SOCIAM all-hands meeting, September, University of Oxford

1. Safe Haven In a Box
Project Overview
AS-IS Process Analysis
Petros Papapanagiotou
presented at SOCIAM all-hands, Oxford, 18-21 September 2017

2. Current
architecture

3. Level 4
Administrative data (e.g., housing, education,
local authority)
Level 3
Health Board data x 14 regions
Level 2
NSS data beyond the 10 datasets
Level 1
NSH
10 datasets
Datasets by location

4. Proposed architecture
Visualisation
Data integration
Data provision Knowledge integration
entity
integration
Knowledge
Base
Entity Base
(Hub)
knowledge
integration
Spoke
spoke
visualisation
knowledge
management
import
query
import
search,
query
import
project data
preparation
query
CSV
conversion
DCAT
CSV
Spoke
import
DCAT
MySQL
DB
CSV
data
extraction
standards,
conven-
tions
Processes Infrastructure and Deployment Business Model

5. WP1
Specification
WP2
Knowledge
WP3
Data integration
and storage
WP5
Analytics and
visualization
WP6
Deployment
WP4
Process
W7
Business model

6. WP1
Specification
WP2
Knowledge
WP3
Data integration
and storage
WP5
Analytics and
visualization
WP6
Deployment
WP4
Process
W7
Business model

7. WP1
Specification
WP2
Knowledge
WP3
Data integration
and storage
WP5
Analytics and
visualization
WP6
Deployment
WP4
Process
AS-IS TO-BE
W7
Business model
✔

8. Business analysis – Process mapping
• Interviews w/ 4 eDRIS members
• Documents:
• SOP, checklists, process maps, guidelines
• Iterative BPMN Workflow modelling
• Different levels: 1  1  10  25 workflows
• Survey
• Report

9. Roles
Information Consultant
Research Coordinator
Analyst
Admin

10. Stakeholders
Researcher Organisation Data Provider
Safe Haven
(EPCC)
Public Benefit and
Privacy Panel for
Health and Social
Care (PBPP)
Indexing Team

11. Stages
Scoping Preparation Study Archive
Data
Extraction
Advice +
Approvals
Analysis +
Disclosure

12. High-level workflow

13. Timings survey
Step eDRIS Work Time Total Time
Min Max Min Max
Triage ??? ??? ??? ???
Request ??? ??? ??? ???
Check Approved Researcher ??? ??? ??? ???
Approvals ??? ??? ??? ???
Request Data Extraction ??? ??? ??? ???
Extract Data ??? ??? ??? ???
Indexing ??? ??? ??? ???
Sign Agreements ??? ??? ??? ???
Request Study Setup ??? ??? ??? ???
Linkage Process ??? ??? ??? ???
Analysis ??? ??? ??? ???
Disclosure ??? ??? ??? ???
Archive ??? ??? ??? ???
Return from Archive ??? ??? ??? ???
Study Closure ??? ??? ??? ???
(results redacted pending approval for public disclosure)

14. Timings survey
• 11 responses across eDRIS
• Total time to data: 20 days – 5.5 years
• Extreme cases – include Researcher delays
• 4 – 50 days worth of eDRIS work
• Half on Request and Data Extraction

15. Timings survey
Max eDRIS Work Time Max Total Time
Triage
4%
Request
15%
Check Approved
Researcher
15%
Approvals
7%
Request Data
Extraction
4%
Extract Data
6%
Indexing
1%
Sign Agreements
1%
Request
Study Setup
0%
Linkage
Process
1%
Analysis
45%
Disclosure
1%
Archive
0%
Return from Archive
0%
Study Closure
0%
Triage
2%
Request
31%
Check
Approved
Researcher
0%Approvals
11%
Request Data
Extraction
0%
Extract Data
21%
Indexing
2%
Sign
Agreements
2%
Reque
st
Study
Setup
0%
Linkage Process
11%
Analysis
10%
Disclosure
10%
Archive
0%
Return from
Archive
0%
Study
Closure
0%

16. Process Improvement
Knowledge
Management
• Dataset
Schemata
• Cohorts
• Synthetic data
• Query
Formalisation
• Data Extraction
• External Data
• Data Verification
• Disclosure
Verification
Operation
• Documentation
• Supportive
Documents
• Tracking &
Reminders
• Auditing
• Workflow
Automation
Integration
• Cost Estimation
• Redundant
Specifications
• PBPP
Integration
• Version Control

17. Process Improvement
Knowledge
Management
• Dataset
Schemata
• Cohorts
• Synthetic data
• Query
Formalisation
• Data Extraction
• External Data
• Data
Verification
• Disclosure
Verification
Operation
• Documentation
• Supportive
Documents
• Tracking &
Reminders
• Auditing
• Workflow
Automation
Integration
• Cost
Estimation
• Redundant
Specifications
• PBPP
Integration
• Version Control

18. Coming up…
• Validation with higher-ups
• Communication across team
• Dissemination
• TO-BE model