The kick-off meeting marks the formal start of the implementation project. It brings together all key stakeholders to agree the scope, responsibilities, timelines, and next steps. This meeting sets the foundation for a successful deployment of the EIDO Consent Suite.
Before the meeting:
| Preparation Task | Details |
| Confirm attendees | All project stakeholders should be identified and invited. |
| Share API specification | Ensure the API specification document is circulated in advance. |
Suggested meeting agenda:
| Agenda Item | Details |
| Project scope | Confirm the intended scope of the implementation. |
| Roles and responsibilities | Identify key stakeholders and confirm their roles (refer to the Resource Planning section). |
| Delivery timescales | Agree timelines for each phase: • Phase 1 – Initial specialty roll-out and early adopters • Phase 2 – Hospital-wide roll-out • Phase 3 – Full trust-wide roll-out |
| Integration scope | Discuss the API specification and agree the integration approach. A separate scoping meeting can be arranged with IT colleagues. |
| Information governance | Confirm documentation required from EIDO: • Data Protection Impact Assessment (DPIA) • Cloud Security Document • Clinical Safety Case Report |
| Project management | Agree meeting cadence: • Weekly project team meetings • Monthly gate reviews to track progress |
| Sandbox access | Confirm timelines and ensure relevant colleagues have login access. |
| Standard Operating Procedures (SOPs) | Identify updates needed to move from paper to digital consent. Assign resource to lead this work. |
| Hardware requirements | Confirm any hardware needed to support roll-out. |
| Meeting actions | Capture and assign actions to relevant team members. |