Delivery activities

This page details the different activities outlined in the delivery process overview - describing what needs to be considered for each, and sharing useful resources.

In parallel during each of these phases a 15 minute weekly project ‘standup’ is recommended between the Concentric project manager and the internal project manager.

Phase 1 activities

The aim of phase 1 is to make a small number of key decisions, with a small number of key individuals, to enable the numerous phase 2 activities to occur.

Delivery playbook - Phase 1 - Decisions

Phase 1 deliverables:

  • Scope of delivery (which specialties initially etc?)
  • Technical scope and approach (which integrations, how, and in what order?)
  • Timeframes and capacity (internal technical capacity, project management resource etc)

Kick-off meeting

Given that there is often a considerable amount of discussion often over a long period of time prior to a decision to adopt the kick-off meeting serves to draw a line in the sand and commence a focussed delivery phase.

The kick-off meeting should have representation from all key stakeholders, outline the delivery process to be followed, and identify key questions to answer prior to a ‘decisions meeting’ in 1-2 weeks time.

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Delivery scoping meeting

The delivery scoping meeting is the key implementation decision-making meeting, where decisions around scope and approach of clinical implementation should be made. This will consider the speed of implementation during phase 3, and the initial specialties / divisions / clinical areas.

Technical scoping meeting

The technical scoping meeting is the key technical decision-making meeting, where decisions around scope and approach of integration should be made. This will consider the order in which to undertake integration, and requirements for initial go-live. Developing and sharing an architecture diagram of the proposed technical integration is recommended.

Resource requirements and availability should be considered and fed back into the decisions meeting to inform likely timeframes.

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Phase 2 activities

Phase 2 contains all the actions required prior to first clinical use of Concentric within the organisation.

Delivery playbook - Phase 2 - Setup

Phase 2 deliverables:

  • Clinical engagement, and training of initial users
  • Technical integrations completed and released to production environment
  • Required documentation and approvals in place (DPIA, Data Processing Agreement, Clinical Safety Case)
  • Operational processes arranged (support, user management etc)
  • Signed contract

Procurement

Most NHS Trusts and Health Boards procure via the Government Digital Marketplace (AKA the G Cloud 12 framework) but there are a number of different options available depending on local preference.

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Technical integration

The approach to technical integration will have been decided during phase 1. During phase 2 this is actioned and the required testing is performed to ensure that it is ready to release to the production environment.

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Clinical and theatre engagement

A series of sessions are arranged for clinician and theatre team engagement and training. At a high level this includes initial engagement sessions, train the trainer sessions, and admin user onboarding. The process and included number of sessions are detailed here.

In parallel a measurement strategy should be decided and baseline measurement started.

Information governance and clinical safety approval

Before Concentric can be used within the organisation there are a small number of local approvals required, the key ones relate to information governance and clinical safety.

A data protection impact assessment (DPIA) should be completed locally and in parallel a data processing agreement should be put in place between the two organisations.

To conform with the clinical safety standards in the UK the deploying organisation must consider the Concentric Health clinical risk management system (including clinical safety case report and hazard log) and maintain a deploying organisation safety case report and hazard log (as per DCB0160 standard). Depending on local preference the relevant hazards may be added to a central safety case report for the organisation or a separate report can be maintained for the Concentric deployment.

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Support process setup

Prior to go-live the support process should be agreed with the local IT support team. First-line support is managed within the healthcare organisation as the majority of support queries relate to internal issues, such as setting up accounts, user queries for the training team, internal network problems, etc. Following a defined process, if there are issues that are within Concentric’s control these are passed through.

In parallel, the support team should be set up with automatic alerting of issues with the Concentric application and business continuity procedures should be put in place.

Release to production environment

When each of the parallel processes within phase 2 are complete then Concentric can be released to the production environments (both on the Concentric application side and any integrations).

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Content template modifications

During phases 2 and 3 clinical content updates may be requested by clinical teams via the internal project manager and a process is followed to implement changes. This may include updates to template information or may simply be the addition of local information leaflets. For addition (and subsequent editing or removal) of local information leaflets the process is outlined here.


Phase 3 activities

Phase 3 is the clinical deployment phase and is usually managed in two parts - initially to a group of approximately 6 specialties, followed by roll-out to the remaining specialties. We recommend a 3-4 month timeframe for phase 3 as a balance of a realistic timeframe, clinical safety and minimising the time where a mix of processes are used, and maintaining implementation momentum.

Delivery playbook - Phase 3 - Roll-out

During phases 2 and 3 clinical content updates may be requested by clinical teams via the internal project manager and a process is followed to implement changes. This may include updates to template information or may simply be the addition of local information leaflets. For addition (and subsequent editing or removal) of local information leaflets the process is outlined here.

Phase 3 deliverables:

  • As per measurement strategy (use over time, impact etc)

Launch in initial specialties

The initial specialties should have been identified during phase 1 and users (both clinicians and relevant theatre teams) trained during phase 2. Measurement should continue during this phase.

Full roll-out

Once the initial specialties have stabilised and any initial deployment issues have been resolved a full roll-out is commenced. Some organisations approach this as a ‘big bang’ approach where all other specialties go-live on the same date, whereas others introduce at a regular cadence over the 6-8 weeks.

Measurement should continue during this phase and writing a brief case study of the deployment and identified impact is encouraged.

A transition to business as usual (BAU) should be undertaken during this phase, with the identification and delegation of any remaining tasks currently being undertaken by the internal project manager.

Content updates

As per phase 2 - see content template modifications section.


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