Staff Onboarding Timeline

Topics:

Select the on-boarding session to be viewed

After Contract is Awarded

Next Steps

1. Kevin will set up new billing code in Jamis.

2. Rachel will add new billing codes into BSI/BSI Tech/RFE Squish projects, update the database page wiki, update the modules page wiki, update the downtime contacts and database owner excel files.

3. Rachel will reach out to the customer to introduce them to their BSI Support Representative and ask when they would like to have the Kickoff Session.

4. Rachel will schedule the Internal BSI Handoff Discussion.

Internal Hand Off

Outline

Attendees for Internal BSI Handoff: Jamie, Steve, Rachel, BSI Support Representative

Duration: 30 minutes

Meeting Outline:

Review of any known workflows, documentation, and e-mails/discussions that occurred during the sales period.
Review modules that were purchased, on-site training, and data migration efforts.
Review of environment needs including local hosting, SSO, etc.
Review of known project deadlines that will need to be met.

Resources

Kickoff Questionnaire Document

Workflow Analysis Document

Next Steps

Support Representative

Send meeting invite for the date/time the customer requested for the Kickoff session.
Send a request to Gwen to create the IMS Support Community.
- After the community is created, create user accounts on the for all known customer contacts.
Create an "On-Boarding" Support Squish issue for the customer to track all time involved in the on-boarding and any notes. Also, the Support Squish issue should include a running list of possible RFEs that are brought up during the on-boarding process. The first comment in the support issue should document what was discussed in the Internal Handoff discussion:

Review of any known workflows, documentation, and e-mails/discussions that occurred during the sales period.
Review modules that were purchased, on-site training, and data migration efforts.
Review of environment needs including local hosting, SSO, etc.
Review of known project deadlines that will need to be met.

Create a Dev-Ops Squish issue to get the database spun up on Training Island. The Dev-Ops issue should include: the modules purchased and any extra environment needs (local hosting, SSO, etc.).
Once the database is available for testing, test the database to confirm that it is ready for on-boarding.

Kick-off

Outline

Attendees for Kickoff: Steve, Rachel, Jamie, BSI Support Representative, Customer POC & Super Users

Attendees for Workflow Analysis: BSI Support Representative, Customer POC & Super Users

Duration: 1 hour; 30 minutes for Kickoff and 30 minutes for Workflow Analysis

Kickoff Meeting Outline

Start session recording on Teams

Receive general approval for session to be recorded

Introductions of BSI staff and customer staff
- Introductions from the customer’s staff
- Introductions of BSI Staff
Overview of the On-Boarding Process
- Web sessions to train super users on all BSI functionality for core modules and any optional modules. Sessions are recorded and available for future reference.
- Focus on equipping customers to configure the BSI system to meet workflow-specific needs.
- Emphasis on discussing and understanding current or anticipated workflows.
- Define any need for functional enhancements to the BSI system.
- Workflow-specific training for BSI end users at the end of onboarding.
Open the Kickoff Questionnaire on the screen. Review & complete any unanswered questions from the Kickoff Questionnaire.

This should be saved and uploaded to the database's BSI Support Squish issue when completed.

Q&A
Excuse those who do not need to be on the Workflow Analysis call and continue on to the next part of the session.

Workflow Analysis Meeting Outline

Deep-dive into the customer's workflow

Open the Workflow Analysis questionnaire on the screen and this should be used to aid this discussion & be completed by the end of the session. The document should be saved once completed and uploaded to the database's BSI Support Squish issue.

Verbal introduction to the Customization Module so they can start determining the field set they will need.
Wrap-Up

Review customer's next steps.
If scheduled, confirm whether next week's session still works for their calendars.

Next Steps

Support Representative

Upload the recording to their community
Create support site accounts. Credentials will be e-mailed to the users once the accounts are created.
Send a follow-up e-mail and include:
- Introduction to the support site
- Let them know where to find the session recordings that were uploaded
- Remind users of the next scheduled session date & time
Update the database's BSI Support Squish issue with details from the Kickoff Session & amount of time spent preparing and conducting the session. Also, add any possible RFE requests that came up during the meeting.

Attach the completed Kickoff & Workflow Analysis Questionnaires

Prepare for Session 1- Demonstrate the customer's proposed workflow & Customization/Code Lists.

Spin up a Demo Island database to use for preparing an example workflow demo if the Training island database will not be available

When the Training database is available, test to confirm it works as expected. Also, add necessary user accounts (set generic passwords) and system preferences.

The day before Session 1, send a reminder e-mail with a link to the Session 1 outline.

Session 1

Outline

Attendees: Customer Contacts, Support Representative

Duration: 2 hours

Meeting Outline:

Start session recording on Teams

Receive general approval for session to be recorded

Demonstrate the following modules/topics and let the user work along in the database as much as possible:
- Demonstrate in BSI the workflow that you have prepared for them based on what you know about their processes. The workflow in BSI may change while the on-boarding process continues. There will be another session at the end of the on-boarding to demonstrate the final workflow. If no known workflow is set, ask if they would like to see a general, high level demo of BSI since some users may have never seen it before.
- Review BSI Vocabulary
  - Environments (Training, Beta/UAT, Production, Mirror)
    - Users will be sent their log in credentials to Training after the meeting today
  - Drop down menus (File, Tools, Help, etc.)
  - Module/manager/editor terminology
  - Filter
  - Very brief intro to user access levels: System Admin vs. Database Manager vs. Local Admin vs. User. More detail will be given later during the Administration Session
- Customization
  - System Preferences
    - Only System Administrators can apply new system preferences
  - Customization
    - What is a Vial vs. Sample field review
    - How to add, edit, and delete fields
    - How to add, edit, and delete verifiers
      - Testing verifiers in Customization
      - Show how the verifier is added immediately to Data Entry editor
    - Customization history
- Code Lists
  - Add/Delete values from code lists
  - Deactivating code list values
  - Where can code lists be modified
  - Code List Filtering
  - Permissions
- IMS Support Site
  - Where they can access videos
  - How to contact the support representative through the site & threads
  - Where workflow documents, videos, and the user guide can be found
  - Where the on-boarding session outlines are located
Wrap-Up
- Provide the customer’s next steps.
- If scheduled, confirm next week’s session time still works for them.

Next Steps

Support Representative

Upload the recording to their community
Send a follow-up e-mail and Training Island login information
Update the database's BSI Support Squish issue with details from the session & amount of time spent preparing and conducting the session. Also, add any possible RFE requests that came up during the meeting.
Prepare for Session 2- Studies & Locations

The day before Session 2, send a reminder e-mail with a link to Session 2 outline.

Session 2

Outline

Attendees: Customer Contacts, Support Representative

Duration: 1.5 hours

Meeting Outline:

Start session recording on Teams
- Receive general approval for session to be recorded
Review the customer’s homework and see if they have any questions from last session
Demonstrate the following modules/topics and let the user work along in the database as much as possible:
- Study
  - Creating/editing/deleting studies
  - Study status field & related functionality
  - E-signatures
  - Requires Authorization
  - Study Templates
- Locations
  - Adding/editing/deleting containers
  - Edit Sub-containers
  - Reserving containers for a study
  - Favoriting containers
  - RMB options (will go into more detail about the different options later)
- Labels (if they are printing barcode labels)
Circle back to any other modules that may be necessary
- Customization
  - Study properties
Wrap-Up
- Provide the customer’s next steps that need to be completed by the next session.
- If scheduled, confirm next week’s session still works for everyone.

Next Steps

Support Representative

Upload the recording to their community
Send a follow-up e-mail
Update the database's BSI Support Squish issue with details from the session & amount of time spent preparing and conducting the session. Also, add any possible RFE requests that came up during the meeting.
Prepare for Session 3- Specimen Data Entry & Templates. Be sure to tailor the next session to meet the customer's workflow needs. A customer-specific workflow document should be created for Shipments & Data Entry.

The day before Session 3, send a reminder e-mail with a link to Session 3 outline.

Session 3

Outline

Attendees: Customer Contact, Support Representative

Duration: 2 hours

Meeting Outline:

Start session recording on Teams
- Receive general approval for session to be recorded
Review the customer’s homework and see if they have any questions from last session
Demonstrate the following modules/topics and let the user work along in the database as much as possible:
- Shipments (if their workflow requires this module-otherwise provide an overview of the module and start at Data Entry)
  - Differences between Shipments and Data Entry
  - Adding specimens manually to the editor
  - Importing
  - Receipt of shipment from editor or manager
  - Receipt of specimens and transferring to Data Entry
  - Adding/resolving discrepancies
  - Assign To
- Data Entry
  - Review the different types of data entry batches
  - Add batch
    - Manual entry
      - Selecting values from choice or multi choice fields
      - Formatting errors that can be displayed if value is not in correct format
    - Importing wizard
    - Location assignment
  - Modify batch
  - Change ID batch
  - Delete batch
- Templates
  - Creating templates/ importing templates
  - Limit Selection
  - Template formulas available
  - Applying templates in Data Entry and Shipments
- Circle back to any other modules that may be necessary
  - Customization
    - Adding additional specimen level fields that will be in shipments or data entry
  - Locations
    - Adding specimens via RMB
    - Moving specimens via scanning/ drag and drop
    - Scanning to move specimens
  - Labels
  - Code Lists
    - Update any necessary
    - How to update code lists via Data Entry/Shipments editors
    - Code List Filtering
Wrap-Up

Provide the customer’s next steps that are to be completed before next week’s session.
If scheduled, confirm that next week’s session still works for everyone.

Next Steps

Support Representative

Upload the recording to their community
Send a follow-up e-mail and include any customer-specific workflow documents for Shipments & Data Entry.
Update the database's BSI Support Squish issue with details from the session & amount of time spent preparing and conducting the session. Also, add any possible RFE requests that came up during the meeting.
Prepare for the next session- See Subjects/Consent, Kits, or Requisitions/Requisition Task Templates.

Requisitions/Requisitions Task Templates has a customer-specific workflow document that needs to be prepared.

The day before the next session, send a reminder e-mail with a link to the next session's outline.

Session 4

Outline

Attendees: Customer Contact, Support Representative

Duration: 1 hour

Meeting Outline:

Start session recording on Teams
- Receive general approval for session to be recorded
Review the customer’s homework and see if they have any questions from last session
Demonstrate the following modules/topics and let the user work along in the database as much as possible:
- Subjects
  - Universal/general subject fields
  - Study specific subject attributes
  - Adding subjects
  - Editing subjects
  - Universal Subjects (if they have this feature)
- Consent
  - Universal consent fields
  - Study specific consent fields
  - Creating consent forms
  - Adding consent
  - Editing consent
- Circle back to any other modules that may be necessary
  - Customization
    - Adding universal subject and consent fields
  - Data Entry
    - Adding/editing subjects via Data Entry
    - Find Subject IDs tool
  - Shipments
    - Adding/editing subjects via Data Entry
    - Find Subject IDs tool
  - Code Lists
    - Update any necessary
Wrap-Up

Provide the customer’s next steps.

If scheduled, confirm next week’s session time still works for them.

Next Steps

Support Representative

Upload the recording to their community
Send a follow-up e-mail
Update the database's BSI Support Squish issue with details from the session & amount of time spent preparing and conducting the session. Also, add any possible RFE requests that came up during the meeting.
Prepare for the next session- See Kits or Requisitions/Requisition Task Templates.

Requisitions/Requisition Task Templates has a customer-specific workflow document that needs to be prepared.

The day before next session, send a reminder e-mail with a link to the outline.

Session 5

Outline

Attendees: Customer Contacts, Support Representative

Duration: 1 hour

Meeting Outline:

Start session recording on Teams
- Receive general approval for session to be recorded
Review the customer’s homework and see if they have any questions from last session
Demonstrate the following modules/topics and let the user work along in the database as much as possible:
- Collection Kits
- Circle back to any other modules that may be necessary
  - Shipments
  - Data Entry
Wrap-Up
- Provide the customer’s next steps.
- If scheduled, confirm next week’s session time still works for them.

Next Steps

Support Representative

Upload the session recording to their community
Send a follow-up e-mail
Update the database's BSI Support Squish issue with details from the session & amount of time spent preparing and conducting the session. Also, add any possible RFE requests that came up during the meeting.
Prepare for the next session - Requisitions and Requisition Task Templates. Be sure to tailor the next session to meet the customer's workflow needs. A customer-specific workflow document should be created for Requisitions and Requisition Task Templates.

The day before the next session, send a reminder e-mail with a link to the outline.

Session 6

Outline

Attendees: Customer Contacts, Support Representative

Duration: 2 hours

Meeting Outline:

Start session recording on Teams
- Receive general approval for session to be recorded
Review the customer’s homework and see if they have any questions from last session
Demonstrate the following modules/topics and let the user work along in the database as much as possible:
- Creating & submitting requisitions
  - Searching and selecting specimens to process
  - Review of different tasks
  - Applying and completing tasks in requisitions
  - Requisition approvals
  - Requisition specific fields
  - Specimen Viewer (lineage)
  - Drag and Drop to create requisitions
  - Assign To
- Requisition Column View Templates
  - How to create
  - Applying in requisitions
  - How it applies to aliquot task
- Requisition Property Templates
  - How to create & activate
  - Applying to requisitions
- Requisition Task Templates
  - How to create & activate
  - Applying in requisitions
  - Saving templates in the requisition editor
- Circle back to any other modules that may be necessary
  - Templates
    - Templates for creating children
  - Data Entry
  - Locations
  - Consent
    - How consent works with requisitions
  - Customization
    - Requisition property fields
Wrap-Up

Provide the customer’s next steps.
If scheduled, confirm next week’s session time still works for them.

Next Steps

Support Representative

Upload the session recording to their community
Send a follow-up e-mail and include a customized workflow document based on the customer's workflow in Requisitions.
Update the database's BSI Support Squish issue with details from the session & amount of time spent preparing and conducting the session. Also, add any possible RFE requests that came up during the meeting.
Prepare for the next session- See Results or Reports.

The day before the next session, send a reminder e-mail with a link to the outline.

Session 7

Outline

Attendees: Customer Contacts, Support Representative

Duration: 1.5 hours

Meeting Outline:

Start session recording on Teams
- Receive general approval for session to be recorded
Review the customer’s homework and see if they have any questions from last session
Demonstrate the following modules/topics and let the user work along in the database:
- Results
  - Creating & releasing procedures
- Circle back to any other modules that may be necessary
  - Requisitions
    - Procedure task
Wrap-Up

Provide the customer’s next steps.
If scheduled, confirm next week’s session time still works for them.

Next Steps

Support Representative

Upload the session recording to their community
Send a follow-up e-mail
Update the database's BSI Support Squish issue with details from the session & amount of time spent preparing and conducting the session. Also, add any possible RFE requests that came up during the meeting.
Prepare for the next session - Reporting, Dashboard, and Engage.

The day before the next session, send a reminder e-mail with a link to the outline.

Session 8

Outline

Attendees: Customer Contact, Support Representative

Duration: 2 hours

Meeting Outline:

Start session recording on Teams
- Receive general approval for session to be recorded
Review the customer’s homework and see if they have any questions from last session
Demonstrate the following modules/topics and let the user work along in the database as much as possible:
- Reports
  - Standard Reports (Vial History & Unoccupied Vial Space Report)
- RMB options in Interactive Tables and editors throughout the system
- Exporting data from editors
- Dashboard
- BSI Engage (if they purchased this module)
  - What is Engage
  - Specimen search
    - Saving and applying searches
    - Saving default searches
  - Requisitions
    - Shopping cart
    - Watching the requisition progress
  - Shipments
    - Resolving discrepancies
  - Studies
    - Editing studies
    - Viewing specimens in a study
  - Dashboard
    - Applying reports to dashboard
- Circle back to any other modules that may be necessary
  - Shipments (if using BSI Engage)
    - Show how Engage works with the client
  - Requisitions
    - Show how Engage works with the client (if using BSI Engage)
    - Drag and dropping specimens into a requisition
    - Requisition task reports
  - Wrap-Up

Provide the customer’s next steps.
If scheduled, confirm next week’s session time still works for them.

Next Steps

Support Representative

Upload the session recording to their community
Send a follow-up e-mail
Update the database's BSI Support Squish issue with details from the session & amount of time spent preparing and conducting the session. Also, add any possible RFE requests that came up during the meeting.
Prepare for the next session - Administration

Fill out the appropriate repository and code list values necessary for creating roles and setting up user accounts.

The day before the next session, send a reminder e-mail with a link to the next session's outline.

Session 9

Outline

Attendees: Customer Contacts, Support Representative

Duration: 2 hours

Meeting Outline:

Start session recording on Teams
- Receive general approval for session to be recorded
Review the customer’s homework and see if they have any questions from last session
Demonstrate the following modules/topics and let the user work along in the database as much as possible:
- Review repository/institution (what they are, how they are different).
- Roles
  - Creating roles
  - Editing roles
- User Administration
  - Adding users/deactivating users
  - User Profile
  - User Preferences
  - Filter/standard search dialog
  - Access levels and privileges
- User Views
- System Views
  - Describe what a system view is
    - Views can be set on most managers
    - Shipments and Data Entry do not have editor views because they use templates
  - Support Representatives can set system views- we just need to be informed how the customer would like for it to be set up
  - Permissions
    - Users can also set their own user views
- Study Level Security
  - What this means for what users see
  - Assigning Study Level Permissions from User Admin
  - Assigning Study Level Permissions from Studies
- Circle back to any other modules that may be necessary
Wrap-Up

Provide the customer’s next steps.
If scheduled, confirm next week’s session time still works for them.

Next Steps

Support Representative

Upload the session recording to their community
Send a follow-up e-mail
Update the database's BSI Support Squish issue with details from the session & amount of time spent preparing and conducting the session. Also, add any possible RFE requests that came up during the meeting.
The customer can have 2 additional sessions to cover things of their choosing. Determine what they want to cover and schedule these sessions. These sessions should be completed before the Closing Session is held.
Prepare for the closing session.

Gather all RFEs that have been proposed and prepare to discuss them to see if the customer wants to move forward with ROM estimates for them.

The day before the next session, send a reminder e-mail with a link to the outline.

Internal Regroup

Outline

Attendees: BSI Leads, Support Representative

Duration: 30 minutes

Meeting Outline:

Overview of the how the on-boarding sessions went
Overview of the possible RFEs that the customer wants

Do they want these before or after production release?

Steve will provide options for timeline to production release

The date for when the Migration Checklist is due should be determined
The date for the "snapshot" should be determined
The date for UAT approval should be determined

Training

Did the customer purchase on-site training?
Does the customer want training pre or post production launch?

Any other issues or questions for the leads team

Closing Session

Outline

Attendees for Workflow Demonstration: Customer Contacts, Support Representative

Attendees for Closing Session: BSI Leads, Customer Contacts, Support Representative

Duration: 1.5 hours; 45 minutes for Workflow Demonstration and 45 minutes for Closing Session

Workflow Demonstration Meeting Outline:

Start session recording on Teams
- Receive general approval for session to be recorded
Review the customer’s homework and see if they have any questions from last session
Demonstrate the user's workflow from start to finish.

See if the customer is happy with this workflow.
Document any "sticking points" that they are still not happy with.
If there is extra time, have the user perform the entire workflow in the system.

Closing Session Meeting Outline:

Greet new arrivals to the conversation
On-boarding process

Brief overview of what was completed
Ask for feedback on the process

Summary of any potential RFEs that were discussed throughout the sessions
- Do they want to proceed with cost estimates for any of them?
- Clarify that the database will be launched before RFEs are implemented into the database (NOTE: It is possible that RFEs could be done on T&M before production launch, or possibly even on BSET on a case-by-case basis. This should always be coordinated with Steve).
Timeline for “Go Live” needs to be specified and approved

The date for when the Migration Checklist is due
The date for the "snapshot"
The date for UAT approval

Determine dates for online or on-site training (if purchased)
Wrap-Up
- Additional information for staff reference can be found in the staff checklist.

Review & complete the Data Migration Checklist. Unnecessary parties can drop off the call at this point
Provide the customer’s next steps.

Next Steps

Support Representative

Upload the recording to their community
Send a follow-up e-mail including the completed Data Migration Checklist and a list of RFEs that we will be providing ROM estimates for.
Write RFE documents as necessary and follow them through the RFE process until they have been released to production (most likely after on-boarding launch).
Start the Database creation process:

Note in the existing Dev-Ops Squish issue that the UAT database is ready to be created.
- Attach a copy of the completed Data Migration Checklist to the issue
- Document the agreed-upon snapshot date and the go-live date in the issue.
  - NOTE: there should be no less than two weeks between the snapshot and the go-live date for spin-up, internal testing, UAT and approval of the database.
  - If RFEs are implemented during the on-boarding process (before going live), then the go-live date should coincide with a numbered release.

A copy of the production database will be placed on UAT.

Review/test the database on UAT.
Ask the customer to test the database on UAT and when satisfied with the database to approve it for release to production.
Update the Dev-Ops Squish issue with approval from the customer to release the UAT database to production. Coordinate the launch with Steve.

Once the production database is live and any web or on-site training is complete:

Submit a Dev-Ops Squish issue to remove the training databases from Training Island.
Update the database's BSI Support Squish issue with final details and close out the BSI Support Squish issue.