University of Edinburgh Occupational Health Project Kick-Off Meeting 11th May 2017

Agenda Project Definitions Project Overview: Training Elements – Occupational Health and Health & Safety Project ‘Start’ Project Implementation Project Plan Customer IT Requirements IT Documents Information Security Documents Risks to Project Delivery WICS Project Delivery Team Customer Project Delivery Team Training WICS Company Directorate Queries & Next Steps AOB

Project Definitions WICS Words What this means to you… Genohsis WICS suite of web applications: -eOPAS = Occupational Health -eSAFETY = Health & Safety Bespoke Configuration vs. Bespoke Development Bespoke Configuration: Changes applied to the standard eOPAS application to meet customer requirements. Bespoke Development: Changes made to standard application forms and functionality. Configuration Workshops Two-day exercise to review migrated data and gather additional elements of configuration. This is the first site visit. Resources--Allocated vs Dedicated WICS have allocated resources assigned to your project implementation. WICS do not provide dedicated resources. Standard Data Migration Process of taking your existing data (from a backup) and putting the data into your new eOPAS system. There will be two migrations…one Trial and one Live ‘Legacy’ Data Data will be accessible for: -viewing -updating existing (migrated) records -reporting

Project Elements – Occupational Health Description Additional Information Environment Customer Self-Hosted Software Installation Remote Install of Genohsis Application Confirm Portal is Externally Facing Genohsis eOPAS and Portal 9 User Licences for Main Application Unlimited Licences for Portal Configuration CASS to Genohsis Configuration for Main System Bespoke Configuration for Portal Training 4 Training Days 3 courses required for Go Live Standard Data Migration CASS to Genohsis Data Migration Medical Device Interface Vitalograph Spirotrac V Amplivox PC850 HR / Personnel Feed HR System TBC Project Process Build Install Configuration Explanation (Number of Allocated Project Days) 5 Days in Total with Project Delivery: First Site Visit is Configuration Workshop: -CASS Configuration Explanation/Review -Portal Workshop / Configuration Gathering -Configuration Specification (X Number of Days) -Configuration Build (X Number of Days) -Rebuilding Reports/Letters (X Number of Days)

What is Project ‘Start’ 1. Confirmation of Customer Order – PO Received Sales to Projects Handover 2. Project Kick-Off – Agree Project Elements Confirm Project Participants 3. Pre-Requisites – System Checker Reports Received IS Acceptance form Received CASS Database Backup Received WICS Schedules & Completes Trial Transfer Customer’s Servers/Infrastructure in Place WICS Completes Genohsis Software Install CASS to Genohsis Trial Migration in Place 4. Project Start of Implementation/Delivery – Configuration Workshop Scheduled

CASS/iCASS to Genohsis Project Implementation 6 Month Delivery (Train-the-Trainer) START

Sample Project Plan Customer Name Customer Name ID Task Name Start Finish Responsibility Of 1 Sales to Projects Handover WICS 2 Arrange Sales Handover 3 4 Project Kick-Off WICS, Customer 5 Arrange Project Kick-Off 6 7 8 Information Governance Documents 9 Issue WICS Information Governance Documents 10 Receive Signed IG Acceptance Customer 11 Issue WICS SFTP Credentials 12 Provide Database Backup and/or Data Files 13 Establish Installation Environment 14 Prepare Host Environment 15 Genohsis Host Environment Confirmed 16 Software Installation 17 Install Software 18 Apply Configuration 19 Verify Application Access 20 Software Installation Complete 21 Configuration Specification 22 Arrange Genohsis Configuration Meeting 23 Genohsis Configuration Meeting (Site Visit) 24 Create Genohsis Configuration Document 25 Issue Genohsis Configuration Document 26 Configuration Approval 27 Arrange Configuration Demonstration Meeting 28 Configuration Demonstration Meeting (Site Visit) 29 Portal Workshop Meeting (Site Visit) 30 Finalise Configuration Document 31 Production of Configuration 32 Genohsis Configuration Document Handover 33 Finalise Genohsis Configuration Build 34 Quality Assure Genohsis Configuration 35 Build of Genohsis Configuration Complete Customer Name ID Task Name Start Finish Responsibility Of 36 CASS/iCASS to Genohsis Transfer WICS 37 TRIAL Data Transfer WICS, Customer 38 Provide Copy of CASS Database Customer 39 Perform Preparatory Data Transfer 40 Provide Copy of Genohsis Database 41 Trial Data Transfer Complete 42 LIVE Data Transfer 43 Send Final CASS Database Copy to WICS 44 Cease Use of Live CASS System 45 Perform Live Data Transfer 46 Upgrade to Latest eOPAS Version 47 Quality Assure Live Data Transfer 48 Live Data Transfer Complete 49 LIVE Data Transfer Implementation 50 Apply Live Genohsis Database 51 Review Live Data Transfer 52 Approve Live System for use 53 Pre-Training Assessment 54 Pre-Training Assessment (Remote) 55 Pre-Training Assessment (Site Visit) 56 Pre-Training Assessment Sign-off 57 Genohsis Personnel Data Import Routine 58 Issue Data Mapping Document 59 Produce & Supply Sample Data Extract / Mapping 60 Produce Personnel Data Import Routine 61 Apply Personnel Data Import Routine 62 Run Personnel Data Import Routine 63 Personnel Data Import Routine Complete 64 User Acceptance 65 UAT Workshop / Instruction 66 Perform User Acceptance / Connectivity Testing 67 User Acceptance / Connectivity Testing Complete 68 Training 69 Confirm Setup of Training Environment 70 Training Day 1 Course: Genohsis Diary User 71 Training Day 2 Course: Genohsis Initial User 72 Training Day 3 Course: Genohsis Portal User 73 Initial Training Complete 74 Genohsis Go Live

Customer IT Resource Involvement Full CASS/iCASS to Genohsis Migration for Self-Hosted Customers Data Migration Backup existing CASS/iCASS database and transfer to WICS via SFTP (2 hours) Receive Trial Genohsis database via SFTP/make available on Genohsis Test System (2 hours) Backup final CASS/iCASS database at point of Live migration and transfer to WICS via SFTP (2 hours) Receive Live (final) Genohsis database via SFTP/make available on Genohsis Live System (2 hours) Implementation Review and complete Pre-Installation Checklist document (2 hours) Obtain the required SSL certificates, credentials and server addresses as detailed in the Pre-Installation Checklist (variable) Provision and setup required of Web, SQL and SSRS servers for implementation (unknown; depends on how your IT/provisioning works) Facilitate remote access for 1 day to allow WICS to implement Genohsis software and databases (1 day) Facilitate remote access for restoring the Trial and Live databases if required (this can be done by IT) (2 hours each max) Ensure Client Connectivity Checklist is applied to each PC that will be accessing the main application (variable based on number of PCs and method of applying required changes (manually, group policy, terminal services, etc.))

IT Documents Full CASS/iCASS to Genohsis Migration Server/Environment Genohsis Technical Notes (for eOPAS) Details the technical background to the application – includes information on: the database platforms and supported operating systems reporting tools database security minimum system requirements External Portal – factsheet of items for consideration with an external Portal Software Installation Pre-Installation Checklist Form – provides WICS with technical details of your server(s) Most customers complete this alongside the server build Connectivity Checks (after software install) eOPAS Connectivity Check – purpose is to ensure client’s PCs can connect successfully to a fully installed eOPAS system and use all functionality.

Information Security Documents WICS Information Security Requirements Client Information Security Guide Informational document informing WICS clients the policies and procedures in connection with Information Security Client Information Security Guide Acceptance Simple acknowledgement that the client has read, understands and agrees to comply with WICS Information Security Policy for the supply and receipt of data from/to WICS Customer Information Security Requirements

Risks to Successful Project Start / Implementation Mitigation Client adding additional project elements or scope to the project. Project kick-off meeting to agree project elements and scope. Halt project delivery until scope is agreed. Delays with servers/infrastructure and software installation. Dedicated resources on both the customer and WICS side with agreeable and achievable timescales—or—WICS Hosted solution. Delays receiving database backup. Customer signs/returns Information Security Acceptance form as quickly as possible. Involve and inform IT of requirements for an on-time project delivery. Availability of the OH/H&S teams for required meetings and site visits. Customer ensures meetings and site visits are accommodated as soon as possible. Delays with completing configuration and build. Customer supplies required configuration documentation in a timely manner. Delays to beginning training and user acceptance testing. Ensure the HR/Personnel import is in place and tested as soon as possible. Customer repeating negative experiences of past implementations. WICS 25+ years experience.

WICS Project Team Belinda Cartwright, Projects Manager Responsible for the overall Project delivery including timescales and resources TBC, Systems Delivery Advisor Gather requirements for Genohsis Oversee system configuration build Liaison during implementation and Go Live Provide end user training pre Go Live TBC, Systems Delivery Technician Provide support after UAT Workshop and Pre-Go Live Richard Ward, IT Manager Responsible for data migrations and all IT/Data elements including the WICS Hosted Environment Implementation Support Liaison for Genohsis installation (remote installation)

Customer Project Team Project Manager Anne Mathison Occupational Health Resources – Key Contacts Emma Pryde Additional OH Staff and Department Role Janet Craig Other H & S Key Stakeholders Candice Schmid HR Resources and Role IT Resources and Role Mark Dobbing Other Key Stakeholders

Training Method Considerations Train-the-Trainer Conventional Classroom Training One person is fully trained More Effective for the Department On-Site System ‘Expert’ Better Prepared for Go Live Reactive to Configuration Adjustments Combine Training with UAT Can be tailored to user needs/requirements Up to Six Attendees Per Course No On-Site System ‘Expert’ Not as Assured with the New System Competency Differences Limited Attention During Training Sessions Structured Resource/Delivery Potentially Lengthens Project Timeline (UAT  Training) Potential Requirement for Additional Training Potential Requirement to Close Department during Training Customer Requirements: Dedicated OH Team Member – Must Be Involved in Configuration Must Know Processes/Configuration Needs Isolation During Training Assurance Test after Training Configuration Acceptance

Training Method Considerations Train-the-Trainer Conventional Classroom Training One person is fully trained More Effective for the Department On-Site System ‘Expert’ Better Prepared for Go Live Reactive to Configuration Adjustments Combine Training with UAT Can be tailored to user requirements/needs Up to Six Attendees Per Course No On-Site System ‘Expert’ Not as Assured with the New System Competency Differences Limited Attention During Training Sessions Structured Resource/Delivery Potentially Lengthens Project Timeline (UAT  Training) Potential Requirement for Additional Training Potential Requirement to Close Department during Training Customer Requirements: Dedicated OH Team Member – Must Be Involved in Configuration Must Know Processes/Configuration Needs Isolation During Training Assurance Test after Training Configuration Acceptance

Training Method Considerations Train-the-Trainer Conventional Classroom Training One person is fully trained More Effective for the Department On-Site System ‘Expert’ Better Prepared for Go Live Reactive to Configuration Adjustments Combine Training with UAT Can be tailored to user requirements/needs Up to Six Attendees Per Course No On-Site System ‘Expert’ Not as Assured with the New System Competency Differences Limited Attention During Training Sessions Structured Resource/Delivery Potentially Lengthens Project Timeline (UAT  Training) Potential Requirement for Additional Training Potential Requirement to Close Department during Training Customer Requirements: Dedicated OH Team Member – Must Be Involved in Configuration Must Know Processes/Configuration Needs Isolation During Training Assurance Test after Training Configuration Acceptance

WICS Company Directorate

Queries and Next Steps When will I see dates against the Plan? Portal requirements (OH) - Fact Gathering Projects Portal Requirements

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