Customer Onboarding Timeline

Topics:

Customer Onboarding Timeline

Attendees for Kickoff: BSI Staff, Customer Point-of-Contact & Super Users

Attendees for Workflow Analysis: BSI Support Representative, Customer Point-of-Contact & Super Users

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

Kickoff Meeting Outline

  • Introductions of BSI Staff and Customer Staff
    • Introductions of Customer’s Staff
    • Introductions of BSI Staff
      • Jamie Wallop- Sales Representative
      • Steve Marroulis- Project Manager
      • Rachel DiCamillo- Customer Support Lead
      • Support Representative- Dedicated Support Representative
  • Overview of the On-Boarding Process
    • Configure the BSI database to meet workflow specific needs to prepare for production.
    • Test out workflows and decide on the most efficient path forward in BSI.
    • Deep dive training sessions for Super Users that are also recorded and those recordings can be used in future training sessions or as "refreshers".
    • Uncover any needs for enhancements to the system
    • Goals:
    • We recommend 1-2 sessions per week and after each session there are homework assignments that must be completed before the next week's training.
  • Review & complete the questions from the Kickoff Questionnaire
  • Q&A
  • Excuse those who do not need to be on the Workflow Analysis call and continue on to the next session.

Workflow Analysis Meeting Outline

  • Deep-dive into the customer's workflow
    • The Workflow Analysis Questionnaire should be used to aid this discussion & be completed by the end of the session.  
  • Verbal introduction to the Customization Module to determine field setup.
  • Wrap-Up
    • Review customer's next steps
    • Confirm next week's session date and time

Helpful 

  • Start compiling a list of data fields that may need to be added to BSI.

Attendees: Customer Contacts, Support Representative

Duration: 2 hours

Meeting Outline:

  • Demonstrate the following modules/topics:
    • BSI Demo if needed
    • Review BSI Vocabulary
      • Environments (Training, Beta/UAT, Production, Mirror)
      • Drop down menus (File, Tools, Help, etc.)
      • Module/Manager/Editor
      • Filter
      • Very brief intro to user access levels: System Administrator, Database Manager, Local Administrator, and User- more detail will be given later during the Administration Session
    •  Customization
      • System Preferences
      • Fields
        • Vial vs. sample fields
        • How to add, edit, delete fields
        • How to add, edit, delete verifiers
        • Vial & sample Fields
        • Verifiers
        • Customization History
        • Permissions
    • Code Lists
      • Add/Delete values from code lists
      • Deactivating code list values
      • Code List Filtering
      • Permissions
    • IMS Support Site
      • Where to access recordings and other important documents
  • Wrap-Up
    • Provide the customer's next steps
    • Confirm next week's scheduled session time.

Helpful 

  • Code list values added for the appropriate code lists
  • Sample and vial fields added to Customization
  • Level 1 verifiers should be added to necessary vial and sample level fields

Attendees: Customer Contacts, Support Representative

Duration: 1.5 hours

Meeting Outline:

  • Review questions from last session
  • Demonstrate the following modules:
    • Studies
      • 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
      • Configuring barcode labels
    • Circle back to any other modules that may be necessary
      • Customization
        • Adding additional fields that need to be in study properties
  • Wrap Up
    • Provide the items that need to be completed by the next session
    • Confirm next week's scheduled session time and date.

    Helpful 

    • Add Study property fields necessary via Customization
    • Continue setting up location heirarchy
    • Continue to update necessary code lists
    • Start learning BarTender & creating label specifications

    Attendees: Customer Contact, Support Representative

    Duration: 2 hours

    Meeting Outline:

    • Review questions from last session
    • Demonstrate the following modules:
      • Shipments (optional module)
        • Differences between Shipments and Data Entry
        • Receipt of specimens and transferring to Data Entry
        • Adding/resolving discrepancies
      • Data Entry
        • Review the different types of data entry batches
        • Add batch
          • Manual entry
          • Importing
          • Location assignment
          • BSI ID assignment
          • Printing labels
          • Toolbar tools
          • Error checks & error table
          • Committing specimens
        • Modify batch
        • Change ID batch
        • Delete batch
      • Templates
        • Creating templates/ importing templates
        • 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
        • Code Lists
          • How to update code lists in Data Entry/Shipments
    • Wrap-Up
      • Provide the customer’s next steps that are to be completed before next week’s session.
      • Confirm that next week’s session still works for everyone.

      Helpful 

      • Continue to set up location hierarchy 
      • Brainstorm how to use templates and start creating them
      • Update necessary code lists
      • Practice entering specimen data into the system from Shipments/Data Entry/Locations

      Attendees: Customer Contact, Support Representative

      Duration: 1 hour

      Meeting Outline:

      • Review questions from last session
      • Demonstrate the following modules:
        • Subjects
          • Adding/editing subjects
          • Study specific subject fields
          • General/universal subject fields
        • Consent
          • Creating consent forms
          • Study specific consent fields
          • General consent fields
          • Adding consent
        • Circle back to any other modules that may be necessary
          • Customization
            • Adding general/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
      • Wrap-Up
        • Provide the customer’s next steps.
        • Confirm next week’s scheduled session time still works for them.

        Helpful 

        • Enter general/universal subject and study specific subject fields for a study
        • Enter general/universal consent fields and create a consent form
        • Practice adding subjects and consents in dedicated modules and through Shipments/Data Entry

        Attendees: Customer Contacts, Support Representative

        Duration: 1 hour

        Meeting Outline:

        • Review questions from last session
        • Demonstrate the following modules:
          • Collection Kits
            • Pre-built kits
            • Building kits in BSI
          • Circle back to any other modules that may be necessary
            • Shipments
              • Receiving kits in Shipments
            • Data Entry
              • Committing kits in Data Entry
        • Wrap-Up
          • Provide the customer’s next steps
          • Confirm next week’s scheduled session time still works for them.

        Helpful 

        • Practice in the Kits module

        Attendees: Customer Contacts, Support Representative

        Duration: 2 hours

        Meeting Outline:

        • Review questions from last session
        • Demonstrate the following modules:
          • Creating & submitting Requisitions
            • Review of different tasks
            • Applying and completing tasks in Requisitions 
          • Requisition Column View Templates
            • How to create and apply
          • Requisition Property Templates
            • How to create, activate, and select
          • Requisition Task Templates
            • How to create, activate, and apply
          • Circle back to any other modules that may be necessary
            • Data Entry
              • Auto-create requisition 
            • Locations
              • RMB menu options for requisition tasks
            • Consent
              • How consent works with Requisitions
            • Customization
              • Requisition property fields
        • Wrap-Up
          • Provide the customer’s next steps.
          • Confirm next week’s scheduled session time still works for them.

        Helpful 

        • Set up Requisition Task Templates
        • Set up Requisition Property fields via Customization
        • Set up Requisition Property Templates if needed
        • Continue to update code lists

        Attendees: Customer Contacts, Support Representative

        Duration: 1.5 hours

        Meeting Outline:

        • Review questions from last session
        • Demonstrate the following modules:
          • Results
            • Importing results
            • Creating & releasing procedures
            • Creating results batch
          • Circle back to any other modules that may be necessary
            • Requisitions
              • Procedure task
        • Wrap-Up
          • Provide the customer’s next steps.
          • Confirm next week’s scheduled session time still works for them.

          Helpful 

          • Create result procedures
          • Practice creating result batches and using the Procedure task via Requisitions

          Attendees: Customer Contact, Support Representative

          Duration: 2 hours

          Meeting Outline:

          • Demonstrate the following modules:
            • Reports
              • Quick Search
              • Standard Reports
              • User Defined Reports
              • Saving reports
            • RMB options in Interactive Table Reports
              • Editing specimen data
              • Specimen viewer
              • Additional report creation
              • Select Rows tool
            • Dashboard
              • Review of different widgets
            • BSI Engage (if purchased)
              • What is Engage
              • Specimen search
              • Submitting requisitions
              • Creating shipments
              • Submitting studies
              • Dashboard
              • Customization Panel
            • Circle back to any other modules that may be necessary
              • Shipments
                • Show how Engage works with the client
              • Requisitions
                • Show how Engage works with the client
          • Wrap-Up
            • Provide the next steps that should be completed by next week.
            • Confirm next week's scheduled session time and date.

            Helpful 

            • Practice creating reports (standard reports and user defined)
            • Practice adding widgets to the client dashboard
            • Finalize BarTender label specifications.  Test print the label specification in BSI and make necessary adjustments.
            • If Engage was purchased:
              • Practice searching on Engage 
              • Practice submitting shipments and requisition requests on Engage & completing the requests in the client

            Attendees: Customer Contacts, Support Representative 

            Duration: 2 hours

            Meeting Outline: 

            • Review questions from last session
            • Demonstrate the following modules/topics:
              • Review Repository/Institution (what they are, how they are different).
              • Roles
                • Creating/editing roles
              • User Administration
                • Adding Users/De-activating users
                • Multi-user editor
                • User Profile
                • User Preferences
                • Filter/Standard Search Dialog
                • Access levels and privileges
                • User Configuration Templates
                  • Creating/editing User Configuration Templates
                  • Saving a User Configuration Template from a User Profile
                  • Applying User Configuration Templates
              • User views 
              • System Views
              • Study Level Security
              • Circle back to any other modules that may be necessary
            • Wrap-Up
              • Provide the next steps that should be completed by next week.
              • Confirm next week's scheduled session time and date.

            Helpful 

            • Enter user information for the Users and Local Administrators for the database
              • Assign a role, repository, study permissions (if needed), user preferences
            • Update any necessary code lists or customization fields
            • Finalize BarTender label specifications.  Test print the label specification in BSI.
            • Review Data Migration Checklist. We will fill it out together during Closing Session, but it should be decided what data from on-boarding should move to production ahead of time.

            Attendees for Workflow Demonstration: Customer Contacts, Support Representative

            Attendees for Closing Session: BSI Staff, Customer Contacts

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

            Workflow Demonstration Meeting Outline:

            • Review questions from last session
            • Demonstrate the workflow from start to finish.
            • Q&A

            Closing Session Meeting Outline:

            • Goals of the closing session:
              • Review the on-boarding process and provide feedback on it
              • Review any enhancement requests that were brought up to see if you would like to move forward with any of them
              • Discuss the next steps for moving forward into production
              • Determine dates for web or on-site training
            • Wrap-Up
            • Finalize the training island database before the snapshot is taken
            • Review & approve the UAT database
            • Database owner will need to approve any RFE requests.