Evergreen Release 3 Rollout - February 20, 2024

February 11, 2024

To: All OADS EIS Users

Evergreen Release 3 Revised Deploy Date:

The Evergreen Data System is planned to deploy on Tuesday, February 20, 2024. As you are likely aware, the deploy will add Developmental Disability and Neurobehavioral functionality to Evergreen, and a new user interface design for all Evergreen users.

The Release 3 (R3) Deploy will begin at 5:00pm on Thursday, February 15, 2024, when the EIS Legacy System will be taken offline for a few hours and then restored in a non-editable, “Read Only” state later that evening. Once back online, EIS users will be able to login with their existing credentials and search/view the same data that they previously had access to, however, all add/edit buttons will be disabled.

Between 5:00pm on February 15, 2024, and 7:00am on February 20, 2024, OADS EIS users will not have an electronic data system for entering/modifying data. Because of this, new assessments, progress notes and reportable events will need to be held until Evergreen is live on February 20, 2024. If the reportable event being entered into Evergreen on February 20, 2024 is more than 1 business day after the incident date, then please indicate a reason for the delay as “other” and enter the description: “Evergreen System Deploy 2/15/24-2/20/24”.

At 5:00pm on February 16, 2024, the Evergreen production system will be taken offline for all current users (Waiver Waitlist Managers, APS Staff, and Public Guardianship/Conservatorship Staff), in order to migrate all of the EIS data and deploy the new R3 functionality into the system. Evergreen will remain offline until 7:00am on February 20, 2024. NOTE: APS After Hours Staff will receive a separate communication with details related to the Evergreen downtime process.  

Post Deploy Support Plan:

In an effort to support all of our users through this transition, we have put together the following post deploy support plan.

Step 1: Review Self Help Resources

Step 2: Contact Change Champion/Agency Support Person

Step 3: Other Requests

Training – Q&A Session on Monday, 2/12/2024:

NOTE: If you need an accommodation, such as Communication Access Real-time Translation (CART), American Sign Language (ASL), or other language interpretation, please contact Miranda Whalen at miranda.whalen@maine.gov as soon as possible.

Release Dates:

• Release 3 (February 20, 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. OBH and OCFS users will continue to use EIS.

Communications:

All communications are 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 addresses provided on the EIS user accounts. It is important that you provide an updated email address to the EIS user accounts team (EISSupport.DHHS@maine.gov) if your email address has changed recently.

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.