Date & Time: / 09/03/2010 – 11:00 UK time
Location: / Teleconference
Attendees:
Apologies:
Purpose: / Weekly review of the Symphony SCR upgrade project
Agenda Item / Notes / Action By / Date Due
Project Plan
26/01/2010
02/02/2010
09/02/2010
25/02/2010
02/03/2010
09/03/2010 / Version 2 of the project plan was discussed in detail on Thursday 14th Jan. Version 3 of the project plan was briefly reviewed during the meeting.
The wording for task 10 should be changed to ‘Identify the users who require smartcards’.
A new task should be added to create the smartcards.
to update the project plan to reflect this
.
The changes made since the last meeting were reviewed.
The project plan was reviewed; some of the dates for activities have passed. to update the plan, extending the dates for some of the tasks.
The project plan was reviewed and a number of changes made including setting the following tasks to 100% complete: 5, 6, 14, 15, 16, 21, 23 and 31.
Dates were extended on the server hardware, communication strategy and Policy and Guidance documents.
to send out V6 with the notes.
Version 7 of the plan was reviewed. There has been a delay in the development process which was caused by CfH not allowing Ascribe into the sandpit, this has introduced a 2 week delay into the Bournemouth deployment plan.
The following tasks were marked as complete 13, 19, 20, 21, 22, 37 and 44.
The duration for task 10 has been extended.
The date for task 24 has been moved to 03/03/10
The training date has moved to 07/04/10.
The project plan was not reviewed as there are no changes to the since the meeting last Thursday.
The project plan will be reviewed by and before the end of this week and sent to on email detailing the changes made. / 26/01
05/02
10/02
12/03
Hardware
26/01/2010
02/02/2010
09/02/2010
25/02/2010
02/03/2010
09/03/2010 / has been discussing the hardware required with.
y to provide feedback on whether a virtual environment is feasible. to book another meeting with .
Ascribe are currently investigating whether servers can be combined in the test environment to support different applications.
explained the internal work taking place to investigate whether servers can be combined is progressing and Ascribe hope to be able to feedback by the end of next week.
Ascribe do not think the current ICW server will cope with the additional load, two new servers would be required to host the training and test environments.
is looking at a virtual environment; he still requires further information before he can feedback.
to find out if received the information he was waiting for regarding virtualisation.
to provide a list of the software required on the department workstations so that can start an audit on the machines
has information on the virtual environment so as soon as can provide the information on the combined server an approach can be agreed.
is on leave this week, confirmed that he would have the information by the end of this week and would set up a meeting with .
has been provided with the necessary information for the workstation audit.
confirmed that her laptop could be used as the test workstation pre go-live and already has VNC installed on it. After go-live there is a PC in application support that can have VNC installed on it for support purposes.
The main issue with hardware is locating the funds to purchase the required hardware.
to send through the completed N3 form.
The Trust are purchasing hardware for all required servers and not using the virtual environment as it’s needed for other projects.
has no further update regarding funding for the Trust but will chase this up today and send an update.
has the N3 form and will get it back to as soon as it’s filled in
has provided with funding details and has sent the information on to for feedback.
The N3 form is with to complete and return. / FORM, W / 26/01
09/02
04/02
12/02
02/03
02/03
ASAP
Creation of the PID
26/01/2010
02/02/2010
09/02/2010
25/02/2010
02/03/2010
02/03/2010 / It was agreed that will create the first draft of the PID
was not on the call so no update.
was not on the call so no update
PID was sent out by on 03/02. has sent back comments, is currently reviewing the PID and and have also been asked for their comments. PID sign off date is 22/02.
is currently reviewing and will send an updated version for review by the next meeting
sent out a PID on Sunday, did not receive a copy so will forward one on.
reviewed the PID today and has sent some questions to and . to return the PID once the reviews are complete.
discussed the point about the feed to clinical viewer and mentioned that had confirmed this would be included in the scope of the project, to find out more information and get back to .
is aware of her outstanding actions. / 26/01
22/02
02/03
02/03
16/03
Smartcards
26/01/2010
02/02/2010
09/02/2010
25/02/2010
02/03/2010
09/03/2010 / is working with to ensure smartcard roles and activities are documented and understood.
A meeting with from CfH has been scheduled to discuss the RA Agent role.
is running a report to identify all the Symphony users. will then work to identify all the users who require a smartcard.
The Trust are also looking to get additional smartcard writers as currently they only have two.
has provided the extract of users but LH can’t open the file. to speak to whilst he’s on site today.
H has details of the ID’s and has asked the ED team to assign a role against their ID.
An additional smartcard writer is being given to the Trust on Friday, says there’s a possibility that 2 will be made available.
said she had no information on what the different roles are from the SCR perspective - to send activities document.
has received the RBAC document and is currently reviewing.
has been speaking with today regarding roles. was checking details to do with the sponsor role which will also look in to.
has a meeting with this afternoon so she should be in a position to provide a better account of roles and numbers after that.
has been working with and they’ve identified that a minimum of 370 cards are needed, only 30 staff have already got cards.
and are putting together packs that contain the required forms the users need to complete. Once they have a backlog they will start sending them to. / 09/02
03/03
Training
02/02/2010
09/02/2010
25/02/2010
02/03/2010
09/03/2010 / Ascribe will provide ‘Train the trainer’ training together with an e-learning package that the Trust can use to train end users.
The train the trainer dates need to be pencilled in ASAP with the trainers. The training can take place from 18th March.
The Trust already support some e-learning. to provide further details of what is currently being used at the Trust.
The e-learning provided by Ascribe can either be hosted on a server at Ascribe, hosted by the Trust or be provided on a CD. It is likely that the Trust would like to host it on their ESR system.
agreed to provide further details of the eLearning software provider as well as details of how the course was structured and how access/assessments were handled.
will put a draft version of the e-learning training material on the Symphony SQL server for review.
The ‘Train the trainer’ date of 7th April has been offered to the Trust.
sent the eLearning email on Thursday and the draft documentation on Friday. explained that the web installation was still being investigated and said that this would be the option the Trust most likely adopt.
said that the date of 07/04 was still being discussed.
LH asked about helpdesk training and whether the helpdesk staff will need training on Symphony 2.29 prior to them attending the helpdesk course. to find out more about the helpdesk course and send the details to .
said that the only rooms available for the training on 07/04 where at ChristchurchHospital. confirmed that this shouldn’t present a problem. will clarify who is attending the training.
explained that work was still progressing on the DHTML eLearning version and further testing was scheduled to take place internally at Ascribe tomorrow. to provide with an update as soon as one’s available.
discussed the helpdesk course and said that further work was needed by Ascribe to complete the course agenda which would be provided to once available.
explained that it would be beneficial for the helpdesk staff to complete the eLearning course first to get an understanding of the overall solution, will arrange for this to happen. / 26/01
12/02
09/03
09/03
Demo
26/01/2010
25/02/2010
02/03/2010 / A demo of the SCR Screens and process was discussed, possibly to take place at the Trust on Friday 12th February.
to confirm the date and to feedback to what Ascribe need for the demo.
The demo is booked for 12th Feb.
The demo on the 12th took place. would like to two additional sessions to take place one in the morning and one in the afternoon for a date in March.V to speak to about dates for these sessions.
is attending the session on 19/03, this will only involve a 5 minute presentation to clinical staff who meet on a weekly basis.
has asked for her availability on 29/03 for a full demo. / 26/01
02/03
Lessons learnt
09/03/2010 / requested details of any lessons learned following the Pennine project so far, agreed to send the information he has through.
hasn’t sent through anything yet, he has the information and will produce the document and send it out for review.
will send something out by the end of this week. / 12/03
12/03
12/03
Communication Strategy
25/02/2010
02/03/2010
09/03/2010 / has some work left to do to provide details to is hoping to use an area on their intranet.
will send out the Communication Strategy
emailed the document today, although it hasn’t been reviewed internally yet he doesn’t think it will change.
to track changes and send her feedback.
should also be able to send the materials specified in the document soon soH can review these also.
is still in the process of collating her feedback. doesn’t think there will be any major changes as the document is fairly comprehensive.
is looking to send out the additional documentation by the end of this week. / 02/03
12/03
Trust produce Policy's and Guidance documents
02/03/2010
09/03/2010 / has agreed to meet within early March to discuss items such as consent, permission to view and uploading data which will feed in to the Trust’s policy and guidance documents.
agreed to meet on 17/03 AM.
As above.
Testing
09/03/2010 / When discussing the Trust’s testing tasks for both the Symphony upgrade and SCR deployment offered CfH resources which had been used at Pennine to test items such as printed outputs and reports.
No update required.
Upgrade
09/03/2010 / The config freeze is in place as of yesterday and LH has communicated the process to the ED staff.
The UAT dates were reviewed in the plan.
No update required.
Go-live
26/01/2010
02/02/2010
09/02/2010 / Some discussions have taken place around the time the upgrade should take place. It has been suggested that 6am would be a good time.
to discuss with SR any out of hours charges.
confirmed that there would be no ‘out of hours’ charge if the upgrade started at 6am.
No update
Closed as agreed. / 26/01
CfH SCR Media
26/01/2010
02/02/2010
09/02/2010 / The Trust have requested a DVD that can be played on the TV screen at the Trust. PN is sending a DVD – ‘SCR the Story So Far’.
has received the DVD from
The Trust are going to play the DVD through their screens.
Closed as agreed. / 26/01
Data Quality
25/02/2010 / discussed the data quality task in the project plan. explained the process at Pennine where the Symphony PMI will be traced for NHS numbers which will be loaded in prior to their go-live.
to speak to the Trust’s data quality team to find out if they have any data quality concerns or requirements.
advised that the Trust did not have any data quality concerns. This item can now be closed. / 23/02
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