Here a placeholder to start working out people and processes to manage the work of ensuring openEHR CKM content is maintained. This is work in progress and for discussion so nothing is decided!
Personnel
Managing the CKM content requires dedicated time. We think this is more time than we could reasonably expect to be provided on a volunteer basis.
I/we propose a structure which has a person in the role of Clinical Knowledge Administrator Lead employed by or contracted to (and managed by) the openEHR CIC. They will be directed by and report to the CPB, and by default be a member of the Expert Panel (or CPB itself? i.e. should they have voting rights?). As decisions on priorities and tasks will be made by the CPB in discussion with the CPB Expert Panel this retains the enabling role of the CPB but may help to retain a separation between the work and the direction of that work, possibly important from a governance perspective.
The CKA lead role will require at least 20 hours a week for the required activities.
The CKA Lead will be supported by other CKAs (ideally at least 3) who will be directed to specific work priorities identified by the CPB. Broadly these are likely to be processing of new content proposals, managing change requests and, lastly, reviewing existing content models where they have remained at less than version one and unpublished, without an active review process in place. All CKAs will have general responsibilities around CKM and CKM users as discussed below.
These proposals for primary activities are not fixed and can be changed with the agreement of the CPB.
These CKAs will work voluntarily or with the support of an openEHR partner to employ or resource them for this work. These CKAs may be members of the CPB or Expert Panel (so consequently it makes no sense for the CKA Lead to not be on CPB itself, if that suits them).
The CKAs will support the CKA Lead in his/her activities. CKAs will be expected to provide around 1-2 hours per week to the role at a minimum.
CKA Lead
This section outlines, in effect, a job description for the CKA Lead.
Job title:
Clinical Knowledge Administrator Lead for openEHR International.
Line Management:
Someone in CIC.
Reports to:
Chairs of Clinical Program Board.
The CKA lead will report to the chairs of the CPB for day-to-day work. Management of the role from a contractual, human resources perspective will be through the openEHR International board.
Job Summary:
This is a senior role acting as the lead for clinical content management on the international Clinical Knowledge Manager. The CKM is the repository of openEHR content models for use by the global community and contains the core knowledge base of openEHR models for international use.
The CKA Lead is responsible for ensuring the CKM content is maintained to a high quality and level of coherence, that published artefacts remain current and suitable for use in openEHR deployments, and that processes for new content, change and version management operate effectively. The CKA lead will further act as the coordinator for regional and organisational CKMs or equivalent content repositories to encourage and direct an approach of convergence and reuse where appropriate. The CKA lead will keep up to date with developments in the Education and Specification Boards and highlight these to the CPB when they have relevance to the CPB scope.
Specific responsibilities and tasks:
Governance
Of CKM organisational structures
ensuring these remain current and relevant, are adequately documented, and are appropriate for international use.
Content models
responsible for deciding/recommending the publication and other lifecycle stages of content models, supported by the CKAs
providing senior advice on modelling approaches and design decisions to the community and CPB
leading in resolving new and emerging challenges to content modelling
ensuring the quality and processes for the language translation of models
ensuring/directing the editorial guidelines for models and the conformance of published content to this.
Managing change requests
Of CKM users
This would entail ensuring CKM onboarding processes for new users are permissive and easy to follow, with signposting to educational materials on how to use CKM.
Providing guidelines and processes for the management of new content and reviews.
Assisting editorial groups in their formation and processes
Of CKAs and Editors
Overseeing development by CKAs of processes and work within their areas of primary responsibility
Managing the impact of updates and changes to tooling (consider how change requests to tooling providers will be managed)
Co-ordination
The CKA lead will further act as the coordinator for regional and organisational CKMs or equivalent content repositories to encourage and direct an approach of convergence and reuse where appropriate.
CKA Lead will ensure there is a process in place for the governance of affiliated CKMs to reduce the risk of duplication and maintain commonality where appropriate.
Quality Management
CKA Lead will work with CPB to ensure editorial guidelines for content models are maintained and applied.
Process Management
Being responsible for the design of processes for content management and ensuring these are applied by CKAs and Editors to models on international CKM through their lifecycle.
Organisational Structure
Draft
Hours
The role will initially require a minimum of 20 hours per week on an employed or contracted basis, with hours distributed as required across a working week. The required hours will be reviewed at regular intervals - maybe say at 3 and 6 months initially to revise and account for hours required to meet the agreed priorities.
Clinical Knowledge Administrators
This section describes the roles and responsibilities of Clinical Knowledge Administrators in general,
The role of CKA will have CKA role on Clinical Knowledge Manager.
Description
CKAs will have administrative and content management roles on CKM.
Managing users
Although most users of CKM will manage their own activities and projects membership, the CKAs will have a role in assisting Editors mange the settings for their project members, as well as helping users navigate CKM and manage its functions, for example model adoption and reviews.
CKAs will also maintain a coherent and current membership base on CKM, aiming to remove ‘inactive’ and ‘duplicate’ accounts. This will be on a best efforts basis, rather than proscriptive.
CKAs will work to encourage more members of CKM from a global community of interest, and monitor membership numbers and activity.
CKAs will manage user (and content) classification schemes.
Managing content
The CKAs will ensure CKM content remains organised and currently relevant.
This may include:
Project management - ensuring projects remain relevant with at least one currently active editor.
Model management
ensuring archetypes and templates have at least one currently active editor, or where this cannot be identified acting as the editor for that content.
that all models belong to a Project
that all models are either published at at least V1 or in active review and development if in Draft
That models which are deprecated or Rejected are appropriately handled and flagged as such in CKM
That all content models meet the editorial guidance when published
That change requests are responded to and actioned within an acceptable time period (to be agreed!)
That proposals for new content are responded to and actioned within an acceptable time period (to be agreed)
Team development
Encouraging and assisting members to improve their knowledge, understanding and skills in managing CKM and modelling
Editor roles
Project editor
Need to define the role and responsibility for editors, and their relation to the CKAs and CKA Lead.
Translation editor
As for Project editor.