Context Launch (EMIS)
Initiation
1. Project Initiation Document or Local Charter to be submitted to Interweave Project Management Office (PMO) for approval from Senior Leadership Team (SLT), along with use case to support the need for this project.
2. If the request is to set up a Context Launch from EMIS, Interweave PMO will obtain a licence on behalf of the Practice. Information required to submit the request includes Organisation Name / Practice CDB number and Practice list size. This information should be submitted when the Tenancy Request Form is completed.
3. An email from the Organisation’s / Practice Executive Sponsor confirming their approval for the EMIS Context Launch project to proceed should also be submitted.
4. Interweave SLT review the documentation at Gate 1 and approve the organisations request to connect to the shared care record as a data consumer. PMO will register the project within Monday.com. Please note that SLT meetings take place on a Monday afternoon where documentation will be reviewed.
5. Following approval, an email will be shared by Interweave PMO to all stakeholders. Access to Jira Service Management and Console will be granted (PMO will need Name, Job Title, Contact Number, and Email Address of the individual(s) within the organisation that requires this access). Stakeholders will also be signposted to support documentation on our website.
6. Please complete the Tenancy Request form for a tenancy to be created in Production. for the EMIS Context Launch.
7. Interweave PMO submit request to EMIS for licence on behalf of the Practice(s).
Please note that this should only be submitted once approval at Gate 2 has been granted.
8. Interweave PMO will schedule a project kick off session with key officers from Interweave and the organisation. The purpose is to agree next steps around approach, clinical safety, and the cadence of meetings.
9. Interweave PMO will notify the Service Desk of the Organisation / Practice approval, so they can be added to our environment to begin assurance activities.
Assurance
1. Information Governance– it is advisable to complete these activities shortly after approval, in the initiation stage, as approval can take time.
a. An Information Sharing Agreement must be created and approved by the organisation Interweave Information Governance Officer.
b. Similarly, the above steps must be carried out for a Data Protection Agreement.
c. An organisation must complete a Data Protection Impact Assessment.
d. Fair Processing Materials must be updated to reflect consuming data to a shared care record.
Technical and Cyber Assurance
1. The Onboarding Technical Assurance checklist must be completed by the organisation and shared with the Interweave Cyber Manager and Architect for their approval.
Business Change processes
a. Any changes to standard operating procedures, communications plans and user guides should be in place at this stage, with a firm plan of how this will be achieved before go live. Details should be shared with Interweave to provide a level of assurance.
b. Support Model – Interweave require firm details of how the organisation is going to support the shared care record, who we should contact if there are any problems for example.
Assurance approval
a. Once all assurance activities have been completed by the Organisation / Practice, the Interweave Assurance Checklist should be submitted to Interweave PMO with supporting evidence, seeking approval to proceed to the next environment.
b. Once approved at Gate 2, Interweave will notify stakeholders of this approval and outline next steps. This is when the organisation should submit a Tenancy Request form.
c. Once received, the Service Desk will then register the consumer practices in the Interweave Console.
Implementation
1. Following approval at Gate 2, the Organisation / Practice will proceed to the Interweave Production environment.
2. Organisation / Practice to obtain Interweave Hazard Log for review.
3. Organisation / Practice to produce a clinical safety report and hazard log.
4. Organisation / Practice to complete clinical safety testing – using their use case to test that the data is displaying as expected.
5. Organisation / Practice to complete any final preparations for go live and organise local approval.
6. Organisation / Practice to agree ‘go live’ date and raise a Jira ticket to confirm this so project can be closed and agreed communications can be shared with end users.
Support
1.This phase is designed to support an organisation in their early use of Interweave.