Implementation lifecycle & communication protocol

This document defines the end-to-end lifecycle for deploying Owkin solutions. It outlines the responsibilities, required documentation, and communication triggers from initial specification through to decommissioning.

1. Roles & Responsibilities

• Owkin Deployment Team: Responsible for infrastructure setup, software installation, and initial verification.

• Customer Point of Contact (POC): Responsible for providing access/permissions, coordinating internal validation, and signing off on deliverables.

2. The Lifecycle Workflow

Phase 1: Definition & Specification (Step 1)

Before technical work begins, the scope and methodology are formally agreed upon.

• Action: Owkin and Customer collaborate to define the deployment architecture (On-Premise vs. Hosted) and support tier.

• Documentation Generated:

• Deployment Specifications Document: Details hardware requirements, network flows, and security protocols.

• Support Service Definition: Defines SLAs, support hours, and incident reporting channels.

• Specific UAT Definition: Defines the acceptance criteria of the implementation

• Communication: Kick-off meeting and formal exchange of the Specification Document.

Phase 2: Contractualization (Step 2)

Both parties agree on the terms of the contract, including the scope and methodology

• Action: Owkin initiates a contract to sign with the customer, including the documents generated in the previous step in the appendix

• Documentation Generated:

• Contract: Details the mutual obligations of the two parties (i.e. scope, duration, pricing)

• Communication: Contract signed and sent to both parties

Phase 3: Readiness & Access (Step 3)

The Customer prepares the environment based on the methodology agreed in Phase 1.

• Scenario A (Customer IS): Customer provisions cloud capabilities and grants agreed IAM permissions to Owkin.

• Scenario B (Owkin IS): Customer provides necessary data feeds or integration credentials.

• Documentation Required:

• Access Credentials: (Transmitted via secure channel).

• Communication Trigger:

• Sender: Customer

• Message: "Readiness Confirmation: Permissions granted and environment ready."

Phase 4: Deployment Execution (Step 4)

Owkin takes control to execute the technical setup.

• Action: Owkin’s team provisions infrastructure (if applicable) and installs the software suite according to the Deployment Specifications Document.

• Documentation Generated:

• Installation Log: Internal record of configuration steps.

• Communication Trigger:

• Sender: Owkin

• Message: "Deployment Complete. The system is ready for validation."

Phase 5: Validation & Acceptance (Step 5)

This is the critical gate for moving to production.

• Action: The Customer performs User Acceptance Testing (UAT) to verify conformity.

• The Loop:

• If Conformity = Fail: Owkin iterates on the configuration. Deployment returns to Phase 3.

• If Conformity = Pass: The process moves to sign-off.

• Documentation Generated:

• Deployment Acceptance Certificate (DAC): A formal document signed by the Customer acknowledging the specification criteria have been met.

• Communication: Validation feedback calls; Submission of the signed DAC.

Phase 6: Support & Operations (Step 6)

Upon signing the DAC, the project transitions from "Build" to "Run."

• Action: Service runs according to the Support Service Definition agreed upon in Step 1 for the duration of the contract.

• Documentation Maintained:

• Incident Reports: Generated per ticket.

• Maintenance Logs: Records of updates/patches.

• Communication:

• Standard Support Channels (Ticketing System / Support Email).

• Quarterly Reviews (if applicable to cover business and service topics).

Phase 7: Decommissioning (Step 7)

At the contract end, data privacy and resource cleanup are prioritized.

• Action: Owkin initiates the takedown of deployed software and infrastructure.

• Documentation Generated:

• Decommissioning Report: Confirmation that all data has been wiped and access removed.

• Communication Trigger:

• Sender: Owkin

• Message: "Decommissioning complete. Contract formally concluded."