User manual of the HD Service and Support portal

User manual of the HD Service and Support portal

In the following sections we will provide the following user information:

  • How to access the HD Service and Support portal
  • How to submit an incident
  • How to submit a request
    • How to request for new project with HD
    • How to request access to a HD application
    • How to request for infrastructure by HD
    • How to request for information about HD

manager Wed, 01/12/2022 - 11:16

Access the HD Service and Support portal

Access the HD Service and Support portal

Browse to the public main page of the HD Service and Support portal: https://sciensano.service-now.com/sp

Note: To access ServiceNow, non-Belgian residents need to use the following link: https://sciensano.service-now.com/login.do and enter their credentials (username and password). Non-belgian users can request a user-id via a mail to support.healthdata@sciensano.be.

Select "Log in" at the right upper corner of the screen.

A screen with title "Log on to online public services" will appear.

If you prefer to use your eID card to login, select the field "LOG IN with eID card reader".

If you prefer to use your itsme to login, select the field "LOG IN via itsme".

If you do not dispose of an eID card or itsme, please call Healthdata support (+32 (2) 793 01 42) to create an account.

The first time you logon, a page with title "My Profile" will appear in which you have to enter necessary data that the portal recognizes you later. 

Please provide your email address.

Please select the name of the organization you work for. If you work in a private practice, or are a citizen, select "Not applicable"

Please provide your personal NIDHI-number. If you are a citizen, tick the box ‘I do not have a personal NIDHI-number

Click on ‘Save’ and you will be navigated to the homepage.

Once logged in, the user will see the homepage of the HD Service and Support portal.

manager Wed, 10/26/2022 - 09:58

Submit an incident

Submit an incident

The service healthdata.be (Sciensano) handels each report of an incident according to a Standard Operating Procedure (SOP). A public version of this SOP "HD Incident Management Process" is also available on this docs.healthdata.be portal.

To submit an incident related to the projects and applications that are in production, and facilitated or managed by the service healthdata.be of Sciensano, you first need to log in to the HD Service and Support portal.

After the log in step, you will arrive at the main page of the portal.

On the main page, you have to select "Get Help"

A new page with the title "Create Incident" will appear.

You can now document your incident or problem by providing following information:

Please indicate the urgency your problem needs to be resolved according to its business criticality.

Please indicate the type of problem you are experiencing.

When the problem type "Application" is selected, two extra fields appear: "Project name" and "Application".

Please select the appropriate information.

Please describe clearly and briefly (1 sentence) the subject of your problem.

Please describe in detail the problem. Following aspects are important for us to understand and to solve the problem:

  • a description of the actions you want to perform but fail to accomplish (Ex: provide us field name, validation rule, button, etc.);
  • a description (if possible) of the sequential steps you take to use the healthdata.be service or application you need support for;
  • a brief description of the technical problem you are experiencing (e.g. error messages)

We highly recommend to add a screenshot describing the problem (IMPORTANT: do not provide us patient data!).

You can add the screenshot by pressing "Add attachments"

On the right side of the form, the required information elements of the Incident form are listed. When these fields are completed, these field names will disappear in the "required information" box.

Only if all required fields are completed , a form can be submitted., by pressing the green "Submit" button.

If not all required fields were completed, a warning message will appear on top of the form.

Also, the missing required fields will be highlighted in green.

When the incident form was successfully submitted, an overview of your submission will appear in an new screen.

On the right of the screen, you will find the details , including the Incident number.

On the left of the screen, you will find a timeline of the handling your incident, starting with your creation.

manager Sun, 06/05/2022 - 16:31

Handling of incidents by HD

Handling of incidents by HD

1. Introduction

The service healthdata.be (Sciensano) handels each report of an incident according to a Standard Operating Procedure (SOP). A public version of this SOP "HD Incident Management Process" is also available on this docs.healthdata.be portal. Below you can find the description of the procedure (work instructions).

2. Procedure

2.1. Diagram

2.2. Work instructions

2.2.1. STEP I01. Identification

Action:

The End-user can initiate an incident via :

  • Portal : preferable way of reporting an incident.
  • Email : a user sends a mail to Support.Healthdata@sciensano.be. The Service Desk has one day to pick this up and create a ticket on behalf of that user (= caller on the page)
  • Phone : a user contacts the Service Desk by phone to report an incident. The Service Desk will immediately, while on the phone, create a ticket on behalf of that user (= caller on the page)
  • Walk-in : a user can visit physically the Service Desk to report an incident. The Service Desk will immediately create a ticket on behalf of that user (= caller on the page)
  • Monitoring event : an alert or event can initiate the automatic creation of an incident.    

If the user does not exist, the Service Desk will create the user first and continue creating the incident.  

Type ‘user’ in the search field, and chose ‘user’ in the list

Fill in : User-id : e-mail address of the user.

2.2.2. STEP I02. Incident logging

Action: The Service Desk will perform a first analysis of the incident ticket. If the incident ticket :

  • is not an incident, but a request : the incident ticket will be closed and the Service Desk will create an Service Request
  • is an incident : the ticket will be enriched with the first analysis

Fields to be filled if a user calls, or sends an e-mail, or walks in :

The fields with * are mandatory fields :

  • Caller : the name of the user that wants to log the incident (see step1 Identification)
  • Category : choose the right category on which the incident has been detected :
  • Assignment group : at first, the ticket is always assigned to the Service Desk assignment group ‘Healthdata.be Service Desk’

Other fields :

  • The field ‘Assigned to’ is filled in by the incident coordinator of the assignment group. He decides who is best fit to solve the incident and is available.
  • The short description describes in a nutshell what the incident is about.
  • The description is very important in the analysis of the incident and has to be as complete as possible.
  • Once all fields are filled, and the incident is submitted, it is not allowed to modify any field, but the assignment group. All work information is to be noted in the ‘Work notes’. The field ‘Customer communication’ is also visible for the end-users in the portal.
  • The other assignment groups (Level 2 –groups) are :

2.2.3. STEP I03. Categorization

Action: The Service Desk will verify or modify the category on which the incident has been opened :

Pick the category and subcategory from a dropdown list. If the description of the incident includes a project (DCD), tick the checkbox ‘IT Project Related’ and choose the project from the list.

2.2.4. STEP I03(1). Prioritization

Action: The Service Desk will verify or modify the priority on which the incident has been opened :

If the user (caller) is not satisfied with the priority, he can ask the Service Desk to change it. However, only an incident manager or COORD can decide to raise an incident to a P1-level.

2.2.5. STEP I04. Known error

Action: The Service Desk will try to detect if a solution is already known in the knowledge base or in a problem record. If found, the Service Desk will apply this solution.

  1. A keyword can be entered in the search bar. (for example Pacemaker) The result will be shown, for all processes.
  • A filter can be made in the incident screen.

Click on the funnel

The filter will open

You can change, add, remove and define filters with the AND and OR-function

Clicking on ‘run’ will execute the filter and show the results on incident-level :

2.2.6. STEP I05. Diagnosis

Action: Incident diagnosis will be carried out after the first analysis (I02)

The Service Desk will note the diagnosis in the ‘Work notes’, or if needed to inform or consult the user, in the ‘Customer Communication’-field.

In case that the user needs to be consulted, the Service Desk will change the state to ‘On hold’ and ‘Awaiting caller’

2.2.7. STEP I06. Investigate &Resolve

Action: Once the Service Desk has all the needed info, investigation can be done and a solution applied. The Service Desk will :

  • Fill in the resolution notes in user language.
  • Click on ‘Update’ (NOT on ‘Resolve’ yet’)
  • Change the state to ‘On hold’ and ‘Awaiting Caller’

2.2.8. STEP I07. Consult End-user

Action: The Service Desk will call the user to ask for validation of the solution applied. Additionally, the user will receive a notification in the portal and via mail that he needs to confirm the solution applied within 5 days. (see SOP ‘Process ‘Manage Awaiting tickets’)

2.2.9. STEP I08. Set incident as resolved

Action: When the user confirms the solution applied, the Service Desk will :

  • Add the confirmation in the Work notes
  • Choose the right ‘resolution code’ :
    • In most cases ‘Solved (permanently)
    • In case a work around is applied : ‘Solved (Work Around)
  • Click on ‘Resolve’

Once the Service Desk has changed the status of the incident ticket to ‘resolved’, the end-user has 5 working days left to re-open the ticket. After 5 working days, the ticket will be automatically set to the status ‘closed’. The end-user not the Service Desk will not be able to re-open the ticket, and has to create a new incident ticket.

2.2.10. STEP I09. L2 needed ?

Action: If the Service Desk is able to solve the incident, the ticket will remain in the group and continue with I06. If the Service Desk cannot resolve the incident, the ticket will be assigned to L2-group.

  • See step I02 for a list of assignment groups.

2.2.11. STEP I10. Assign incident to L2

Action: Once the ticket is assigned to a L2-group, the incident coordinator of that particular group has to manage this ticket, under control of the incident manager.

2.2.12. STEP I11. Investigate incident

Action:  With the investigation and diagnosis of the Service Desk, the L2-group will further investigate the incident, with possible help of an L3-group (external party)

The ticket number of the L3-group (external party) has to be entered in the field ‘Your Ticket Number’

If the ticket is being handled by a 3th party, the status of the ticket has to be put ‘On hold’ and ‘awaiting Vendor’

Once the 3th party has handled the ticket, the status will be changed into ‘Work in Progress’ and work will continue.

2.2.13. STEP I12 Change required ?

Action : After further investigation, the L2-group has to decide if a change is needed (functional or infra related) to solve the incident.

If not, the next step I13 is applicable, and the status remains ‘Work in Progress’.

If yes, the change management process starts, and status is ‘On hold’, ‘Awaiting change’.

The change number will be noted in the tab ‘Related Records’, field ‘Change request’ and the ‘Update’ button applied.

When the changed has been executed, the status of the ticket will be changed in ‘Work in Progress’ and work will continue.

2.2.14. STEP I13 Incident Resolved ?

Action : If the incident is solved, the work notes of the incident ticket will be updated with the proposed solution.

If no change is required, but the incident is still not solved :

  • problem management process starts
  • the status is set to ‘On hold’, ‘Awaiting problem’ 

The problem number will be noted in the tab ‘Related Records’, field ‘Problem’ and the ‘Update’ button applied.

A workaround has to be found to solve the incident temporarily.

2.2.15. STEP I14 Reassign ticket to Service Desk

Action : When the solution (permanent or via workaround (STEP I15) is applied, the incident ticket will be reassigned to the Service Desk, who will continue with STEP I07..

2.2.16. STEP I15 Apply work around

Action : If the incident cannot be solved permanently :

  • A work around has to be applied to solve the incident temporarily
  • The work around has to be entered in the Work Notes of the incident ticket and in the ‘Analysis’-tab in the problem ticket (see Problem Management)
  • The ticket is reassigned to the Service Desk (STEP I07
manager Fri, 01/14/2022 - 17:07

Submit a request

Submit a request

The service healthdata.be (Sciensano) handels each request according to a Standard Operating Procedure (SOP). A public version of this SOP "HD Request Management Process" is also available on this docs.healthdata.be portal.

manager Wed, 01/12/2022 - 11:26

Submit a request for new project with HD

Submit a request for new project with HD

To submit a request for starting a new project on the healthdata.be platform, you first need to log in to the HD Service and Support portal: https://sciensano.service-now.com/sp.

After the log in step, you will arrive at the main page of the portal.

On the main page, you have to select "Request Something"

A new page with the titles of the different types of requests will appear.

Select the box "Request for new project with HD".

A new page with the titles of the Request for new project with HD will appear.

You can now document your request by providing following information:

Please provide the full name of primary organization that will oversee the implementation of study.

Please provide the full title of the project you want to start on the healthdata.be platform.

If available, please provide the abbreviation of the project title.

Please provide a short description of the project.

Please download, complete and upload the "HD_Request form_Template". Please complete this request form as detailed as possible. We will re-use this information throughout the entire process of the project. A lack of information or unclear/ ambiguous information will delay the progress of the project.


If you have questions about this application form, please contact us: projects.healthdata@sciensano.be.

If available, please upload additional documents relevant for this request for new project with healthdata.be.

On the right side of the form, the required information elements of the Request form are listed. When these fields are completed, these field names will disappear in the "required information" box.

Only if all required fields are completed , a form can be submitted., by pressing the green "Submit" button.

If not all required fields were completed, a warning message will appear on top of the form.

Also, the missing required fields will be highlighted in green.

When the request form was successfully submitted, an overview of your submission will appear in an new screen.

On the right of the screen, you will find the details , including the Request number.

On the left of the screen, you will find a timeline of the handling your request, starting with your creation.

manager Tue, 08/08/2023 - 15:13

Handling of request for new project by HD

Handling of request for new project by HD

1. Introduction

The service healthdata.be (Sciensano) handels each request according to a Standard Operating Procedure (SOP). A public version of this SOP "HD Request Management Process" is also available on this docs.healthdata.be portal. Below you can find the description of the procedure (work instructions).

2. Procedure

2.1. Diagram

2.2. Work instructions

2.2.1. STEP 1. User requests a new project

Action: A user requests a new project. If the request is done by mail, the user has to attach the fully completed template-file ‘New Project’ to it.

2.2.2. STEP 2. SD creates a ticket RF Information

Action: Service Desk creates a ticket, of type Request for New Project on behalf of the user

It is mandatory to attach the template-file ‘New Project’ to the ticket. This file is the one attached to the mail of the user.

The request is submitted by clicking on ‘Order now’

2.2.3. STEP 3. PMO analyses the template ‘New Project’

Action: PMO-team will analyze the template-file on its completeness. :

  • If not, the PMO-team will enter the missing info in the Customer communication and reassign the item to Service Desk. (see step 7)
  • If complete, the PMO-team will approve the requested item (see step 4)

2.2.4. STEP 4. PMO-team approves the requested item

Action: Once the template-file is complete, and the outcome of the analysis is positive, one of the PMO-teammembers will approve the requested item, by clicking on ‘Requested’ and in the next screen, on ‘approve’.

Additionally, the user will be informed and a ZenHub-ticket will be created.

2.2.5. STEP 5. PMO-team sets the requested item to ‘Closed Complete’

Action: PMO-team sets the requested item to the state ‘Closed Complete’

2.2.6. STEP 6. PMO-team sets the requested item to ‘Closed skipped’

Action: if the outcome of the analysis is negative, one of the PMO-teammembers will reject the requested item by clicking on ‘reject’.

A userfriendly information will be entered in the Customer communication-field.

2.2.7. STEP 7. Service Desk to consult the user and ask to complete the request

Action: in case, after analysis by PMO-team, the template-file is not complete, Service Desk will consult the user and ask to complete it with the missing info described in the customer communication.

manager Fri, 01/14/2022 - 17:07

Submit a request access to a HD application (only applicable for researchers)

Submit a request access to a HD application (only applicable for researchers)

To request access to a project in the applications HD4DP2 or healthstat.be, please use the EAM-portal: https://eam.healthdata.be/.

To request access as a researcher to an application (datawarehouse) of the healthdata.be platform, you first need to log in to the HD Service and Support portal: https://sciensano.service-now.com/sp.

To submit a request for starting a new project on the healthdata.be platform, you first need to log in to the HD Service and Support portal: https://sciensano.service-now.com/sp.

After the log in step, you will arrive at the main page of the portal.

On the main page, you have to select "Request Something"

A new page with the titles of the different types of requests will appear.

Select the box "Request for new project with HD".

A new page with the titles of the Request for new project with HD will appear.

You can now document your request by providing following information:

Please provide the full name of primary organization that will oversee the implementation of study.

Please provide the full title of the project you want to start on the healthdata.be platform.

If available, please provide the abbreviation of the project title.

Please provide a short description of the project.

Please download, complete and upload the "HD_Request form_Template". Please complete this request form as detailed as possible. We will re-use this information throughout the entire process of the project. A lack of information or unclear/ ambiguous information will delay the progress of the project.


If you have questions about this application form, please contact us: projects.healthdata@sciensano.be.

If available, please upload additional documents relevant for this request for new project with healthdata.be.

On the right side of the form, the required information elements of the Request form are listed. When these fields are completed, these field names will disappear in the "required information" box.

Only if all required fields are completed , a form can be submitted., by pressing the green "Submit" button.

If not all required fields were completed, a warning message will appear on top of the form.

Also, the missing required fields will be highlighted in green.

When the request form was successfully submitted, an overview of your submission will appear in an new screen.

On the right of the screen, you will find the details , including the Request number.

On the left of the screen, you will find a timeline of the handling your request, starting with your creation.

Select the box "Request Access to a HD Application".

new page with the titles of the Request Access to a HD Application will appear.

You can now document your incident or problem by providing following information:

Please provide the details of the person who requires access rights: First Name, Last Name, Email address, Mobile Phone number.

Please select the project for which access rights are required:

Please indicate for which applications access rights are required:

Please indicate whether the project already obtained an authorization from the information Security Committee Social Security & Health?

Please provide the period for which access is requested:

You can optionally provide specific remarks regarding the access request:

If available, please upload additional documents relevant for this request for access

On the right side of the form, the required information elements of the Request form are listed. When these fields are completed, these field names will disappear in the "required information" box.

Only if all required fields are completed , a form can be submitted, by pressing the green "Submit" button.

If not all required fields were completed, a warning message will appear on top of the form.

Also, the missing required fields will be highlighted in green.

When the request form was successfully submitted, an overview of your submission will appear in an new screen.

On the right of the screen, you will find the details , including the Request number.

On the left of the screen, you will find a timeline of the handling your request, starting with your creation.

manager Wed, 06/14/2023 - 08:06

Handling of request for access by HD

Handling of request for access by HD

1. Introduction

The service healthdata.be (Sciensano) handels each request according to a Standard Operating Procedure (SOP). A public version of this SOP "HD Request Management Process" is also available on this docs.healthdata.be portal. Below you can find the description of the procedure (work instructions).

2. Procedure

2.1. Diagram

2.2. Work instructions

2.2.1. STEP 1. User requests an information

Action: A user requests an access via a mail.

2.2.2. STEP 2. SD creates a ticket RF Access

Action: Service Desk creates a ticket, of type Request Access on behalf of the user

Service Desk enters the info coming from the users mail in the ticket

The request is submitted by clicking on ‘Order now’

2.2.3. STEP 3. SD consults the user to complete the request

Action: if needed information is missing, the Service Desk will contact the user and ask for more information in order to complete the form.

2.2.4. STEP 4. DPO handles the request

Action: once ordered, DPO will be notified that an approval request is waiting. After analysis of the request, DPO will choose the appropriate action.

2.2.5. STEP 5. Fulfill the request

Action: if the request is approved, Service Desk will give access as requested in the requested item

2.2.6. STEP 6. Set the status to ‘Closed complete’

Action: once fulfilled, Service Desk will set the status of the requested item to ‘Closed complete’

2.2.7. STEP 7. DPO motivates the rejection

Action: if DPO rejects the requested item, he will enter a motivation in the Comments.

2.2.8. STEP 8. SD to inform the user and set the status to ‘Closed skipped’

Action : Service Desk will inform the user by copying the motivation into the Customer communication field and set the status of the requested item to ‘Closed skipped’

manager Tue, 10/18/2022 - 10:24

Submit a request for infrastructure by HD

Submit a request for infrastructure by HD

To request infrastructure by the healthdata.be platform, you first need to log in to the HD Service and Support portal: https://sciensano.service-now.com/sp.

To submit a request for starting a new project on the healthdata.be platform, you first need to log in to the HD Service and Support portal: https://sciensano.service-now.com/sp.

After the log in step, you will arrive at the main page of the portal.

On the main page, you have to select "Request Something"

A new page with the titles of the different types of requests will appear.

Select the box "Request for new project with HD".

A new page with the titles of the Request for new project with HD will appear.

You can now document your request by providing following information:

Please provide the full name of primary organization that will oversee the implementation of study.

Please provide the full title of the project you want to start on the healthdata.be platform.

If available, please provide the abbreviation of the project title.

Please provide a short description of the project.

Please download, complete and upload the "HD_Request form_Template". Please complete this request form as detailed as possible. We will re-use this information throughout the entire process of the project. A lack of information or unclear/ ambiguous information will delay the progress of the project.


If you have questions about this application form, please contact us: projects.healthdata@sciensano.be.

If available, please upload additional documents relevant for this request for new project with healthdata.be.

On the right side of the form, the required information elements of the Request form are listed. When these fields are completed, these field names will disappear in the "required information" box.

Only if all required fields are completed , a form can be submitted., by pressing the green "Submit" button.

If not all required fields were completed, a warning message will appear on top of the form.

Also, the missing required fields will be highlighted in green.

When the request form was successfully submitted, an overview of your submission will appear in an new screen.

On the right of the screen, you will find the details , including the Request number.

On the left of the screen, you will find a timeline of the handling your request, starting with your creation.

Select the box "Request infrastructure by HD".

new page with the titles of the Request infrastructure by HD will appear.

You can now document your request by providing following information:

Please provide the details of the person who requests infrastructure: First NameLast Name.

Please select the infrastructure needed

If needed , you can provide extra information about this request for infrastructure.

If available, please upload additional documents relevant for this request for infrastructure

On the right side of the form, the required information elements of the request form are listed. When these fields are completed, these field names will disappear in the "required information" box.

Only if all required fields are completed , a form can be submitted, by pressing the green "Submit" button.

If not all required fields were completed, a warning message will appear on top of the form.

Also, the missing required fields will be highlighted in green.

When the request form was successfully submitted, an overview of your submission will appear in an new screen.

On the right of the screen, you will find the details , including the Request number.

On the left of the screen, you will find a timeline of the handling your request, starting with your creation.

manager Wed, 06/14/2023 - 08:07

Handling of request for infrastructure by HD

Handling of request for infrastructure by HD

1. Introduction

The service healthdata.be (Sciensano) handels each request according to a Standard Operating Procedure (SOP). A public version of this SOP "HD Request Management Process" is also available on this docs.healthdata.be portal. Below you can find the description of the procedure (work instructions).

2. Procedure

2.1. Diagram

2.2. Work instructions

2.2.1. STEP 1. User requests an infrastructure

Action: A user requests an infrastructure component. This can be :

  • A new server
  • A change on an existing server (additional RAM, CPU, Diskspace, …)

2.2.2. STEP 2. SD creates a ticket RF Infra

Action: Service Desk creates a ticket, of type Request for Infrastructure on behalf of the user

Mandatory fields are the first name and the name of the requestor. The fields ‘Infrastructure request’ and ‘Comments’ are optional.

The request is submitted by clicking on ‘Order now’

2.2.3. STEP 3. SD sends template to the user and requests to fill in

Action:

Documentation: Template is available on https://www.dropbox.com/home/HD_Proc/HD_Proc_Doc?preview=HD_Request_Infrastructure_Form.docx

2.2.4. STEP 4. User fills in the template ALL lines except nr 16 and returns it to the SD

Action: If not complete, the Service Desk informs the user and requests to complete the template

2.2.5. STEP 5. SD to attach the template to the ticket and assign it to Operations

Action: Service Desk will :

  • Attach the template to the ticket
  • Create a folder containing the ticket number on https://www.dropbox.com/home/HD_Org/HD_Org_SOB/5.%20Request%20Management/Request%20for%20infrastructure
  • Save the template in that folder

2.2.6. STEP 6. Request via mail send to the supplier requesting a quote

Action: Operations will send the mail to the supplier requesting a quote.

2.2.7. STEP 7. Supplier sends a quote

Action: Operations will update the ticket with the quote, received from the supplier

2.2.8. STEP 8. Request via mail the approval to COORD.

Action: Operations will send a mail to COORD, requesting the approval

2.2.9. STEP 9. Not approved

Action: Operations will :

  • inform user
  • complete/saves the template (no approval) in the appropriate folder on https://www.dropbox.com/home/HD_Org/HD_Org_SOB/5.%20Request%20Management/Request%20for%20infrastructure
  • Set the ticket to ‘closed skipped’

2.2.10. STEP 10. Approved

Action:

  • Operations will send the approved template to supplier
  • Operations will approve the requested item
  • The Financial Coordinator of Coord will complete the template by filling in the approval data and line nr 16.

2.2.11. STEP 11. Supplier fulfils the request and informs Operations

Action: the supplier will send a mail informing Operations that the request has been fulfilled

2.2.12. STEP 12. Request fulfilled

Action: Operations will :

  • inform user
  • complete/saves the template
  • Set the ticket to ‘closed complete’
manager Fri, 01/14/2022 - 17:08

Submit a request for information about HD

Submit a request for information about HD

To request information about the healthdata.be platform, you first need to log in to the HD Service and Support portal: https://sciensano.service-now.com/sp.

After the login step, you will arrive at the main page of the portal.

On the main page select "Request something".

new page with the different types of request will appear.

Select the box "Request for information about HD".

A new page with the titles of the Request for information about HD will appear.

You can now document your request by providing following information:

Provide a short and clear description of your request for information (1 sentence).

Provide a detailed description of your request for information.

If available, please upload additional documents relevant for this request for information about HD.

On the right side of the form, the required information elements of the request form are listed. When these fields are completed, these field names will disappear in the "required information" box.

Only after all required fields have been completed, a form can be submitted by selecting the green Submit button.

If not all required fields were completed a warning message will appear on top of the form.

Also the missing required fields will be highlighting in green.

When the request form was successfully submitted, an overview of your request will appear in a new screen.

On the right of the screen, you will find the details , including the Request number

On the left of the screen, you will find a timeline of the handling your request, starting with your creation.

manager Tue, 08/08/2023 - 15:17

Handling of request for information by HD

Handling of request for information by HD

1. Introduction

The service healthdata.be (Sciensano) handels each request according to a Standard Operating Procedure (SOP). A public version of this SOP "HD Request Management Process" is also available on this docs.healthdata.be portal. Below you can find the description of the procedure (work instructions).

2. Procedure

2.1. Diagram

2.2. Work instructions

2.2.1. STEP 1. User requests an information

Action: A user requests an information. This can be :

  • An explanation on a project, …
  • A list

2.2.2. STEP 2. SD creates a ticket RF Information

Action: If the user did not create a ticket from the portal, the Service Desk creates a ticket, of type Request for Information on behalf of the user

Mandatory fields are the subject and description.

The request is submitted by clicking on ‘Order now’

2.2.3. STEP 3. SD investigates the request and enriches the request

Action: Service Desk opens the requested item, linked to the request, and investigates the needs of the requestor. If necessary, the Service Desk will add clarification info in the customer communication, which is visible for the user.

2.2.4. STEP 4. Fulfill the request

Action: If the Service Desk knows how to fulfill the requested item, they will execute the action. If they do not know how, they will first investigate if they are able to fulfill the requested item or if they have to assign the requested item to another assignment group. (step 6)

2.2.5. STEP 5. Set the requested item to ‘Closed Complete’

Action: Service Desk or 2L-assignment group will inform the user by entering a user friendly comment in the ‘customer communication’ field and set the requested item to the state ‘Closed Complete’

2.2.6. STEP 6. Assign the requested item to 2L-group

Action: if no fulfillment possible, the Service Desk will assign the requested item to a 2L-assignment group.

2.2.7. STEP 7. Fulfill the request

Action: the 2L-assignment group will fulfill the requested item and execute step 5.

manager Fri, 01/14/2022 - 17:08