NHS Business Services Centre Pontypool Deployment Process

BUSINESS PROCESS

NHS WALES

BUSINESS SERVICES CENTRE PONTYPOOL

Author / Gerald Jones
Title / Deployment Process
Issue: / 1.0
Issue Date: / 01/10/2007
No. of pages / 5
Document No. / PCMTBPRO-03_Deployment_Process

REVISION HISTORY

Issue No. / Created / Brief description of changes
01 / 17/05/07 / Preliminary draft -- deployment
30 May –22June / Various editorial changes. Feedback from Roberta and Ed. Also updated Audience section. Updates from Ed (after meeting). Editorial changes. Added link to deployment verification certificate in Forms folder. (NOTE that the files in the Forms folder are placeholders at the moment, but will be overwritten with the forms when they are completed.) Some textual changes to table step information.20/21 -- Major changes -- process remapped/steps/description changed (feedback from Roberta/Ed).

RELEASE AUTHORIZATION

Regional IT manager ______(Andrew MacBean)

IT Project Manager ______(Roberta Houghton)

1.0AUDIENCE AND PURPOSE

This document is for Performance and Contract Monitoring Team (PCMT) staff who participate in the deploymentprocess. Readers of this document should be familiar with theGMS Systems and Services Framework Agreement, from which the deployment process is derived.

The purpose of this document is to explain the activities involved in the deployment process, to enable PCMT staff to understand and perform their role and responsibilities. Although practice, LHB, BSC regional staff and supplier staff can view this document, it does not describe in detail their activities in the process. It is assumed that non-PCMT staff refer to their own process and procedural documentation.

For an overview of PCMT’s role in the business processes for the provision of core and additional services under the GMS Systems and Services Framework Agreement, refer to Role of PCMT.

2.0SCOPE AND CONTENT

This document describes the process. The map of the process in Chapter 5.0is explained fully in the detailed steps in Chapter 6.0.

This document does not describe detailed, step-by-step instructions for the use of tools, database management systems or other software applications to perform the activities described in the process.

3.0INTRODUCTION

The deployment process starts with the supplier’s confirmation of the order.

If the supplier anticipates any delay to the deployment milestones, it must inform PCMT, which informs the LHB. The supplier then updates the deployment plan, reaching agreement with the LHB and practice.

After a delivery by the supplier, there is a verification period of not less than 30 days to confirm the deployment is successful. If the supplier does not satisfy the deployment verification criteria, the supplier must inform PCMT, giving reasons for non-delivery, and some analysis and discussion takes place between all the parties to determine if there are any mitigating circumstances. If there are no mitigating circumstances, PCMT records the number of non-deliveries. The supplier must agree an action plan with the LHB and practice to complete the deployment, notify PCMT, and then implement the changes.

When the deployment verification criteria have been satisfied and the deployment of the service is verified as successful, the LHB or practice create a deployment verification certificate (DVC) for the order,and sends it to PCMT.PCMT validates the DVC, updates the asset register and sends the DVC to the supplier. Theinvoicing process then starts.

4.0RESPONSIBILITY

Various parties are responsible at different steps in the process, as defined inChapter 6.0.

5.0PROCESS MAP

6.0DETAILED STEPS

The following table describes the detailed steps to be performed for the deployment ofa service.

For timescales, when the due date falls on the weekend or a public holiday, the next working day is acceptable.

Table 1: Deployment

Step / Description / Timescale / Who
1 / Confirm the order has been received. / Within two business days after receipt of the order / Supplier
2 / Determine if any of the deployment milestones in the deployment plan will not be met.
If yes, go to step 3.
If no, go to step 6. / Supplier
3 / Notify PCMTregarding the delay, describing the milestones that will not be met. / At least one business day before each milestone / Supplier/LHB
4 / Update the deployment plan, agree the plan with the LHB andpractice, and then proceed with the delivery. If the supplier is aware of any dependencies on the practices or the LHB, it must inform PCMT. / Supplier, LHB and practice
5 / Decide if the order has been delivered according to the agreed deployment verification criteria.
If yes, go to step 12.
If no, go to step 7. / LHB and practice
6 / Notify PCMT, giving the reasons why the deployment verification criteria were not satisfied. / Supplier
7 / Determine if there were any mitigating circumstances for the failure to deliver.
If yes, go step 10.
If no, go to step 9. / All parties
8 / Record the number of non-deliveries for which the supplier is responsible, so the Consortium can review the contract terms later. / PCMT
9 / Create an action plan to complete the deployment successfully, agree the plan with the LHB and practice, and notify PCMT. / Supplier, LHB and practice
10 / Implement the changes to the delivery. / Supplier
11 / After verifying the service has been delivered, create a deployment verification certificate (DVC) and send it to PCMT. / For all deployments, a deployment verification period of not less than 30 days follows a successful delivery / LHB and practice
12 / Validate the DVC and update the asset register. / PCMT
13 / Send the DVC to the supplier. / PCMT
14 / Start theinvoicing process. / Supplier
©Business Services Centre Pontypool / PCMTBPRO-03 / Issue 01 / Page 1 of 5

S:\Information Management & IT\GPICT\PCMT\Controlled Documents\Process Documents\PCMTBPRO-03_Deployment_Process.doc