Initiation

 
1. Project Initiation Document or Local Charter to be submitted to Interweave Project Management Office (PMO) for approval, along with the 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 PMO will notify the Service Desk of the organisation’s approval, so the organisation is added to our sandpit environment to begin assurance activities.
 
7. Organisation to contact TPP SystmOne enquiries@tpp-uk.com to request their units are enabled to share data into the Interweave Shared Care Record.
 

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 and the Information Governance Team at 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. An organisation must 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 must be completed by the organisation and shared with the 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, including 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.

 
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.

 

Implementation

 
1. Following approval at Gate 2, the organisation would proceed to our Production environment.
 
2. Once in Production environment, both the organisation’s and Interweave’s Clinical Safety Officers will complete clinical safety testing – a smoke test with live data.
 
3. Final DQR detailing results to be approved by both Clinical Safety Officers.
 
4. Organisation to complete any final preparations for go live and organise local approval.
 
5. Organisation to agree go live by raising a Jira ticket, so the project can 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.