Update on Evergreen Release 3 Rollout

September 25, 2023

To: All OADS EIS Users

Update on Evergreen Release 3 Rollout:

As you may know, OADS is transitioning from EIS to a new client data system, Evergreen. In preparation, OADS has modified some forms/processes in EIS to make the transition to Evergreen more successful.

The following is a recap of some recent changes and things you can continue to do over the coming months to make the transition easier.

·       As of 7/1/23, authorizations for Section 21 and Section 29 Members began to align with their Person-Centered Plan dates, except for Home Support- Agency Per Diem (T2016PD and T2016SC). This is an essential part of the transition towards successfully migrating to Evergreen.

·       All EIS Users: Please continue to be patient and stick with the newest EIS PCP/SIP Process, as these changes will allow for PCPs to migrate into Evergreen with the least amount of manual data entry for end users.

·       Case Managers: Please review PCPs to confirm that they meet the criteria outlined below, ensuring that authorizations will generate correctly. This is especially important for PCP end dates in September, October, November, and December 2023.

1.       When creating/revising a new Annual Person-Centered Plan, enter the Plan Effective Date in the START DATE box.  Leave the box labeled END DATE blank. The Plan End Date is only entered on the Personal Plan Face Sheet.

2.       After you have completed the plan and entered the appropriate Plan Approval/Signature dates, LOCK THE PLAN

Here are some things that you can do now to set yourself up for the best possible transition into Evergreen:

·       All EIS Users: Ensure your email address is correct. Email will be used to create Evergreen user accounts. This can be done by clicking on Set My Preferences on the My Events page in EIS:

·       Case Managers: Ensure Addresses, Relationships, and Critical information/med lists are updated. The information in EIS will be populated into Evergreen and then onto forms.  These proactive activities will ensure the information in EIS is current and will create a smooth transition and less work for you in Evergreen.

·       All EIS Users: Discover what Evergreen offers you by attending our new Evergreen Informational Webinar Series. This is an excellent opportunity to learn how to prepare for the new system and understand how we'll support you. For your convenience, the same presentation will be repeated throughout the month, giving you the flexibility to choose the time and date that suits you best. Additionally, all webinars will be recorded and made available online (https://www.maine.gov/dhhs/eis/evergreen), so you can re-watch or catch up on any sessions you missed. Please see below for details and registration links for each upcoming webinar.

NOTE: If you need accommodation, such as real-time transcription and captioning (CART), American Sign Language (ASL), or other language interpretation, please contact Miranda Whalen at miranda.whalen@maine.gov at least two weeks prior to the session date.

Release Dates:

·       Release 3 (Winter 2023/2024): Developmental Disability and Neurobehavioral functionality including upgraded design and compliance with Home and Community Based Settings (HCBS) Rules and a new user interface design (look and feel) for all Evergreen users.

·       Release 2 (June 29, 2020 - Complete): APS Report and Investigation functionality including Structured Decision-Making assessments and Guardianship/Conservatorship forms.

·       Release 1 (May 31, 2019 - Complete): Core Functionality (Person Profile, Staff Member Profile, Location, Organization) and Program Management (Sections 21 and 29 Waitlist) functionality.

Reminders:

The Developmental Disability and Brain Injury Services program functionality in Release 3 will only replace EIS for OADS users. Office of Behavioral Health (OBH, formerly SAMHS) and Office of Child and Family Services (OCFS) users will continue to use EIS.

Communications:

All communications will be posted on the Evergreen website to keep you informed of the progress of Release 3, its content, and timelines. These communications will also be sent using the EIS email address provided on the EIS user account. If this is not correct, it is important that you please provide an updated email address to the EIS user accounts team (EISSupport.DHHS@maine.gov).

If you have any questions or feedback, please reach out to us at Evergreen.DHHS@maine.gov or refer to the project website at https://www.maine.gov/dhhs/eis/evergreen.