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Rollout

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Christian Lehtinen

Rollout means leading the change, where the Gillie.AI application and the new practises it enables are used in the organisation. This requires leading, goal-setting, participation, familiarisation and support.

 

Good practices for rollout

MAKE A PROJECT

  1. The rollout should be thought of as a project and appoint a project manager for it. Depending on the size of the organisation, the project takes the project manager 2 to 20 hours a week.
  2. The project manager must himself be committed to changing the practices and he must have sufficient technical and substance competence.
  3. The project manager must have the support of the organisation's management for the change and sufficient authority to carry out the change.

PROJECT PHASES

  1. The rollout is divided into phases. Go to the next phase only after the previous phase has been successfully completed.

INVOLVE OTHERS

  1. Rollout needs the participation of employees working in different roles and tasks.
  2. Identify supervisors and users willing to change and involve them in implementing the change.
  3. Agree with the management and supervisors how the rollout of Gillie.AI will be managed, monitored and supported. The project manager does not have supervisory responsibility and thus cannot directly manage users. The supervisors are responsible for the day-to-day management.

PARTICIPATE YOURSELF

  1. The project manager must go into the field himself and support, train and encourage the users on site, especially at the beginning of the rollout.
  2. Monitor system usage with Gillie.AI's reporting and provide guidance and feedback to users.

 

A. Project Planning

The rollout project begins with planning, where the phases and goals of the project are fixed. The final result of the planning is the rollout plan. The duration of the project is usually 2-12 months, depending on the size of the organisation. The tasks of the rollout phase are listed below.

No Tasks Checklist
1

Appoint a project manager. The project manager must have time to implement the change and substance knowledge of the target area.
  • Project manager appointed
2

Name members of the project team. The team members participate in the preparation and implementation of the project plan. The members are responsible for the practical tasks that need to be done during the rollout of the application.
  • Project group named
3

Set a steering group. Rollout is monitored in the steering group that meets every 1-2 months.
  • Steering group appointed
4

Make a rollout plan. It includes phasing, schedule and responsible persons for each phase. The tables on this page can be used as a basis for the plan.
  • Rollout plan done
  • Rollout plan approved
  • Owner for the application has been appointed from the user organisation
5

Set user roles. The user roles are planned and fixed.
  • User roles configured
6

Name support users. Support users are responsible for training and advising users.
  • Support users named and trained

 

 

B. Starting the Usage

During the start of use, users are committed to a new way of working. The goal is to get as many people as possible to use the application in their own work. The duration of the phase is usually 1-4 months. During the phase, a 30-minute follow-up meeting once a week is usually held with the supplier, where the progress of the phase is evaluated.

No Task Checklist
1

Take red alerts in use. optional 

This task is performed if

  • There are devices connected to the Gillie.AI platform that generate alerts, which must be reacted on within 10-15 minutes.

 
  • The red alert types to be activated have been activated
  • There are instructions for handling activated alert types.
  • The people working in the alarm center have been trained
  • 100% of alerts have been acknowledged within the recommended time or forwarded to another alarm system to be acknowledged
2

Take yellow and grey alerts in use.

 
  • The yellow and grey alert types to be activated have been activated
  • Alerts are routed to the information systems used by users to acknowledged alerts, or users acknowledge them from the user interface of the Gillie.AI platform
  • Users have been trained
  • In the shift planning, time is set aside for employees to handle alerts, and the employees handle the alerts as agreed
  • The organisation's performance in Gillie.AI's follow-up report is at least yellow (ie at least 50%)
3

Take customer's dashboard in use when evaluating customers' service needs. optional
  • Service need assessors have been trained
  • When assessing the customer's need for service, the customer's dashboard in Gillie.AI is always looked at
4

Take Statistics functionality in use. Supervisors monitor their own team's customers and employees.
  • Supervisors are trained to use statistics
  • Supervisors regularly monitor the performance of their own team
5

Take family member communication in use. optional 
  • The family member communication product has been activated
  • The procedure for inviting family members has been agreed upon
  • The first family members have been invited to use the application
6 Take web push messages in use. optional
  • The first users have taken in use the web push messages
7

Training of new employees. Establish policies for training new employees starting after the completion of the rollout project.
  • Training practices for new employees have been agreed

 

 

C. Rooting the Usage

The duration of the phase is usually 1-4 months. During the phase, a 30-minute follow-up meeting is usually held 1-2 times a month with the supplier, where the progress of the phase is evaluated.

No Task Checklist
1

Take in use the first monitoring lists (Analysis). The team leaders regularly review the selected monitoring lists.
  • The monitoring lists to be used are set
  • Each supervisor regularly goes through the monitoring lists of his own team alone or with his team
2 Usage monitoring.
  • The organisation's performance in Gillie's follow-up report is at least 70-80%
3 Potential new user groups. optional Assess whether there are user groups that do not yet use the application, but would benefit from its use.
  • New user groups identified
  • New users trained
4

Freeing up time from shift planning. Asses whether there is still a need to set aside time for the use of the application in shift planning, or whether it is possible to manage the use without setting aside time.
  • Decision on whether to reserve time in the future in shift planning
5

Ending the rollout project. Moving on to the continuous operating model.
  • Frequency of follow-up meetings and participants has been agreed
  • The meeting frequency of the steering group has been agreed

 

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