Initiation

(Please note this process is for an organisation providing resources)
 
1. Project Initiation Document or Local Charter to be submitted to the 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 will review the documentation at Gate 1 and approve the organisations request to connect to the shared care record as a data provider.
 
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 support documentation on our website.
 
5. 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 technical approach, data standards, clinical safety, and the cadence of meetings.
 
6. Interweave will grant access to our default tenancy so assurance activities can be completed.
 
7. Interweave PMO will notify Service Desk of the organisations approval, so the organisation is added to our sandpit environment to begin assurance activities.
 

Assurance

 
1. Information Governance – it is advisable to complete these activities shortly after approval within the initiation stage, as approval can take time.
 

a. An Information Sharing Agreement must be created and approved by the organisation and the Information Governance Team at Humber Teaching NHS Foundation Trust, who hosts Interweave. The organisation should consult with the team directly and Cc. Interweave PMO.
 
b. Similarly, the above steps should be carried out for a Data Protection Agreement.
 
c. The organisation must also complete a Data Protection Impact Assessment.
 
d. Fair Processing Materials must be updated to reflect providing data to a shared care record.

 
2. Technical and Cyber Assurance
 

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

 
3. Testing and Data Standards
 

a. A Test report must be created and approved by the organisation using test patients provided by Interweave. This ensures scenarios outlined in the use case are available and working as expected, and that data is presently correctly. The report should be shared with the Interweave Data Standards Team for review and approval.
 
b. A successful sample of FHIR resources must be shared with the Interweave Data Standards Team for review and approval.
 
c. Following sign off from the Data Standards Team, a Data Quality Report (DQR) should be submitted to the Interweave Clinical Safety Officer for approval.
 
d. The organisation should raise health check request via Jira, to be undertaken on their environments. Any issues must be resolved before progression can be granted.
 
e. Please note: Testing and Data Standards activities should be completed in this order.

 
4. Business Change
 

a. Business Change processes – 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 your environment goes down, etc.

 
5. 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 and outline next steps.

 

Implementation

 
1. Following approval at Gate 2, the organisation proceeds to our Staging environment, where they complete further testing with data that reflects the live environment.
 
2. The organisation must update their DQR with their findings. This should be shared with the Interweave Clinical Safety Officer and PMO for their awareness.
 
3. An opportunity for the organisation to respond to any consumer issues. These will be notified to the organisation via Jira.
 
4. Once complete, the organisation should decide whether they are ready to proceed to Production. The organisation will use Interweave Console to proceed to Production.
 
5. Once in the Production environment, the both the organisation’s and Interweave’s Clinical Safety Officers will complete clinical safety testing – a smoke test with live data.
 
6. Final DQR detailing results to be approved by both Clinical Safety Officers.
 
7. The organisation to complete any final preparations for go live and organise local approval.
 
8. The organisation to agree go live date by raising a ticket on Jira. The project can then be closed and the agreed communications can be shared with end users.
 

Support

 
1. This phase is designed to support an organisation in their early use of Interweave.