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Deployment

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Asko Hakonen

 

Terminology

Technical Deployment means here activity reponsible for move software (like PHR, Gillie, Device Clouds) and hardware to live enviroment

Deployment means here implementation of Gillie AI and new processes. This requires change management, target setting, leadership and support for end user organization.

 

Good Practices for Deployment

SET A PROJECT

  1. Deployment is a project and you should appoint a project manager for it. Depending on the size of the organization, the project takes 2 to 20 hours per week from the project manager.
  2. The project manager must be committed to change
  3. The project manager must have the support of the organisation's top management for the project and sufficient authority to implement the change of processes into practise

 

SET PHASES

  1. Divide the implementation into stages and move on to the next one only after the previous stage has been successfully completed
  2. For each step, set goals and metrics that you know the stage was successful

INVOLVE PEOPLE

  1. Implementation requires the participation of employees in different roles and tasks
  2. Identify those willing to drive change and involve them and empower them in the implementation of change

 

Deployment Plan

The implementation project begins with planning, in which the stages and goals of the project are fixed. The end result of his planning is a deployment plan. The duration of a implementation project is usually 2-12 months depending on the size of the organization. The tasks of the planning phase are listed below.

 

No Task Check list
1

Assign project manager. Project manager must have time to drive change and a good domain knowledge.

 
  • Project Manager assigned
2

Assign steering group. Implementation is steered in a steering group. Meetings are held once a month.

 
  • Steering group assig
3 Make a deployment plan. It includes phasing (2-3 phases), a timetable, objectives for each phase, and metrics to evaluate the implementation of the phase. This template can be used as a basis for the plan.
  • Deployment plan done
  • Deployment plan accepted in the steering group
  • Assigned owner for the system from end user organization
4

 

Assign support users. Support users train and support end users.
  • Support users assigned and trained
5 Set metrics. You can use the example template  *) below.
  • Metrics set
6

 

Plan internal and external communication.
  • Communication plan done and accepted in the steering group

 

It is a good idea to divide the project into 2-3 phases, after which the success of each phase is evaluated using the metrics set in the deployment planning phase. The table*) below provides examples of possible metrics.

 

No Measurement
1

 

Reaction time - over 80% of predictive alarms are acknowledged in recommended time
2 Effectiviness - over 50% of alarms lead to action
3 Costs - home care visits concentrated at those who need them most
4 QoL - customers quality of life is improved

 

1. Phase

In the first phase of implementation, users are engaged in 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.

No Task Checklist
1

Enable alarms that require immediate response (so-called red alarms) in Gillie's organisation settings view. You can see list of alarms from here.

 

Note: This step is done, if

  • Gillie.AI is connected to devices that send alarms that must be reacted to within 10-15 minutes, or
  • Gillie.AI for Remote Monitoring -module is activated
  • There is a procedure and instructions for handling each type of alarm
  • Those working in the emergency center are trained.
  • All alarms are acknowledged within the recommended time or routed to another alarm system for acknowledgment.
2

Enable the first 5 predictive alarms.

You can see list of alarms from here.

 

The following alarms are recommended to be enabled at this point. You can modify the list, if you wish.

  • Lots of calls at the same time
  • Increased amount of calls
  • Frequent calls
  • Frequent unnecessary calls
  • Frequent geo alarms

 
  • The alarms to be activated are chosen
  • There are operating instructions for handling each type of alarm
  • Users acknowle alarms in Gillie and handle alarms as agreed, or alarms are routed to other system
  • Users are trained
  • User are allocated time for handling alarms
3

Start to use Gillie dashboard view, when analysing customers care need and service need.  

 
  • Persons who evaluate service needs, are trained.
  • They utilize Gillie dashboard, when evaluating customers service need.
4

Start to use statistics and recommendations reports. 

 
  • Supervisors and team leaders are trained to use the statistics and recommendations reports
  • Supervisors and team leaders follow up their customers and employees 
5 New employee orientation.
  • New employee orientation responsibilities nominated, methods and processes done
6 Evaluate succes of this phase. 
  • Are metrics set in deployment plan met
  • Results analyzed in the steering group

 

 

2. Phase

In this phase users start to use new features and alarms.  The duration of this phase is usually 1 to 4 months.

No Task Checklist
1

Enable next 5 predictive alarms.

You can see list of alarms from here.

The following alarms are recommended to be enabled at this point. You can modify the list, if you wish.

  • Unnecessary home care visits
  • Deviation on diabetes treatment balance
  • Health deviation
  • Deviation on mental performance
  • Emergency vistit risk
  • The alarms to be activated are chosen
  • There are operating instructions for handling each type of alarm
  • Users acknowle alarms in Gillie and handle alarms as agreed, or alarms are routed to other system
  • Users are trained
  • User are allocated time for handling alarms
2 Start to use Analyses 

The following analyses are recommended to be used at this point. You can modify the list, if you wish.

  • Pain
  • Depression
  • Selfdestruction

 
  • The analyses to be used are chosen
  • Each team leader check lists once a week
3 Evaluate succes of this phase. 
  • Are metrics set in deployment plan met
  • Results analyzed in the steering group
     

 

 

3. Phase

In deployment projects last phase, rest alarms and features are taken in use. Duration of this phase is usually 1 to 4 months.

 

No Task Checklist
1 Enable rest of predictive alarms.

 

 
  • The alarms to be activated are chosen
  • There are operating instructions for handling each type of alarm
  • Users acknowle alarms in Gillie and handle alarms as agreed, or alarms are routed to other system
  • Users are trained
  • User are allocated time for handling alarms
2 Start to use next Analyses-lists. 
  • The analyses to be used are chosen
  • Each team leader check lists once a week
3 Evaluate succes of this phase. 
  • Are metrics set in deployment plan met
  • Results analyzed in the steering group


System owner and project manager

Information system consists of data, users, processes and software 

 

Project manager is responsible for implementation phase. This means

  • Driving the change
  • Target setting
  • Leadership
  • Management
  • Support
  • Orientation

 

System owner is responsible for

  • ensuring the goals are achieved and organisation is using IT system and new processes
  • user guide
  • trainings and skill management
  • development of processes
  • continious usage of the system
  • change management

System owner should be from end user organisation. 

 

 

 

 

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