Title:
Certified Epic Cadence Application Coordinator - Primarily remote
Location:
San Jose, CA Length :
Long term
Restriction:
w2 or c2c/1099
Description:
- Very long term project; Long term - W2 or c2c
- Webcam interview
- Primarily remote;
- This position is anticipated to be onsite for 2-3 weeks for the initial assessment and again for 1-2 weeks for go-live support.
Reasonable expenses will be paid for onsite Job Description Epic Cadence certified analyst to perform full scale assessment of current scheduling system and workflows, providing a recommendation for improvements, changes, and project plan to optimize the current Custody Health Services scheduling performance and processes. Typical Deliverables 1) Objectives Assess current workflows and system functionality across operations. Collaborate with Operations to define options, constraints, and requirements. Propose alternative solutions with recommended approaches and timeframes. Rebuild workflows aligned to agreed requirements and standards. Provide training and go-live support for new workflows and functionality. 2) Scope of Services 2.1 Discovery & Analysis Review existing workflows, SOPs, and system configurations. Conduct stakeholder interviews (Operations, IT, Compliance, Training). Map "as-is" processes, pain points, handoffs, and data flows. Evaluate technical and operational constraints (e.g., role-based access, facility policies, Custody alignment). Produce a gap analysis and prioritized improvement list. 2.2 Requirements & Solution Options Facilitate workshops to capture functional/non-functional requirements. Define acceptance criteria and measures of success. Draft up to three solution options (including "no-regrets" quick wins), with pros/cons, effort, risk, cost, and timeline. Recommend a preferred approach and implementation plan. 2.3 Workflow Redesign & Configuration Design "to-be" workflows (diagrams, swimlanes). Update system configuration, roles, and permissions to support redesigned workflows. Create test cases and execute configuration/unit testing. Coordinate User Acceptance Testing and incorporate feedback. 2.4 Training & Enablement Assist Instructional Designer (ID) to develop role-based training (User, Supervisor, Administrator). Assist ID with production training assets: quick-start guides, job aids, videos, and knowledge base articles. Assist with delivery of instructor-led sessions (onsite/virtual) and train-the-trainer, if needed. Establish plan for post-go-live support channels and office hours. 2.5 Release & Stabilization Support Plan cutover (communications, blackout windows, rollback plan). Support go-live across designated facilities. Monitor adoption, performance, and error rates. 3)
Deliverables Discovery Pack:
As-is maps, pain-point inventory, system assessment, gap analysis.
Requirements & Options Report:
Requirements, evaluation matrix, solution options, recommended approach, high-level timeline.
Design Artifacts:
To-be workflows, configuration specifications, data/role mappings.
Test & UAT Results:
Test plan, cases, UAT sign-off.
Training Materials:
Role-based guides, slides, recordings, FAQs, KB articles.
Release Plan:
Cutover checklist, communications, risk/rollback plan.
Go-Live & Post-live Summary:
Adoption metrics, issue remediation, lessons learned.
Final Report:
Outcomes vs. success criteria, recommendations, sustainment plan. 4) Timeline (Illustrative) Tentative until full plan and discussion Discovery & facility walkthroughs Requirements workshops & options analysis Workflow redesign & configuration UAT & refinements Training delivery Go-live Actual schedule will be finalized after Discovery; multi-facility deployments may phase by cohort. 5)
Onsite Visits & Security Requirements Facilities:
(2) Adult correctional facilities.
Clearances:
Contractor personnel shall meet background checks and clearance requirements per facility policy (e.g., compliance, fingerprinting, badge issuance).
Onsite Protocols:
Adhere to safety, equipment restrictions, contraband policies, and escorted movement rules.
Data Handling:
No sensitive data leaves premises without authorization; encryption at rest/in transit; least-privilege access.
Devices:
Only approved, hardened devices; disable prohibited peripherals; follow facility network access procedures. 6)
Roles & Responsibilities Customer:
Provide access to systems and SMEs, approve deliverables, schedule facility access, and coordinate internal communications.
Contractor:
Lead analysis, design, configuration, training, and release support; maintain documentation; report status and risks weekly. 7) Assumptions & Dependencies Timely access to environments and stakeholders. Decision availability and UAT sign-offs. Change management support from Customer (comms, leadership sponsorship). Third-party system vendors participate as needed. 8) Acceptance Criteria Requirements documented and approved. To-be workflows implemented and tested with <2% critical defects at go-live. Training delivered to ≥95% targeted users prior to go-live. Adoption metrics meet agreed targets 9) Reporting & Governance Weekly status report: progress, risks, issues, decisions required. Steering reviews at phase gates (Discovery complete, Design complete, UAT complete). 10) Risk Management Onsite access delays → buffer in schedule; early coordination with facility admin. Change resistance → enhanced communications plan, floor-walkers during HealthLink Scheduling go live. System constraints → phased enablement, pilot, and rollback options. IV. Required Skills & Abilities Manage complex project planning, analysis, development, build, testing and Implementation. Perform in depth analysis of workflows, data collection, report details, and other technical issues in support of technical and business decision making efforts associated with Epic Software. Collaborate with stakeholders. Interact with vendors and other to identify, prioritize and recommend alternate solutions and risk mitigation strategies. Assist staff in developing practices to improve configuration and documentation processes. Designs, develops, modifies and implements testing processes including scripts, recording test results, facilitating end user testing. Facilitates and attends meetings with stakeholders to review end user and tracking and trending issues, workflow problems, system capabilities, monitoring feedback and potential system enhancement needs. Collaborate with others as needed for Epic native reporting. Investigates, designs, develops, tests, and implements Epic native reports and dashboards. Ability to be onsite for Initial system review, as business requires, and implementation. Ability to pass background check security and be onsite in adult correctional facilities. Ability to travel between site locations. Experience in business Analysis, build and adjustment of existing workflows. Coordinate and communicate with process stakeholders Lead meetings and resolve conflicts Work with minimal guidance Customer service principles. Communicate effectively, both orally and in writing. V. Additional Certifications Epic Cadence (Required) Epic Referrals (Desired)
