HD Business Project Processes

HD Business Project Processes

WHAT are business processes?

"A business process is a collection of related, structured activities or tasks that produce a specific service or product (serve a particular goal) for a particular customer or customers. It may often be visualized as a flowchart of a sequence of activities with interleaving decision points or as a Process Matrix of a sequence of activities with relevance rules based on data in the process".

Many definitions of business processes similar to the above exist. Whatever definition is used, business processes are part of a larger hierarchical perspective which relates policies, business processes, work instructions and quality records, as explained in detail in the section about business processes in the quality documentation hierarchy.

WHY do we use business processes?

From the outline in business processes in total quality management, the importance of the business processes as used by healthdata.be comes down to the ability of the product (both services and end-product) of healthdata.be to meet at least legislation, policy and customer requirements.

From a more operational perspective, the business processes used for the healthdata.be project need, amongst others:

WHO needs to use(/comply with) the business processes?

The compliance and use of the business processes is mandatory for all members of the healthdata.be team.

WHICH business processes does healthdata.be have?

A fundamental distinction is made between the start-up of a new data collection project (A-track projects), and the re-use of data (B-track projects). The start-up of a new project means either that a yet existing data collection (but without previous collaboration with healthdata.be) will be migrated towards healthdata.be, or that a not yet existing data collection will be started up within healthdata.be. The re-use of data means that data which is already present in the healthdata.be data warehouse will be re-used and combined for an additional project then initially was intended.
Also, separate tracks exist depending on which type of organization requests a project. A project can be requested by either a governmental organization (RIZIV/INAMI, FOD/SPF, WIV/ISP, etc.) or a non-governmental organization (e.g. universities, companies, etc.).

manager Sat, 12/04/2021 - 16:53

Introduction

Introduction

Objective and purpose

The objectives of this document is to describe the healthdata.be business processes, the different procedures (Proc) that need to be taken for the creation of a new project (data collection, analysis and/or reporting project) and the corresponding deliverables (Del) as well as the roles and responsibilities of the different parties involved.

Definitions et abbreviations

AMAccount Manager
DELDeliverables
DPOData Protection Officer
DWHData WareHouse
HDHealthdata
MDMan Days
PMProject manager
PROCProces
ISC-SSHInformation Security Committee – Social Security and Health
TLTeam Lead
T&MTime&Material
UATUser Acceptance Testing
manager Tue, 11/23/2021 - 06:30

Procedure

Procedure

General Workflow

This general overview contains ALL processes (PROC) that can occur. In specific instances some processes are not executed.

manager Tue, 11/23/2021 - 06:29

Request

Request
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Proc0: Create Proposal

Proc0: Create Proposal

Requestor creates a proposal by completing the HD ‘Request Form Template’ document, and sending it to projects.healthdata@sciensano.be

Goals of Proc0:

  • Requestor initiates a proposal
  • PM reads the proposal
HD LeadProject Manager
ParticipantsRequestor
Project Manager, Project-Manager TL, DWH, TC
DeliverableDel1 Proposal
ChecklistSee Annex 2
HD Estimated Time2 Hours
manager Tue, 11/23/2021 - 06:29

Proc1: Pre-Analysis

Proc1: Pre-Analysis

Project Manager Starts Pre-Analysis process.

Goals of Proc1:

  • Get all info to create high level description of the project(s) involved
    • Type of project
      • Data Collection
      • Analysis
      • Reporting
      • Combination of the above
  • Finalize the Request Form
  • Create document for Solutioning Meeting (Proc 2)
HD LeadPM
ParticipantsRequestor
PM Technical Coordinator + PM TL Entreprise Architect, DWH TL or DWH PM à as expert if request is merely for analysis or reporting request Coordination
DeliverableDel2: Request Form
Del3: High Level Project(s) description
Del4: Docs4Solutioning
ChecklistSee Annex 2
HD Estimated Time12 hours
manager Tue, 11/23/2021 - 06:29

Proc2: Solutioning

Proc2: Solutioning

Request Form is discussed at HD Solutioning meeting.

Goal of Proc2:

  • Decide whether the request in the scope of HD activities or not
  • Provide an estimation of the cost/MD for analysis (time and materials) and a due date for the deliverables of Proc4
  • Provide a ball park estimate of the development/infrastructure cost of the project(s) (±50%)
  • Communicate the decision of Solutioning meeting to Requestor
HD LeadPM
ParticipantsPM HD Solution Meeting: EA, TC, TLs, COORD, DPO
DeliverableDel5: Decision Solutioning Meeting
ChecklistAnnex  2
HD Estimated Time5 hours (30’ * 10 peoples)
manager Tue, 11/23/2021 - 06:29

Proc3: Contact Requestor

Proc3: Contact Requestor

If Request is accepted, the contract for Analysis is presented, together with the ball park estimate the solution meeting has given for development cost (± 50%).

HD LeadPM
ParticipantsPM Requestor PM-TL, COORD, SPOC Legal, SPOC Finance, Direction
DeliverableDel6: Analysis Contract (Signed by Requestor)
ChecklistAnnex 2
HD Estimated Time2 hours

If Request is declined, the requestor will get an explanation and an idea about where to find further help.

HD LeadPM
ParticipantsPM Requestor
ChecklistAnnex 2
HD Estimated Time1 hour
manager Tue, 11/23/2021 - 06:28

Proc4: Create Analysis Contract

Proc4: Create Analysis Contract

If Request is accepted, PM creates a Time&Material Based Analysis Contract to allow members of Healthdata to perform an analysis of the request to give more detailed information on feasibility, planning and effort/cost for the development of the project(s).

Because this is T&M driven, timesheets and transparency are very important and will be filled-in on a weekly basis by all HD members.

HD LeadPM
ParticipantsPM, PM-TL, TC, COORD
DeliverableDel6: Analysis Contract
ChecklistAnnex 2
HD Estimated Time2 hours
manager Tue, 11/23/2021 - 06:28

Project(s)

Project(s)
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Proc5: Analysis

Proc5: Analysis

The project(s) are analysed by the different HD teams and result in documents for

  • Requestor: Contract + Detailed project(s) description(s)
  • RoadMap meeting (Proc6): Detailed project(s) description(s)
  • HD Steerco Deliberation: Slide based on Detailed project(s) description
HD LeadPM(s)
ParticipantsPM(s) + HD teams + Enterprise Architect + Technical Coordinator Requestor à Consulted for discussion during the analysis
DeliverableDel7: Contract
Del8: Detailed Project(s) Description
Del9: Docs4Steerco (HD Deliberation)
ChecklistAnnex 2
HD Estimated Time[xx] hours (Time&Material Analysis Contract)
manager Tue, 11/23/2021 - 06:28

Proc6: Roadmap

Proc6: Roadmap

All teams agree upon a mutual planning. Because all parties are already involved in the analysis part, the project(s) are known and the roadmap meeting becomes a planning meeting of known tasks.

The most important part of the planning are the dates information has to be given between the teams. These dates will be monitored via the HD Team Lead Meeting.

The dates that are communicated with the Requestor are

  • Period ‘ready for Data Collection’ in user acceptance
  • Period ‘ready for Data Validation’ in user acceptance.
  • Period ‘ready for Analysis’ in user acceptance.
  • Period ‘ready for Reporting’ in user acceptance.

These dates are based on the dates the development has to be ready for production and the time that the customer needs for the user acceptance. It has to be discussed with the Requestor during the analysis phase and conclusion written in the detailed project description document, under the section Timing.

HealthData Development has to focus first on the start date of each period. HealthData PM has to focus on the dates ‘moved to production’.

HD LeadPM(s)
ParticipantsPM(s) HD Roadmap Meeting TLs, Technical Coordinatorà Planning ; Ball Park of development cost are defined (± 20%) Head of service à Validation of Ball Park for development cost
DeliverableDel7: Contract with Planning and Dates
ChecklistAnnex2
HD Estimated TimeHours (00:30h*10 people = 5h + 2h = 7h)
manager Tue, 11/23/2021 - 06:28

Proc7: SteerCo Pitch

Proc7: SteerCo Pitch

Once the Analysis Contract is signed, presentation by the Requestor to the  HD Steering Committee  can be scheduled, in collaboration with the President of the HD Steering Committee.

HD Steering Committee can accept or reject a request. This is done independently from the Roadmap meeting, but both are needed to progress.

HD LeadPM
ParticipantsRequestor à presentation of 15 min by the Requestor to the Steering Committee members, 15min session Q&A. PM, PM TL, Coordination HD Head of Service (secretary/non-voting member of HD Steering Committee)
DeliverableDel10: SteerCo Approval (Pitch)
ChecklistAnnex 2
HD Estimated Time2 Hours (4*0.5h)
manager Tue, 11/23/2021 - 06:27

Proc8: Contact Requestor

Proc8: Contact Requestor

If Steerco accepts project(s) and project(s) pass Roadmap meeting, then the contract (DEL7) is presented to the requestor with, as Appendix, the Detailed Project(s) Description (including timeline and planning).

If the contract is accepted, we obtain a signed contract with a signed project description (DEL7).

HD LeadPM(s)
ParticipantsPM(s) ; Requestor
DeliverableDel7: Contract with Planning and Dates AND SIGNATURE
ChecklistAnnex 2
HD Estimated Time3 Hours
manager Tue, 11/23/2021 - 06:27

Proc9: Negotiate Contract

Proc9: Negotiate Contract

If the timeline and/or cost is unacceptable for the Requestor, we foresee the possibility to do a ‘re-planning’ session without any promise.

HD LeadPM
ParticipantsTLs, EA, TC, COORD (Roadmap Meeting)
DeliverableDel7: Contract with Planning and Dates AND SIGNATURE
ChecklistAnnex 2
HD Estimated Time5 Hours
manager Tue, 11/23/2021 - 06:27

Proc10: SteerCo Deliberation

Proc10: SteerCo Deliberation

Once Contract is signed, presentation of the technical implementation of the project(s) within HD can be scheduled, in collaboration with the President of the HD Steering Committee.

This presentation will be given by HD PM. This is done independently from the Creation of Project(s) (Proc11) but without approval HD does not have the right to obtain any data centrally.

HD LeadPM
ParticipantsPM, PM TL, Coordination HD Head of Service (secretary of HD Steering Committee)
DeliverableDel11: SteerCo Approval
ChecklistAnnex 2
HD Estimated Time2 Hours (4*0.5h)
manager Tue, 11/23/2021 - 06:27

Proc13: ISC-SSH Deliberation

Proc13: ISC-SSH Deliberation

Preparation of the ISC-SSH document (“Authorisation request” and “Security Measures Questionnaire”) can be initiated by the Requestor, in collaboration with the HD-PM and the HD-DPO. This is done independently from the Creation of Project(s) (Proc11) but without approval of the ISC-SSH, HD does not have the right to obtain any data centrally.

HD LeadDPO
ParticipantsRequestor à Responsible that the information mentioned in the document is complete and accurate DPO + PM à Support to fill-in the document
DeliverableDel12: ISC-SSH Approval
ChecklistAnnex 2
HD Estimated Time12 hours
manager Tue, 11/23/2021 - 06:26

Proc11:Create of Project

Proc11:Create of Project

This process contains the IT projects that have to be setup to fulfil the request. The basis for the development is the document DEL8 (Detailed Description of Projects).

HD LeadPM(s)
ParticipantsRequestor à Provide DCD specifications, back-end validation rules, code for reports ; Perform UATs IAT à DC DWH DPO à SCRA Enterprise Architect/Technical Coordinator
Deliverable/
Checklist/
HD Estimated TimeProject dependent (cfr. Detailed project description, timeline section)
manager Tue, 11/23/2021 - 06:26

Proc14: Onboarding of data providers (DP)

Proc14: Onboarding of data providers (DP)

Between the start of development (Proc11) and the completion of the project (Proc12), the data providers have to be functionally and technically onboarded (Proc14). This process take place in a data collection but also in a reporting project.

HD LeadSOB
ParticipantsRequestor Data Providers
Deliverable/
ChecklistAnnex 2
HD Estimated Time[xx] hours
manager Tue, 11/23/2021 - 06:26

Proc12: Completion of Project

Proc12: Completion of Project

Completion of a projects is considered as reach in the following condition:

  • For Data Collection Project à Data available in the DWH validation environment
  • For Analysis Project à Data available as per ISC-SSH mandate in the analysis environment
  • For Reporting Project à Reports available in healthstat.be

Once a project is completed:

  • a ‘project Hand-over’ document is written by the PM and provided to SOB as supportive documentation for operation mode of the project. This document has to be approved by SOB
  • a ‘project closure’ document is written by the PM and provided to requestor for sign-off.

The project closure document is only provided to Requestor after a period of evaluation of one month.

HD LeadPM(s)
ParticipantsRequestor IAT, DC, DWH, DPO, SOB, PM-TL Enterprise Architect/Technical Coordinator
DeliverableDel14: Project Hand-over Del15: Project Closure
ChecklistAnnex 2
HD Estimated Time24 hours
manager Tue, 11/23/2021 - 06:26

Cancellation of project(s)

Cancellation of project(s)

In case of premature termination of project(s) after contract signature (either by mutual agreement or by decision of one of the parties involved), a cancellation form has to be filled-in with the reason of the decision to stop the collaboration.

HD LeadPM(s)
ParticipantsRequestor PM(s)
ChecklistCancellation form has been filled-in and archive on Dropbox
HD Estimated Time1 hour

During the complete set-up phase (Proc11), the Account Manager, will provide, to the ‘customer = paying organization’ (Sponsor) and on a regular basis (as per the frequency defined in the contract),  a follow-up on cost/timing information (since T&M contract base) of his/her entire Program since we’re working in T&M (DEL13).

HD members are obliged to complete the Timesheet, on a weekly basis, per 30 minutes, at the level of sub-project, for DEV, TEST, ACC or PROD.

Any new request and/or request for change after project completion has to be submitted to

support.healthdata@sciensano.be

This request will be evaluate internally and a feed-back provided to the Requestor.

manager Tue, 11/23/2021 - 06:25