Prompt Implementation Guide

Bridget Mason Updated by Bridget Mason

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This implementation guide will outline all steps to implement Prompt in your organisation.

Implementing Prompt into your organisation focuses on five key components: subscribeplan and testing, training and live site setup. Each of the below steps talks to these key components for an optimal roll-out experience.

Tip: The Prompt team is here to guide you through each step.

Subscribe

To implement Prompt into your organisation you must be a health service with a valid Prompt contract.

If you have not yet subscribed please contact us to directly info@prompt.org.au

How long does it take to implement Prompt?

Organisational change management takes time, but we are ready to work at your pace. We often understand organisations are already busy with day-to-day responsibilities, so we work with you to implement Prompt on your timeline.

Plan

Implementing Prompt into your organisation requires some initial planning. The below information is to assist you with change management planning and defining your internal document workflow.

A strong change management plan can support implementing effective change, helping people to adapt, transition and transform goals, process and technologies.

Below is an example of a change management plan for your consideration.

Activity

Actions Required

Project activities and milestones

A strong project plan or Gantt chart are great tools to help define your organisation's Prompt goals and objectives, this will help you identify what resources will be needed, and describe the work required for this project.

A Gantt chart is a type of bar chart that illustrates a project schedule.

Procedures documented

Flowcharts or Document Framework Diagrams, will help you understand your current process for document workflow and management inside your organisation and can support decision-making and timeline expectations.

Considerations:

  • What approval processes do you have in place? Who are the approvers? At what stage of the document workflow are approvals required?
  • Who authors the documents? Do authors vary by document type, or area of the organisation?
  • What is your organisational structure? Does this align to your approval process?
  • What is your document review process and timeline?
  • Do users need to fill in forms to have a policy, procedure or guideline developed/changed/deleted? What information is captured in this form?
  • Do you have document templates?

The great thing about Prompt is that it allows you to define unique and strong document governance and workflow.

The best place to start is to look at your current workflow and practice for document creation storage and access and then understand our Prompt terms and definitions, user legend permissions, and features to map out your departments, sections, user, and roles and permissions. Once you have information together, we can help you map out how that might look within Prompt.

We recommend the use of docx, xlsx and pptx within Prompt.
Stakeholder list

Develop a stakeholder list, define who within your organisation will play a part in goals and objectives during Prompt implementation. This could be working out who is accountable for configuring the organisation structure, who is responsible at the highest level of the organisation, department, or section and who are the executive or administration level roles within Prompt.

Communication strategy

Driving employee awareness and engagement about Prompt will be crucial to a successful implementation. Think about how your organisation will inspire new ways of working using the prompt system.

  • Email updates to your team
  • Workshops
  • Internal media
Training plan

Create a group of early learners, who can champion Prompt.

  • Develop training strategy and work with us to create training materials.
  • Develop a training timeline and plan.
Reporting

What progress reporting is required?

Feedback

Collate internal feedback during the implementation process.

Testing

Prompt will provide your organisation with a user acceptance site (UAT) which is a demonstration site based on your system preferences.

To setup the test site, please complete this configuration form. Once submitted, a member of the Prompt team will configure your test site accordingly. Tips and help articles are available throughout the configuration form to assist you with completing the form.

If you would like support completing the configuration form contact us and we are more than happy to guide you through the form process.

Prompt Terms and Definitions

Training

User Acceptance testing, often referred to as UAT, is application testing or end user training. This can also be described as staging or demonstration.

It is a phase of software development in which the software is tested in the real world by its intended audience, and in this case your organisation will be provided with a UAT site.

This testing site, is what will most closely resemble your Prompt site and this 'real world" testing. This is your best chance to see the Prompt system in action and refine your preferences.

Your user acceptance testing phase is all about you, and your organisations requirements. This is the space where your early learners can form a close relationship with the platform and refine your unique internal workflows.

In UAT your main focus should be to test that the system is fit for use within your specific user context, making sure the system can support your needs in your real world organisation.

UAT is a safe space for training testing and making mistakes, demonstration sites allow your early learners get close to the product without risk or impact.

There are many different examples and ways of testing your system, you can simply jump in and start using or create a formal document.

Once testing is underway this is often a good time to document the steps for the organisation, allowing you to easily training and support others in there learning journey.

There is no set time limit for user acceptance testing, your organisation is able to define what the timeline looks like.

Once your UAT site is up and running we will contact you to arrange training session(s) with the organisations Prompt Admin(s) and project team to ensure you feel confident and happy to train end-users within your organisation.

The demonstration site lets you get familiar with the Prompt system and test your document workflows. In addition to the training sessions, you can access all training materials via the knowledge base and some editable training materials are available in Prompt as well!

There are many different examples and ways of testing your system, you can simply jump in and start using or create a formal document, below is an example of a basic testing document. Speak with your Prompt specialist to find out how we can support you on your testing journey.

UAT Test Example – Prompt Admin

Expected Result

Actual Result

Pass/Fail

Date Tested

Comments

Viewing a document within Prompt

Download an view a document within Prompt.

Able to view documents in PDF and word, was able to download as required.

Pass

15/11/2022

Viewing documents in prompt was as expected.

Once testing is underway this is often a good time to document the steps for the organisation, allowing you to easily training and support others in there learning journey.

There is no set time limit for user acceptance testing, your organisation is able to define what the timeline looks like.

Live Site Setup

Once testing is complete, our experienced team will deploy your Prompt instance into the production site by replicating your UAT site. Once completed, your organisation can:

  • Upload all documents
  • Add users and assign permissions
  • Add document templates to your configured document types
  • Configure your Message Board
  • Make any final amendments to system preferences
  • Configure notification settings
The Prompt team will coach and consult your Admins through this process

Go-Live

When you are ready, you can distribute your organisations Prompt site to the rest of the organisation and complete these final steps to 'Go-Live' with Prompt. 

  1. ​Whitelisting: Provide your IT department with a list of sites to whitelist. ​App.prompt.org.au (This is the prefix of your Auto Login URL as well. The token usually looks like https://app.prompt.org.au/login/?token=XXX
    AWS load balancer. Click Here
  2. Prompt link: Provide your Prompt instance link to the IT department to embed onto organisation shared site along with the Prompt logo to create a hyperlink. Click Here
The link to your organisations instance of Prompt can be accessed via the 'Anonymous User' user account within your Manage User tab in Prompt.
  1. Activate Prompt link: Prompt team update your site to a live status.

Notify the Prompt team with a date for updating your instance to 'Live'.

'Live' means users within your organisation can access the link and commence searching and downloading documents. Also, permissioned users from other organisations will be able to view your organisations documents.

Additional Features

There are a number of features available in Prompt that your organisation can utilise. We understand that these features require additional resources, training and change management. Some additional features you may consider utilising in the future are:

  1. In-Drafting document system, hosts document requests, document drafting and the reviewing process, internal approving and final document publishing, without the document needing to leave the system.

Click Here to learn more about In-Drafting.

  1. Disaster Recovery Solution: Disaster Recovery solution Click Here for information your IT team can utilise once your site is live. This enables the organisation to sync their documents to a local server on a nightly schedule.
  2. Email AutoComplete: Predicts the user’s email address query and provides internal organisation suggestions as the user types Click Here for IT information to enable if your Active Directory is in Azure.

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