Initiation

 
1. Project Initiation Document or Local Charter to be submitted to Interweave Project Management Office (PMO) for approval, along with use case to support the need for this project.
 
2. An email from the organisation’s Executive Sponsor confirming their approval for this project to proceed should also be submitted.
 
3. Interweave PMO to review the documentation at Gate 1 and approve the organisations request to connect to the shared care record as a data consumer.
 
4. Following approval, an email will be shared by Interweave PMO to all stakeholders. Access to Jira Service Management, Console and the Academy will be granted. Stakeholders will also be signposted to our documentation on our website.
 
5. The link to our Microsoft Form will be shared to request a tenancy to be created in Production. Please note: this should only be submitted once approval at Gate 2 has been granted.
 
6. 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.
 
7. Interweave PMO will notify the Service Desk of the organisation’s approval, so the organisation is 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 will need creating and approving by the organisation and Interweave Information Governance Team and Humber Teaching Foundation Trust who hosts Interweave. The organisation should consult with the team directly and Cc. Interweave PMO Team.
 
b. Similarly, the above steps must be carried out for a Data Protection Agreement.
 
c. The organisation must complete a Data Protection Impact Assessment.
 
d. Fair Processing Materials must be updated to reflect consuming data to a shared care record.
 
e. All organisations wishing to consume GP Connect will need to sign up to the
National Sharing Agreement here.

 
2. Technical and Cyber Assurance
 

a. An Onboarding Technical Assurance checklist must be completed by the organisation and shared with Interweave Cyber Manager and Architect for their approval.

 
3. Business Change processes
 

a. Any changes to standard operating procedures, communications plans, users guides etc. 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 – we also require firm details of how the organisation is going to support the shared care record, who we should contact if there are any problems etc.

 
4. Assurance approval
 

a. Once all assurance activities have been completed by the organisation, 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.

 

Implementation

 
1. Following approval at Gate 2, the organisation would proceed to our Production environment.
 
2. Organisation to obtain Interweave Hazard Log for review.
 
3. Organisation to produce a clinical safety report and hazard log.
 
4. Organisation to complete clinical safety testing – using their use case to test that the data is displaying as expected.
 
5. Final DQR detailing results of all tests completed, mitigation around identified risks approved by both Clinical Safety Officers.
 
6. Organisation to complete any final preparations for go live and organise local approval.
 
7. Organisation to agree ‘go live’ date and raise a Jira ticket to confirm this so the 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.