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

2. 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

3. 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

4. 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)

5. 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

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

7. 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

8. 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.))

9. 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.

10. 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

11. 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.

12. 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)

13. 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

14. 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

15. 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

16. 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

17. WICS Company Directorate

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

19. Any other Business: ?