Detail:

It will be a group of people assessing the collaborative capability and BS11000 readiness of an organisation, team or management approach – but specifically who & what needs to be established.

Actions:

Establish with the client exactly what is being assessed.

Detail:

A normal timeline would be for the diagnostic to be open for two weeks, but each project will have particular constraints and deadlines.

Actions:

Establish with the client deadlines for the main stages – respondents agreed, invitations go out, assessment closed.

Detail:

If there are any external deadlines that might affect the programme best to find out up front.

Actions:

Check with the client about any important dates.

Detail:

It will be the BAT

Actions:

Detail:

Comments should be turned on but not mandatory. We might also explore extra options such as evidence, or suggestions for action (essentially structured comment collection)

Actions:

Detail:

What help might participants need? Is there any contextual information, possibly a version of this checklist for them, that would help?

Actions:

Decide what supporting material is appropriate for this project.

Detail:

Who are the respondents intended to be, are they the same or different and what difference do any differences make?

Actions:

Establish with the client exactly who will respond.

Detail:

Individual scores and comments are not attributed to individuals in the reports.

Actions:

Detail:

Who will be responsible for making sure the project is completed?

Actions:

Appoint someone(s) to this role – probably Parth or Norma i.e. The ASAP person managing the particular client.

Detail:

Who at the client organisation is the main point of contact, and responsible for getting what they need to do done?

Actions:

Appoint someone(s) to this role.

Detail:

What extra information (metadata) should be known about each respondent to contextualise the results?

Actions:

Agree with the client what data they will provide – will be as much constrained by what they can easily gather as by what would be useful for results.

Detail:

This is often a step that turns out to be more difficult that anticipated, so it is worth keeping on top of. Templates should be provided so that the information is collected in the right format.

Actions:

Appoint someone(s) to this role.

Detail:

The BAT is common no matter who completes it.

Actions:

Detail:

Once the respondent data is collected the first step is to make sure it is in a format that can be uploaded to an assessment system.

Actions:

Try uploading the respondent data to the assessment system, deal with any errors.

Detail:

Is there any additional help to understand the process that respondents might need?

Actions:

Decide what supporting material is appropriate for this project.

Detail:

An email should be provided to the client to send in advance of the invitation.

Actions:

Agree any customisation of the email and confirm how the client will send this out.

Detail:

Is there any additional help to complete the BAT that respondents might need?

Actions:

Decide what supporting material is appropriate for this project.

Detail:

Normally the Invitation and Guidance should be customised at least to mention the specific project, it’s aims and how results will be communicated to participants.

Actions:

Agree any customisation of the invitation & guidance text.

Detail:

This email is fairly simple and standard, but there may be a need to communicate a specific suggested follow up on completion of a response.

Actions:

Agree any customisation of the response confirmation email

Detail:

The BAT can also be easily presented as a web page that anyone can view. It may be useful to allow respondents to see the diagnostic ahead of time, or without needing to login, or it may be useful for some non-respondents to see the diagnostic.

Actions:

Agree if this is needed, and if so who will get the link, how and when.

Detail:

Is there a need to have a system customised with a particular logo, colour scheme or url?

Actions:

Find out any requirements, agree them with NIP.

Detail:

Organisations sometimes block unknown email addresses or webpages, make sure the intended assessment system is not being blocked by the respondent’s organisation’s IT set up.

Actions:

Send at least two test invitations to typical respondents and make sure they can access the assessment system and complete a response.

Detail:

The deadline agreed at the start might now need to be revised.

Actions:

Agree the deadline that will be communicated to respondents.

Detail:

This is the person who will upload final respondents to the assessment system, then kick off and manage the process of them completing their responses.

Actions:

Appoint someone(s) to this role – probably Parth or Norma i.e. The ASAP person managing the particular client.

Detail:

This is the last point at which respondent information can be easily changed en masse.

Actions:

The administrator uploads the respondent information

Detail:

It’s usually best to do this first thing in the morning, and only a day or so after the the pre-invitation communication goes out.

Actions:

The administrator sends out the invitations.

Detail:

The normal process is for any bounces to be communicated to the client who is given the opportunity to correct errors. If the volume of bounces is large (>10) this should be a separate charge. Any questions are dealt with by the administrator or passed on to an appointed person at the client.

Actions:

Agree any changes to this procedure, if the extra charge is authorised or not and who should handle any questions at the client.

Detail:

Normal procedure is 7,3,2,1 & 0 days before the deadline.

Actions:

Agree any changes to this procedure.

Detail:

Reports are available in the system showing progress, it may be appropriate to let people at the client see these, or it may be easier to simply email an update every few days.

Actions:

Agree who wants to be informed of progress at the client, and how it’s best to achieve this.

Detail:

Even if automatic reminders are used, there is still the opportunity for the administrator to send out ad-hoc reminders. This allows the administrator to also send a customised message along with it,

Actions:

Agree with the client if these are appropriate, when they will go out and what they will say.

Detail:

It’s often more effective for the client to chase stragglers directly. Whoever does this at the client will need to be informed of progress closely to ensure they don’t chase people inappropriately.

Actions:

Agree if this will happen, and if so who will do it and when.

Detail:

It’s usually the case that wide participation is more important than a deadline freely decided on, so a few extra days are allowed coupled with more reminders & chasing.

Actions:

Agree if the deadline needs to be extended, and if so by how long.

Detail:

The assessment does need to be closed in order to finalise the reports.

Actions:

Agree that the deadline is now definitive.

Detail:

Who will be responsible for interpreting the results.

Actions:

Appoint someone(s) to this role – probably Parth or Norma i.e. The ASAP person managing the particular client.

Detail:

It will be the generic reports plus the BAT report.

Actions:

Detail:

Is there any additional help to understand the reports needed?

Actions:

Decide what supporting material is appropriate for this project.

Detail:

Users at the client can also be granted access to either or both of the reports. It’s worth bearing in mind the needs of each person, and only giving them access to what they will easily understand and need.

Actions:

Decide who needs to see which reports.

Detail:

It may be appropriate to grant access to reports only after analysis has been presented, or to different constituencies at different times etc.

Actions:

Decide when each person should get access to the reports they need.

Detail:

The deadline agreed at the start might now need to be revised.

Actions:

Agree the deadline(s) for the analysis.