logins in the first half of 2022
- Opus speed, control & consistency of all output content
- Opus embedded performance Support in any Application for Post Go Live
METHODIST HEALTH SYSTEM
Renowned acute-care and teaching hospitals in Northern Texas
Jerry Dugan
Director of Organizational Effectiveness
We listened to the advice of our System Integrator and tested several tools thoroughly and Opus met all the criteria and had the best cost/benefit ratio – we fell in love with Opus
Key Results
300
Documents tasks documented for Workday
1
Just 1 Subject Matter Expert was needed to create the content
60K
Times users have used Opus in first year
Highlights at Methodist Health
- Replaced existing Tools [Captivate, MS, etc.] in following the 70/20/10 principle
- Principle IT Applications include Workday, HealthStream, Cherwell and EPIC
- Lean L&D team: only had 1 Instructional designer for the Workday project to create and maintain content for Human Capital Management, Supply Chain and Finance
- Methodist Health have created ~300 documents supported by one SME to QA and create
- Users have use Opus 60,000 in first year
- Opus speed, control & consistency of all output content was key
- Next application target = Epic
Dallas-based Methodist Health System was founded by Methodist ministers and civic leaders, opening its first doors to a 100-bed facility on Christmas Eve 1927. Nearly 100 years later, MHS has 13 hospitals and care centers, almost 2,000 beds, 25 primary care clinics, 1,900 physicians and 10,000 employees.
In 2021, Jerry Dugan, Director of Organizational Effectiveness, was tasked with overseeing the production of all materials and content to support user adoption associated with their Workday implementation. The focus was on three functional domains: finance, human resources and supply chain management. Also, given the lean L&D team, he only had one instructional designer for the project.
Based on his deep experience, Dugan knew that generating the necessary content in the volume needed was going to be the stumbling block followed by the need to maintain that content over time due to changes in the Workday application. To be successful, he knew he had to select the right digital adoption tool.
Based on his deep experience, Dugan knew that generating the necessary content in the volume needed was going to be the stumbling block followed by the need to maintain that content over time due to changes in the Workday application. To be successful, he knew he had to select the right digital adoption tool.
Dugan developed a list of critical criteria:
- Ease and speed of use – his limited staff (started with 3, ended with just 1) required a tool that was super easy and fast to use for process recording, editing, QA and publishing
- Centralized content management – created content needed to be centralized to facilitate on-going maintenance due to frequent systems changes
- User access – had to be intuitive and simple (one click)
- Multiple formats – differing levels of user proficiency and preference require different help formats
- Workflow and Content management – incorporating SME’s into the review process of content creation and maintenance required a system that coordinated workflow, notifications and content versioning.
Methodist Health assessed a variety of tools but seriously tested Walkme, Ancile uPerform and Epilogue Opus. Dugan stated “We listened to the advice of our System Integrator and tested several tools thoroughly and Opus met all the criteria and had the best cost/benefit ratio – we fell in love with Opus”. Dugan added, The SMEs review in Opus and everything is version controlled in Opus. It was a paradigm shift that we embraced at our Workday Go-Live in April 2022, and we have planned extending Opus into our annual CME education grogram, in fact we already have all the key processes captured in our annual performance review using Opus.”
Methodist Health was able to quickly implement Epilogue Opus and with just one Subject Matter Expert, was able to generate user help and guidance content for almost 300 Workday processes in time for their go-live in Q2 2022. In the year since launch, MHS users have used Opus 60,000 times, a testament to the effectiveness of Dugan’s change management and communications. Looking forward with using Opus, there no restrictions to any other IT application at Methodist Health with the next target being Epic.
“Opus allows us to sustain consistent training beyond go-live and over the life of our software systems and with just one person overseeing this approach, it wouldn’t be possible otherwise,” concluded Dugan.
Opus allows us to sustain consistent training beyond go-live and over the life of our software systems and with just one person overseeing this approach, it wouldn’t be possible otherwise
The key to accelerating
your digital adoption
Williams had several Key Business Objectives including the following highlights:
Available to
all users at their moment of need
all users at their moment of need
Task guidance delivered in-app
Reduce time
to proficiency
in employees
to proficiency
in employees
Easy onboarding for new employees
Reflects actual deployed system and processes
No end user
disruption
disruption
Acme Brick had several Key Business Objectives including migration away from Oracle UPK and increased user adoption. These objectives were mirrored in Learning offerings:
Training covers
all employees
all employees
Training material
available
available
Reduce time
to proficiency
in employees
to proficiency
in employees
Content is
there for new
employees
there for new
employees
Training uses
IT Application
system screens
IT Application
system screens
No end user
disruption in
migration from UPK
disruption in
migration from UPK
Acme Brick had several Key Business Objectives including migration away from Oracle UPK and increased user adoption. These objectives were mirrored in Learning offerings:
Training covers
all employees
all employees
Training material
available
available
Reduce time
to proficiency
in employees
to proficiency
in employees
Content is
there for new
employees
there for new
employees
Training uses
IT Application
system screens
IT Application
system screens
No end user
disruption in
migration from UPK
disruption in
migration from UPK
Methodist Health had several Key Business Objectives including migration away from Oracle UPK and increased user adoption. These objectives were mirrored in Learning offerings:
Training covers
all employees
all employees
Training material
available
available
Reduce time
to proficiency
in employees
to proficiency
in employees
Content is there for new employees
Training uses
IT Application
system screens
IT Application
system screens
No end user
disruption in
migration from UPK
disruption in
migration from UPK
Methodist Health had several Key Business Objectives including migration away from Oracle UPK and increased user adoption. These objectives were mirrored in Learning offerings:
Training covers
all employees
all employees
Training material
available
available
Reduce time
to proficiency
in employees
to proficiency
in employees
Content is
there for new
employees
there for new
employees
Training uses
IT Application
system screens
IT Application
system screens
No end user
disruption in
migration from UPK
disruption in
migration from UPK
