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 Lead	Project Manager
Participants	Requestor Project Manager, Project-Manager TL, DWH, TC
Deliverable	Del1 Proposal
Checklist	See Annex 2
HD Estimated Time	2 Hours

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 Lead	PM
Participants	Requestor 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
Deliverable	Del2: Request Form Del3: High Level Project(s) description Del4: Docs4Solutioning
Checklist	See Annex 2
HD Estimated Time	12 hours

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 Lead	PM
Participants	PM HD Solution Meeting: EA, TC, TLs, COORD, DPO
Deliverable	Del5: Decision Solutioning Meeting
Checklist	Annex  2
HD Estimated Time	5 hours (30’ * 10 peoples)

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 Lead	PM
Participants	PM Requestor PM-TL, COORD, SPOC Legal, SPOC Finance, Direction
Deliverable	Del6: Analysis Contract (Signed by Requestor)
Checklist	Annex 2
HD Estimated Time	2 hours

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

HD Lead	PM
Participants	PM Requestor
Checklist	Annex 2
HD Estimated Time	1 hour

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 Lead	PM
Participants	PM, PM-TL, TC, COORD
Deliverable	Del6: Analysis Contract
Checklist	Annex 2
HD Estimated Time	2 hours

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 Lead	PM(s)
Participants	PM(s) + HD teams + Enterprise Architect + Technical Coordinator Requestor à Consulted for discussion during the analysis
Deliverable	Del7: Contract Del8: Detailed Project(s) Description Del9: Docs4Steerco (HD Deliberation)
Checklist	Annex 2
HD Estimated Time	[xx] hours (Time&Material Analysis Contract)

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 Lead	PM(s)
Participants	PM(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
Deliverable	Del7: Contract with Planning and Dates
Checklist	Annex2
HD Estimated Time	Hours (00:30h*10 people = 5h + 2h = 7h)

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 Lead	PM
Participants	Requestor 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)
Deliverable	Del10: SteerCo Approval (Pitch)
Checklist	Annex 2
HD Estimated Time	2 Hours (4*0.5h)

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 Lead	PM(s)
Participants	PM(s) ; Requestor
Deliverable	Del7: Contract with Planning and Dates AND SIGNATURE
Checklist	Annex 2
HD Estimated Time	3 Hours

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 Lead	PM
Participants	TLs, EA, TC, COORD (Roadmap Meeting)
Deliverable	Del7: Contract with Planning and Dates AND SIGNATURE
Checklist	Annex 2
HD Estimated Time	5 Hours

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 Lead	PM
Participants	PM, PM TL, Coordination HD Head of Service (secretary of HD Steering Committee)
Deliverable	Del11: SteerCo Approval
Checklist	Annex 2
HD Estimated Time	2 Hours (4*0.5h)

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 Lead	DPO
Participants	Requestor à Responsible that the information mentioned in the document is complete and accurate DPO + PM à Support to fill-in the document
Deliverable	Del12: ISC-SSH Approval
Checklist	Annex 2
HD Estimated Time	12 hours

Introduction

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).
PROC_11 consists of many sub-processes designed to be executed by relevant teams. An IT project at HD IT Solutions department starts with a kick-off and ends with a fully developed project that is in run-mode.
It is a linear process where certain sub-processes depend on outputs from other processes, within or outside a team.
In the next page you can find a high-level flowchart of this process with swim lanes. Processes which reside in a particular swim lane belongs to the team indicated in the header of the swim lane and is part of that team’s governance plan.
The flowchart is also available as a separate MS Visio diagram.
The arrows in the flowchart indicate a “transition” between processes and all have their own numbers for identification.
A “process transition” has a beginning process, an end process and is often coupled with a deliverable that must be included as the output of the beginning process and an input to the end process. These deliverables are identified in inputs and outputs section of corresponding processes.

Diagram

Proces description

Project kick-off by PMO

Process Description	This is a formal kick-off by the PMO to inform all IT teams that the project can formally start. PMO passes the necessary documentation and information to the TLs to allow them plan (i.e.: Resource Capacity planning, team roadmaps, adaptation of management reports etc.) and start their own processes accordingly. PMO planning for the follow up of the process starts from this date onwards.
Label	WORKCRE_NP_PMO_01 – Project Kick-off
Prerequisites	DEL8: Detailed Project(s) Description
Process Owner	PMO
Process Input	Rf. New BPP
Process Output	DEL13 (PROC_11_DEL01): Project DPD DEL14 (PROC_11_DEL02) : Functional Analysis DEL15 (PROC_11_DEL03): DCD Specifications DEL17 (PROC_11_DEL05): Other Relevant Project Information

Sign off Project Kick-off by Requestor

Process Description	This is a formal sign-off by the requestor to agree in advancing to the next phase of the IT project (PROC_11). At this stage, all other prerequisite PROCs for PROC_11 according to the New BPP are delivered. During this process the requestor prepares its internal planning (resources, communication plans, reports, points of contact and communication etc.) to facilitate and collaborate successful progression of the process.
Label	WORKCRE_NP_REQ_01 – Project Kick-off
Prerequisites	DEL8: Detailed Project(s) Description
Process Owner	Requestor
Process Input	Rf. New BPPNotification of advancement to PROC_11
Process Output	Approval for go-ahead with the IT development (PROC_11) Approval for deliverables for PMO to kick off DEL13 (PROC_11_DEL01) : Project DPD DEL14 (PROC_11_DEL02) : Functional Analysis DEL15 (PROC_11_DEL03): DCD Specifications DEL17 (PROC_11_DEL05): Other Relevant Project Information Internal requestor planning for participation to PROC_11

Development by IAT

Process Description	IAT gets the DCD Specs and creates the executable DCD artefacts that can be deployed to HD4* applications in line with these specifications.
Label	WORKCRE_NP_IAT_01
Prerequisites	WORKCRE_NP_PMO_01 – Project Kick-off
Process Owner	IAT
Process Input	DEL13 (PROC_11_DEL01): Project DPD DEL14 (PROC_11_DEL02) : Functional Analysis DEL15 (PROC_11_DEL03): DCD Specifications DEL17 (PROC_11_DEL05): Other Relevant Project Information
Process Output	DEL15 (PROC_11_DEL03): DCD Specifications DEL16 (PROC_11_DEL04): Final DCD

Design by DC

Process Description	DC receives the project documents and analysis, and creates necessary architecture and design and technical artefacts (listed in the deliverables section) that will facilitate the development. At this stage the final DCDs aren’t ready yet, so the design stage includes the work for Data Collection up until that point to prepare for project-specific development.
Label	WORKCRE_NP_DC_01
Prerequisites	WORKCRE_NP_PMO_01 – Project Kick-off
Process Owner	DC
Process Input	DEL13 (PROC_11_DEL01): Project DPD DEL14 (PROC_11_DEL02) : Functional Analysis DEL15 (PROC_11_DEL03): DCD Specifications DEL17 (PROC_11_DEL05): Other Relevant Project Information
Process Output	DEL14 (PROC_11_DEL02) : Functional Analysis DEL18 (PROC_11_DEL06): Technical Analysis and Design document DEL20 (PROC_11_DEL08): Boilerplate Code

Design by DWH

Process Description	DWH receives the project documents and analysis, and creates necessary architecture and design and technical artefacts (listed in the deliverables section) that will facilitate the development. At this stage the final DCDs and the INT environment aren’t ready yet, so the design phase for DWH includes the work for DWH up until that point to prepare for project-specific development.
Label	WORKCRE_NP_DWH_01
Prerequisites	WORKCRE_NP_PMO_01 – Project Kick-off
Process Owner	DWH
Process Input	DEL13 (PROC_11_DEL01): Project DPD DEL14 (PROC_11_DEL02) : Functional Analysis DEL15 (PROC_11_DEL03): DCD Specifications DEL17 (PROC_11_DEL05): Other Relevant Project Information
Process Output	DEL14 (PROC_11_DEL02) : Functional Analysis DEL18 (PROC_11_DEL06): Technical Analysis and Design document DEL20 (PROC_11_DEL08): Boilerplate Code

Analysis by SOB

Process Description	SOB analyses the project and updates aligns its plans for a smooth transition to production (planning for KT, resource allocation / leveling, etc.)
Label	WORKCRE_NP_SOB_01
Prerequisites	WORKCRE_NP_PMO_01 – Project Kick-off
Process Owner	SOB
Process Input	DEL13 (PROC_11_DEL01) : Project DPD DEL14 (PROC_11_DEL02) : Functional Analysis DEL15 (PROC_11_DEL03): DCD Specifications DEL17 (PROC_11_DEL05): Other Relevant Project Information
Process Output	DEL30 (PROC_11_DEL18): Operational Plans

Quality Assurance / Quality Control by IAT

Process Description	IAT QA sets up and tests the final DCD, makes sure that it is intact and working well (validation rules etc.). The aim of this process is to produce a solid DCD in a form that’s directly usable in the next process as an input.
Label	WORKCRE_NP_IAT_02
Prerequisites	WORKCRE_NP_IAT_01 – DEV
Process Owner	IAT
Process Input	DEL15 (PROC_11_DEL03): DCD Specifications DEL16 (PROC_11_DEL04): Final DCD
Process Output	DEL16 (PROC_11_DEL04): Final DCD DEL19 (PROC_11_DEL07): Test Artefacts

DCD intake and development by DC

Process Description	DC performs the DCD intake procedure: tests and verifies the inputs, produces codes and relevant technical artefacts (i.e.: code list scripts) to carry out successful development of the project. When there are changes, previously written documentation is updated during the course of development.
Label	WORKCRE_NP_DC_02
Prerequisites	WORKCRE_NP_DC_01 - Design WORKCRE_NP_IAT_02 – QA / QC
Process Owner	DC
Process Input	DEL14 (PROC_11_DEL02) : Functional Analysis DEL15 (PROC_11_DEL03): DCD Specifications DEL16 (PROC_11_DEL04): Final DCD DEL18 (PROC_11_DEL06): Technical Analysis and Design document DEL20 (PROC_11_DEL08): Boilerplate Code
Process Output	DEL18 (PROC_11_DEL06): Technical Analysis and Design document DEL31 (PROC_11_DEL19): TEST Deployment

Quality Assurance / Quality Control by DC

Process Description	DC QA produces relevant test plans, performs and produces automated and manual tests, and test reports & documentation. When all efforts are green, the project can move to the next stage in PROC_11. A successful execution of this process entails a working INT environment that has all the required components delivered for a sign-off. The purpose of this process is to reduce errors early, but also to automate regression detections.
Label	WORKCRE_NP_DC_03
Prerequisites	WORKCRE_NP_DC_02 – DC Intake & DEV
Process Owner	DC
Process Input	DEL18 (PROC_11_DEL06): Technical Analysis and Design document DEL31 (PROC_11_DEL19): TEST Deployment
Process Output	DEL19 (PROC_11_DEL07): Test Artefacts DEL21 (PROC_11_DEL09) : INT Deployment DEL25 (PROC_11_DEL13) : Release Notes

DCD intake and development by DWH

Process Description	DWH performs its internal DCD intake procedure: tests and verifies the INT environment, produces code and relevant technical artefacts (i.e., code list scripts) to carry out successful development of the project. When there are changes, previously written documentation is updated during the course of development.
Label	WORKCRE_NP_DWH_02
Prerequisites	WORKCRE_NP_DWH_01 – DWH Analysis WORKCRE_NP_DC_02 – DC QA / QC
Process Owner	DWH
Process Input	DEL14 (PROC_11_DEL02) : Functional Analysis DEL18 (PROC_11_DEL06): Technical Analysis and Design document DEL20 (PROC_11_DEL08): Boilerplate Code DEL21 (PROC_11_DEL09) : INT Deployment DEL25 (PROC_11_DEL13) : Release Notes
Process Output	DEL19 (PROC_11_DEL07): Test Artefacts DEL21 (PROC_11_DEL09) : INT Deployment DEL25 (PROC_11_DEL13) : Release Notes

Quality Assurance / Quality Control by DWH

Process Description	DWH QA produces relevant test plans, performs and produces automated and manual tests, and test reports & documentation. When all efforts are green, the project can move to the next stage in PROC_11. A successful execution of this process entails a working INT environment that has all the required components delivered for a sign-off. The purpose of this process is to reduce errors early, but also to automate regression detections. A successful execution of this process entails a decision to promotion to IT ACC environments.
Label	WORKCRE_NP_DWH_03
Prerequisites	WORKCRE_NP_DWH_02 – DC Intake & DEV
Process Owner	DWH
Process Input	DEL19 (PROC_11_DEL07): Test Artefacts DEL21 (PROC_11_DEL09) : INT Deployment DEL25 (PROC_11_DEL13) : Release Notes
Process Output	DEL19 (PROC_11_DEL07): Test Artefacts

Promotion towards IT ACC by DWH

Process Description	Upon successful completion of INT stage, DWH moves to promote its own approved technical artefacts needed onto the DWH ACC environment to ensure all components work end-to-end smoothly. The deployment needs to take place in the beginning of the process, so that the rest of the process can run on the IT ACC environment during its course. This should be in tandem with the DC promotion to IT ACC process. A successful completion of this stage entails a series of tests DWH QA team to sign off acceptance and then DWH informs all relevant stakeholders for getting ready to promotion to UAT.
Label	WORKCRE_NP_DWH_04
Prerequisites	WORKCRE_NP_DWH_03
Process Owner	DWH
Process Input	DEL19 (PROC_11_DEL07): Test Artefacts DEL21 (PROC_11_DEL09) : INT Deployment DEL25 (PROC_11_DEL13) : Release Notes
Process Output	DEL22 (PROC_11_DEL10): IT ACC Deployment DEL27 (PROC_11_DEL15): User Acceptance Documentation

Promotion towards IT ACC by DC

Process Description	Upon successful completion of INT stage, DC moves to promote its own approved technical artefacts onto the DC IT ACC environment to ensure all components work end-to-end smoothly. This should be in tandem with the DWH promotion to IT ACC process. Since IT ACC is meant to be an end-to-end environment, all external components needed for a successful test should be in place. (i.e.: Authentic Sources, External Destinations, certificates etc.)The deployment needs to take place in the beginning of the process, so that the rest of the process can run on the IT ACC environment during its course. User acceptance documentation should also be created during this stage to facilitate the start of the UAT. (PROC_11_DEL15)A successful completion of this stage entails a completion of series of tests DC QA team to sign off acceptance and then DWH informs all relevant stakeholders for getting ready to promotion to PROD. During this stage the UAT manuals for end user should also be finalized for the deliveries of DC.
Label	WORKCRE_NP_DC_04
Prerequisites	WORKCRE_NP_DC_03
Process Owner	DC
Process Input	DEL19 (PROC_11_DEL07): Test Artefacts DEL21 (PROC_11_DEL09) : INT Deployment DEL25 (PROC_11_DEL13) : Release Notes
Process Output	DEL22 (PROC_11_DEL10): IT ACC Deployment DEL27 (PROC_11_DEL15) : User Acceptance Documentation

IT ACC by PMO

Process Description	Upon successful completion and communication of INT stage PMO updates its own plans and communicates the status to relevant stakeholders within its team governance. The IT ACC officially starts.
Label	WORKCRE_NP_PMO_02
Prerequisites	WORKCRE_NP_PMO_01
Process Owner	PMO
Process Input	Confirmation of successful sign-off of INT environment
Process Output	Communication with relevant parties if needed, update of internal project plans etc. Communication with Requestor with the news of successful IT ACC promotion, and that they can start planning the UAT accordingly.

IT ACC by Requestor

Process Description	Upon successful completion and communication of promotion to IT ACC, Requestor has time to update its resources and their internal plans in preparation to the UAT.
Label	WORKCRE_NP_REQ_02
Prerequisites	WORKCRE_NP_REQ_01
Process Owner	REQ
Process Input	Confirmation of successful promotion to IT ACC
Process Output	Requestor Internal planning and preparation for the UAT stage

Organization of User Acceptance Testing by PMO

Process Description	Upon successful completion and communication of the IT ACC processes by both DC and DWH teams, PMO can now start organizing the UAT. PMO gathers relevant documentation and communicates them to relevant stakeholders. (i.e.: user manuals to the client for UAT, etc.). The UAT officially starts.
Label	WORKCRE_NP_PMO_03
Prerequisites	WORKCRE_NP_PMO_01 WORKCRE_NP_DC_04 WORKCRE_NP_DWH_04
Process Owner	PMO
Process Input	Notification that IT ACC has been completed successfully. Notification that a deployment to UAT has been completed successfully. DEL27 (PROC_11_DEL15): User Acceptance Documentation
Process Output	Communication with relevant parties, update of internal project plans etc., obtained sign-off for PROD.

User Acceptance Testing by Requestor

Process Description	Upon successful completion and communication of the IT ACC processes and communication by PMO UAT period officially starts according to the agreed planning.During this process the requestor starts testing the application by using the information provided in the user acceptance documents (PROC_11_DEL15)The requestor sends any feedback and outputs of this phase to the PMO to be communicated to the teams. The teams take necessary action, and PMO collects, communicates and follows them up accordingly. A successful conclusion of this process entails an agreed UAT environment and an agreement to promote to PROD by all parties.
Label	WORKCRE_NP_REQ_03
Prerequisites	WORKCRE_NP_REQ_01 WORKCRE_NP_DC_04 WORKCRE_NP_DWH_04 WORKCRE_NP_PMO_01 WORKCRE_NP_PMO_03
Process Owner	PMO
Process Input	Notification that IT ACC has been completed successfully. Notification that a deployment to UAT has been completed successfully and the environment is ready to be tested. DEL27 (PROC_11_DEL15): User Acceptance Documentation
Process Output	UAT Acceptance Communication + Sign-off for PRODFeedback Reports (where applicable)

User Acceptance Testing by IAT

Process Description	IAT tests the UAT environment with the help of the user documentations (PROC_11_DEL15) received. This can of course only happen after the deployment of the UAT environment (DEL 11). IAT looks on all aspects but with a general focus on DCD and information structure. If approved, an approval message is communicated to the relevant stakeholders. After the approval, IAT coordinates with DWH that the documentation on FAIR portal is updated with relevant documentation (XLS Forms etc., PROC_11_DEL20)
Label	WORKCRE_NP_IAT_03
Prerequisites	WORKCRE_NP_PMO_01 WORKCRE_NP_DC_04 WORKCRE_NP_DWH_04
Process Owner	IAT
Process Input	DEL23 (PROC_11_DEL11): UAT Deployment DEL25 (PROC_11_DEL13) : Release Notes DEL27 (PROC_11_DEL15): User Acceptance Documentation
Process Output	DEL32 (PROC_11_DEL20): Public Documentation Update (Docs-, and FAIR portal, etc.) Communication of sign-off

Deployment of User Acceptance Testing by DC

Process Description	DC deploys the UAT environment. This is done at the beginning of the process per project plan, and communicated to all stakeholders. During the course of the UAT period DC applies acceptable changes and fixes within the predefined period and agreement. During this process all the necessary documentation adaptations and finalizations also take place in parallel. A successful completion of this phase entails a UAT environment approved by the client for promotion to PROD.
Label	WORKCRE_NP_DC_05
Prerequisites	WORKCRE_NP_PMO_01 WORKCRE_NP_DC_04 WORKCRE_NP_DWH_04
Process Owner	DC
Process Input	DEL22 (PROC_11_DEL10): IT ACC Deployment Sign-off confirmation for IT ACC
Process Output	DEL23 (PROC_11_DEL11): UAT Deployment DEL25 (PROC_11_DEL13) : Release Notes DEL26 (PROC_11_DEL14): Operating Manual DEL27 (PROC_11_DEL15): User Acceptance Documentation DEL29 (PROC_11_DEL17): Technical Artefacts for maintenance

Deployment of User Acceptance Testing by DWH

Process Description	DWH promotes artefacts (Code, reports at HS etc.) the UAT environment. This is done at the beginning of the process per project plan, and communicated to all stakeholders. This deployment must be in tandem with DC’s deployment. During the course of the UAT period DWH applies acceptable change requests and fixes within the predefined period and agreement. During this process all the necessary documentation adaptations and finalizations also take place in parallel. A successful completion of this phase entails a UAT environment approved by the client for promotion to PROD.
Label	WORKCRE_NP_DWH_05
Prerequisites	WORKCRE_NP_PMO_01 WORKCRE_NP_DC_04 WORKCRE_NP_DWH_04
Process Owner	DWH
Process Input	DEL22 (PROC_11_DEL10): IT ACC Deployment Sign-off confirmation for IT ACC
Process Output	DEL23 (PROC_11_DEL11): UAT Deployment DEL25 (PROC_11_DEL13) : Release Notes DEL26 (PROC_11_DEL14): Operating Manual DEL27 (PROC_11_DEL15): User Acceptance Documentation DEL29 (PROC_11_DEL17): Technical Artefacts for maintenance

User Acceptance Testing by SOB

Process Description	SOB participates in the UAT to facilitate accesses, accounts and technical support to the users that are classified as 1st line access. (Details in relevant SOPs) During this process SOB participates in the usage and the test of the system with the point of view of the user, and creates user documentation for production purposes.
Label	WORKCRE_NP_SOB_02
Prerequisites	WORKCRE_NP_PMO_01 WORKCRE_NP_DC_04 WORKCRE_NP_DWH_04
Process Owner	SOB
Process Input	DEL23 (PROC_11_DEL11): UAT Deployment DEL26 (PROC_11_DEL14) : Operating Manual DEL28 (PROC_11_DEL16): User Guide
Process Output	DEL23 (PROC_11_DEL11): UAT Deployment DEL28 (PROC_11_DEL16) : User Guide

Knowledge transfer by PMO

Process Description	PMO acts as the facilitator and manager of this process. PMO makes sure that the KT towards SOB has taken place according to the project plan and SOB is sufficiently equipped to carry out the tasks confidently. PMO also facilitates User Onboarding processes with the requestor or DPs (wherever applicable) to ensure users are satisfied and confident with the deliverables.
Label	WORKCRE_NP_PMO_04
Prerequisites	WORKCRE_NP_PMO_03 WORKCRE_NP_IAT_03 WORKCRE_NP_DC_05 WORKCRE_NP_DWH_05
Process Owner	PMO
Process Input	IT ACC Sign-off
Process Output	Confirmation of Successful Knowledge Transfer to SOB

Requestor user onboarding

Process Description	PMO acts as the facilitator and manager of this process. Depending on the project this onboarding can start as early as the IT ACC environment is ready and approved. SOB ensures that necessary training given to the selection of users from requestor. PMO also facilitates User Onboarding processes with the requestor or DPs (wherever applicable) to ensure users are satisfied and confident with the deliverables.
Label	WORKCRE_NP_REQ_04
Prerequisites	WORKCRE_NP_PMO_03 WORKCRE_NP_REQ_03 WORKCRE_NP_IAT_03 WORKCRE_NP_DC_05 WORKCRE_NP_DWH_05
Process Owner	Requestor
Process Input	IT ACC Sign-off
Process Output	Confirmation of Successful Knowledge Transfer to SOB

Knowledge transfer by DC

Process Description	Upon successful deployment of the IT ACC environment the KT towards SOB can start. In this process DC engages its technical resources to actively transfer necessary know-how to operate POST-PROD systems. In this context, trainings, documentations and relevant ad-hoc meetings could be planned. Successful conclusion of this process entails a confident SOB team equipped with tools and knowledge to operate the delivered applications and systems.
Label	WORKCRE_NP_DC_06
Prerequisites	WORKCRE_NP_DC_04
Process Owner	DC
Process Input	DEL22 (PROC_11_DEL10): IT ACC Deployment
Process Output	DEL26 (PROC_11_DEL14): Operating Manual DEL29 (PROC_11_DEL17): Technical Artefacts for maintenance KT Sign-off

Knowledge transfer by DWH

Process Description	Upon successful deployment of the IT ACC environment the KT towards SOB can start. In this process DWH engages its technical resources to actively transfer necessary know-how to operate POST-PROD systems. In this context, trainings, documentations and relevant ad-hoc meetings could be planned. Successful conclusion of this process entails a confident SOB team equipped with tools and knowledge to operate the delivered applications and systems.
Label	WORKCRE_NP_DWH_06
Prerequisites	WORKCRE_NP_DWH_04
Process Owner	DWH
Process Input	DEL22 (PROC_11_DEL10): IT ACC Deployment
Process Output	DEL26 (PROC_11_DEL14): Operating Manual DEL29 (PROC_11_DEL17): Technical Artefacts for maintenance KT Sign-off

Knowledge transfer by SOB

Process Description	Upon successful deployment of the IT ACC environment the KT towards SOB can start. SOB plays a key role in orchestrating all hand-over, and acts within its own planning developed during the analysis phases. During this process SOB organizes necessary meetings, explanations, organizes/updates internal and documentation including the Knowledge Base. SOB uses the IT ACC environment for training its own users. Successful conclusion of this process entails a confident SOB team equipped with tools and knowledge to operate the delivered applications and systems.
Label	WORKCRE_NP_SOB_03
Prerequisites	WORKCRE_NP_PMO_03 WORKCRE_NP_DC_05 WORKCRE_NP_DWH_05
Process Owner	SOB
Process Input	DEL22 (PROC_11_DEL10): IT ACC Deployment DEL26 (PROC_11_DEL14): Operating Manual DEL29 (PROC_11_DEL17): Technical Artefacts for maintenance
Process Output	DEL28 (PROC_11_DEL16): User Guide DEL30 (PROC_11_DEL18): Operational Plans KT Sign-off

User onboarding by SOB

Process Description	In some certain projects, a training is often needed to onboard certain users (DPs, researchers, internal users etc.). This can be done on IT ACC environment, as soon as its ready with the relevant project artefacts. A successful completion of this process entails a fully confident users, and updated set of documentation for the broader audience. Upon completion, SOB informs all stakeholders about the status.
Label	WORKCRE_NP_SOB_04
Prerequisites	WORKCRE_NP_PMO_03 WORKCRE_NP_DC_05 WORKCRE_NP_DWH_05 WORKCRE_NP_DC_06 WORKCRE_NP_DWH_06
Process Owner	SOB
Process Input	DEL22 (PROC_11_DEL10): IT ACC Deployment DEL27 (PROC_11_DEL15): User Acceptance Documentation
Process Output	User Onboarding Sign-off

Communication of project in PROD by PMO

Process Description	PMO communicates that sign-off by the client is received, and the PROD deployment can go ahead according to the planning. DWH and DC teams then can continue with the PROD deployment. Upon confirmation of successful PROD promotion, PMO informs all stakeholders according to its own communication and project management plans.
Label	WORKCRE_NP_PMO_05
Prerequisites	WORKCRE_NP_PMO_04 WORKCRE_NP_DC_06 WORKCRE_NP_DWH_06 WORKCRE_NP_SOB_03 WORKCRE_NP_SOB_04
Process Owner	PMO
Process Input	UAT Sign-off By Client
Process Output	Relevant Communication to stakeholders DEL24 (PROC_11_DEL12): PROD Deployment

Requestor PROD

Process Description	After the PMO communication of the successful PROD deployment, requestor can start executing their PROD plans (ie: communicating with the DPs wherever applicable, informing their relevant stakeholders, …). From this step on the project is in maintenance stage for HD.
Label	WORKCRE_NP_REQ_05
Prerequisites	WORKCRE_NP_PMO_04 WORKCRE_NP_DC_06 WORKCRE_NP_DWH_06 WORKCRE_NP_SOB_03 WORKCRE_NP_SOB_04
Process Owner	PMO
Process Input	UAT Sign-off By the Requestor Communication of the successful PROD deployment DEL24 (PROC_11_DEL12): PROD Deployment
Process Output	Internal planning actions for the start of the project (execution of communication plans, internal reports etc.)

Promotion to PROD by DC

Process Description	DC promotes all the artefacts, runs its smoke tests and makes sure that an up-and-running PROD environment is in place for the needs of the project in scope. This promotion must be in sync with DWH PROD deployment. DC updates its own technical artefacts whenever needed (Container image auto-updates, Ansible scripts, code list updates, technical documentation, etc.) DC internally organizes its own second-level support processes. After the deployment is complete, DC informs all relevant stakeholders according to its communication plans.
Label	WORKCRE_NP_DC_07
Prerequisites	WORKCRE_NP_PMO_04 WORKCRE_NP_DC_06 WORKCRE_NP_DWH_06 WORKCRE_NP_SOB_03 WORKCRE_NP_SOB_04
Process Owner	DC
Process Input	UAT Sign-off by client
Process Output	DEL24 (PROC_11_DEL12): PROD Deployment Relevant Communication to stakeholders

Promotion to PROD by DWH

Process Description	DWH promotes all the artefacts, runs its smoke tests and makes sure that an up-and-running DWH PROD environment (incl. Exploitation and HS) is in place for the needs of the project in scope. This promotion must be in sync with DWH PROD deployment. DWH updates its own technical artefacts whenever needed (Boilerplate codes, scripts, jobs, reports, technical documentation, etc.)DWH internally organizes its own second-level support processes. After the deployment is complete, DWH informs all relevant stakeholders according to its communication plans.
Label	WORKCRE_NP_DWH_07
Prerequisites	WORKCRE_NP_PMO_04 WORKCRE_NP_DC_06 WORKCRE_NP_DWH_06 WORKCRE_NP_SOB_03 WORKCRE_NP_SOB_04
Process Owner	DWH
Process Input	UAT Sign-off by client
Process Output	DEL24 (PROC_11_DEL12): PROD Deployment Relevant Communication to stakeholders

SOB PROD

Process Description	When all deployment KT is completed by all teams, SOB is fully equipped to support the project at the 1st line. SOB prepares its resources and adapts the plans, prepares the knowledgebase and ensures its team is sufficiently informed for all foreseeable scenarios.
Label	WORKCRE_NP_SOB_06
Prerequisites	WORKCRE_NP_PMO_04 WORKCRE_NP_DC_06 WORKCRE_NP_DWH_06 WORKCRE_NP_SOB_03 WORKCRE_NP_SOB_04
Process Owner	SOB
Process Input	DEL24 (PROC_11_DEL12): PROD Deployment
Process Output	Sign-off for PROD

Maintenance of project in PROD by SOB

Process Description	SOB maintains the infrastructure and handed-over technical artefacts (applications, scripts, etc.) and runs its own internal SOPs in cases of incidents and maintenance events.
Label	WORKCRE_NP_SOB_07
Prerequisites	WORKCRE_NP_SOB_06
Process Owner	SOB
Process Input	DEL28 (PROC_11_DEL16): User Guide
Process Output	Ongoing, case by case results (rf. SOB SOPs for details)

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 Lead	SOB
Participants	Requestor Data Providers
Deliverable	/
Checklist	Annex 2
HD Estimated Time	[xx] hours

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 Lead	PM(s)
Participants	Requestor IAT, DC, DWH, DPO, SOB, PM-TL Enterprise Architect/Technical Coordinator
Deliverable	Del14: Project Hand-over Del15: Project Closure
Checklist	Annex 2
HD Estimated Time	24 hours