[EPIC] Create hand off plan for LAC

[sarahtress]

Why are we doing this?

To ensure LAC is set up for success with the tools we’ve provided them and able to continue making progress without the DIBBs team. Before creating a hand off plan and any documentation to support LAC, we need to conduct research with LAC to better understand what they will need.

Audience: LAC- IT folks and Systems admin who are maintaining the pipeline

Team Members (RACI)

Amrita: responsible & accountable Sarah: responsible & accountable Peggy: collaborating & consulted Jill: collaborating & consulted

Action Requested

• Find external resources for handoffs - Jill Fromewick ping #general
• Develop a research plan
  • Define how we want to answer open questions
• Define a timeline for this work
• Create an initial outline for LAC to review

Immediate next steps:

• Translate both of these “docs” into Epics on Zenhub Amrita Bhatti
• Start research plan/strategy for LAC handoff plan Peggy Chau + Sarah Tress -- Include previous Q&A and info from discovery sessions and conversations -- Internally align on questions we want to answer with LAC - come up with draft questions and circulate with Emma, Brady, Dan before presenting to LAC
  • Answers we need is different from questions we ask
• Start a draft for summary findings - ® Amrita Bhatti with Ann Millspaugh + Matt Goldberg support

Logistics

Overlap with Usability testing work Have something to deliver by early May

Acceptance Criteria

LAC has all of the materials and support they need to continue to use the DIBBs pipeline at the end of our MOU

Things we want to learn

What does LAC want to do with the work we set up in this pilot after we leave (desired outcomes)? For ex: do they want our tools for educational purposes or do they eventually want to get our tools running in production? What does success look like after this pilot for LAC? Who in LAC will be the users of our handoff plan? Do they want us to have a smaller team continue supporting them beyond May – need to have answered by April 30th Contingent upon work completed by the end of April What barriers does LAC face to continue running with the pipeline in their production environment?

Handoff plan contents

Documentation- include user onboarding documentation Work that @matt is doing - making sure our services are documented well Training plan Sarah Tress & Ann Millspaugh Execution Guide development + training Ongoing support plan TBD - what does support look like Are they going to continue using the pipeline after the pilot is over? Recommended next steps Plenty of features and development that we won't get to Outline “here’s the state of the pilot” as of mid May - if we were to continue the work we have in progress, what would we continue to work on, how would we prioritize it and why What would it take to get all eCR into production? Currently: do a weekly incident and person level linkage, unmatched cases go into blob store for manual review – don’t have confidence that our system is doing a good enough job with matches to ensure our system isn’t flooding their system with new cases

Relevant artifacts/links

• [Add personas here once done]
• LAC Discovery GDrive folder
• Interviews where hand off plan was discussed:
  • Cloud infrastructure training summary notes where we talked briefly about a hand off plan
  • PHDI and eng collaboration interview summary notes also mentioning hand off plan

Link to notes in Drive: https://docs.google.com/document/d/1jfNneOa86bnl1NFXshIwPC1MIErh6juLHIl7nK1bIbg/edit#

[pkchau-skylight]

Notes from sync

Research

• competitive analysis (Skylight + general best practices for consultant handoffs)
• asking LAC users what they want

[aathwal3]

Sprint Goals

• Share initial plan with LAC and react to feedback
• Follow up conversations to gather more information
• Organizing existing materials into handoff plan
• Flesh out handoff plan
• Create a list of content and trainings to be created with timeline

[emmastephenson]

Goals for next sprint: Share handoff plan with LAC (5/1). Slide deck and spreadsheet available as content guides. Content creation is underway.

[emmastephenson]

On track.

[emmastephenson]

Lots of works in progress on handoff documentation and content creation.