docs.healthdata.beBPP
Introduction
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.
- 2 Definitions et abbreviations
| AM | Account Manager |
| DEL | Deliverables |
| DPO | Data Protection Officer |
| DWH | Data WareHouse |
| HD | Healthdata |
| MD | Man Days |
| PM | Project manager |
| PROC | Proces |
| ISC-SSH | Information Security Committee – Social Security and Health |
| TL | Team Lead |
| T&M | Time&Material |
| UAT | User Acceptance Testing |
- 3 Procedure
3.1.1 General Workflow
This general overview contains ALL processes (PROC) that can occur. In specific instances some processes are not executed.
3.1.2 Request
3.1.2.1 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 Lead | Project Manager |
| Participants | Requestor Project Manager, Project-Manager TL, DWH, TC |
| Deliverable | Del1 Proposal |
| Checklist | See Annex 2 |
| HD Estimated Time | 2 Hours |
3.1.2.2 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
- Type of project
- 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 |
3.1.2.3 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 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) |
3.1.2.4 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 Lead | PM |
| Participants | PM, PM-TL, TC, COORD |
| Deliverable | Del6: Analysis Contract |
| Checklist | Annex 2 |
| HD Estimated Time | 2 hours |
3.1.2.5 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 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 |
3.1.3 Project(s)
3.1.3.1 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 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) |
3.1.3.2 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 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) |
3.1.3.3 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 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) |
3.1.3.4 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 Lead | PM(s) |
| Participants | PM(s) ; Requestor |
| Deliverable | Del7: Contract with Planning and Dates AND SIGNATURE |
| Checklist | Annex 2 |
| HD Estimated Time | 3 Hours |
3.1.3.5 Proc9: Negociate 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 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 |
3.1.3.6 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 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) |
3.1.3.7 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 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 |
3.1.3.8 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 Lead | PM(s) |
| Participants | Requestor 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 Time | Project dependent (cfr. Detailed project description, timeline section) |
3.1.3.9 Proc14: Onboarding for 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 Lead | SOB |
| Participants | Requestor Data Providers |
| Deliverable | / |
| Checklist | Annex 2 |
| HD Estimated Time | [xx] hours |
3.1.3.10 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 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 |
3.1.4 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 Lead | PM(s) |
| Participants | Requestor PM(s) |
| Checklist | Cancellation form has been filled-in and archive on Dropbox |
| HD Estimated Time | 1 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.