Information Gathering & Analysis

The first step to deploying SanteDB solutions is to gather information about problem domain and jurisdiction in which the solution will be deployed.

Identify Stakeholders

Identify the people and organizations within the implementation context. Stakeholders include:

1. Relevant department(s) of the organization

2. Vendors of existing software solutions within the context

3. Subject matter experts for the problem domain, relevant standards and SanteDB products

4. Owners / Operators of health solutions (such as funders, NGOs, hospitals, etc.)

Establish a Vision

Identify the reason why SanteDB or a SanteDB solution is needed in the context, and what clinical problem is being solved. It is helpful to indicate:

1. What problems are being solved?

2. Why do we need to solve them?

3. What are the timelines in which a solution should/needs to be found?

4. What are the Solution Architecture which apply to the project?

It is useful to prepare a vision statement for the overall deployment of SanteDB project. This vision statement is a short (1 - 2 sentences) statement which encapsulates the project and can be referenced as a guiding raison d'être as the project progresses.

An example for Demoland might be:

The National Client Registry (NCR) will facilitate the implementation of our National Health Identifier Programme (NHIP). NHIP is a keystone to supporting better care through health information exchange throughout Demoland.

Establish a Team

Identify a team of people who will be responsible for the process of operationalizing SanteDB in the context. The team which is identified/established ad their roles/responsibilities on the team will be highly variable (based on project).

SanteDB has had some success using the RACI methodology (https://en.wikipedia.org/wiki/Responsibility_assignment_matrix) which identifies team members who are:

• Responsible - Completes the tasks or work described

• Accountable - Answerable to the project owner/sponsor for the accurate and thorough delivery of the work

• Consulted - Subject matter experts or other persons/groups whose opinions are sought

• Informed - Receives updates on progress (typically one way communication)

RACI charts are often defined using deliverables/tasks as rows and an organizational chart as columns. This makes it easy for project team members to know what their obligations are for each phase of the project delivery.

The SanteSuite community cannot provide concrete RACI templates since they are highly variable based on roles of team members. However, we have provided a minimal template which may be of use to implementing partners.

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RACI Worksheet.docx

Team Makeup & Roles

The explicit makeup of a SanteDB deployment team will vary, however the community has prepared a list of logical "roles" which should be filled (these may be filled by the same person with the required skills) throughout the project lifecycle.

Role	Responsibilities
Project Sponsor / Owner	Makes final decisions for project Provides local/business context and conveys needs Liaises with Ministry of Health and other administrators Promotes the project to peers Obtains approvals and commitments to plans.
Project Management	Planning and Coordination of Tasks Shepherding other team members Gathering status updates Liaise with project sponsors/owner
Business Analyst	Liaising with in-country vendors / suppliers Documenting current workflows/data Performing assessments and documenting requirements. Producing the Business Requirements Document
Legal Counsel	Provides guidance existing legislation and policies Writes / Performs Privacy Impact Assessments against integration partners Creates policy documents and governance procedures. Reviews/ensures compliance of delivered environment against local legislation.
Administrative Assistant	Scheduling team meetings and events Coordinates schedules of other team members Produces meeting notes and records decisions.
User Champion	Represents the users of the system (clinicians for integrated systems) Provides insights into on-the-ground practice and workflows Promotes the project to clinical staff and other users Supports users through deployment and use. Reviews development activities and training materials for appropriateness.
Enterprise Architect	Follows established processes (CMMI, TOGAF, etc.) to produce overall architecture. Develop a Business Architecture including use cases, system interactions, business processes, etc. Develop an Information Architectureincluding appropriate structural and content standards, minimum data sets, identification schemes, etc. Liaise with other team members to validate architecture is being followed through duration of project. Validate the deployed/operationalized system matches documented architecture.
Solutions Architect	Designs software architecture for extensions to the SanteDB solution. Designs software architecture for local systems to integrate with the national (or regional) SanteDB systems. Liaises with Security, Network and Database personnel to Develop Operational Technology Architecture
Developer	Performs code enhancements to SanteDB software (see: Developers) Works with user champions to gather feedback on changed user-facing elements. Writes tests and validates software modifications are non-breaking.
Technical Writer	Create user-facing documentation for new screens. Adapt / Create standard operating procedures to local context Create training materials (documents, cheat sheets, job aides, videos, etc.) to support local users. Validates training materials with other team members.
Localization Specialists	Uses the Mozilla Pontoon service to translate SanteDB to local language if needed. Adapts/designs the user interface to match cultural references/norms (iconography, layout, etc.)
Security Analyst	Creates and performs the Threat Risk Assessment Liaises with the Solution Architect in Develop Operational Technology Architecture Validates the production environment after deployment Designs the users/groups/application policy environment (permissions, data policies, etc.) Performs routine penetration testing against the production environment Manages/Maintains security access to physical and/or virtual infrastructure.
Network Administrator	Installs and configures physical hardware including servers, storage arrays, switches, routers. Configures network firewalls and appropriate software firewalls. Installs and patches bare-metal and virtual operating environments (POSE and VOSE) Installs monitoring infrastructure (SIEM and APM) Documents and configures server backup and recovery procedures.
Database Administrator	Installs and configures the SanteDB database environment. Monitors and modifies database software settings to tune operational environment. Documents and configures database backup and recovery procedures. Modifies and monitors ETL, reports, and BI components.
User Success Associate	Monitors the helpdesk and ticketing software for issues. Provides front-line support to end-users, administrators, and monitors tickets through the lifecycle. Populates the local deployment knowledgebase to reduce future reliance on helpdesk services. Promotes / escalates front-line help tickets to appropriate resources Handles onsite support issues such as basic networking and hardware issues in clinic.

Perform Environmental Scan

Engage with relevant stakeholders to perform an environmental scan of the current environment in which the SanteDB system is being deployed. It is important to observe/collect:

1. Which systems are being used in the context?

2. What types of data do those systems collect?

3. What are the processes used by those systems and their users?

4. What are the operational difficulties that are being encountered? (lack of data, timeliness of access, etc.)

5. How are users authenticated or identified?

6. What non-technical (business) processes are enforced?

7. Perform Policy / Legislative Scan - Identify, collect, and document the relevant legal statutes, policies, laws, culture norms, etc. which may impact the project.

Unique Health Identifier Assessment Toolkit

The Asian Development Bank (ADB) has prepared a useful unique health identifier assessment toolkit which may be of use in performing an environmental scan of the current identities and policy frameworks in your jurisdiction.

See: Unique Health Identifier Assessment Toolkit from ADB