Applied Epic is the cornerstone of operations for many insurance agencies, providing a unified platform to manage customer relationships, policy administration, accounting, and reporting. For project managers leading system implementations, migrations, or enhancements involving Applied Epic, a solid understanding of its capabilities and challenges is crucial for delivering successful outcomes.
Whether you're managing a new Epic implementation, a third-party integration, or a workflow optimization initiative, this guide highlights the core areas project managers need to know.
Understand the Epic Ecosystem
Applied Epic isn’t just a policy management system — it’s an enterprise platform that connects sales, service, accounting, and reporting across the entire agency. Project managers should familiarize themselves with:
- Policy Management: New business, renewals, endorsements, cancellations
- Accounting Module: Trust and operating account transactions, commissions
- Activities & Tasks: Workflow-driven communication and follow-up
- Reporting & Dashboards: Book of business, producer performance, renewals
- Integration Capabilities: BenefitPoint, ImageRight, and other Applied products
Understanding how departments rely on Epic ensures you’re aligning project goals with business needs.
Define Clear Project Scope and Stakeholders Early
Epic projects often impact multiple departments. It’s essential to:
- Identify all stakeholders (producers, CSRs, accounting, IT)
- Define success metrics (e.g., time to quote, reduced E&O, improved user satisfaction)
- Clarify customization vs. out-of-the-box expectations
- Address compliance or regulatory reporting needs upfront
Many delays and change orders stem from misaligned expectations or unaccounted use cases during discovery.
Plan for Data Accuracy and Cleanup
A common challenge in Epic projects is ensuring data integrity during migration or integration. As PM, build in time for:
- Data mapping from legacy systems
- Deduplication and cleansing
- Testing scenarios (quotes, renewals, certificates, billing)
- User acceptance testing (UAT) to validate business workflows
Poor data leads to downstream inefficiencies, client service issues, and audit risks.
Build a Change Management Strategy
Change resistance is a major barrier to Epic adoption. Address it with:
- Early user involvement in design decisions
- Training tailored by role (e.g., CSR vs. producer vs. accounting)
- Super-user programs to support day-to-day questions post-launch
- Communication plans to keep stakeholders informed of milestones, impacts, and wins
Epic is only as powerful as the people using it — so help them succeed.
Leverage Applied Support and Vendor Resources
Don’t go it alone. Use resources provided by Applied Systems, such as:
- Applied University for on-demand training
- Epic Implementation Guides and Admin Docs
- User groups and online communities for lessons learned
- Your Applied Account Manager or Consultant for project planning and issue escalation
Engaging these resources helps reduce risk, accelerate timelines, and build internal credibility.
Final Thoughts
Project managers who understand Applied Epic’s architecture, user workflows, and integration points are better equipped to lead impactful, cost-effective implementations. By taking a strategic approach — grounded in business goals, stakeholder engagement, and data quality — you can ensure your Epic project not only meets requirements but transforms how your agency works.
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Author: Kimberly Wiethoff