PWS Attachment C - Study Checklist.pdf
PDF 294 KB Posted
- Attached to
- R422- HSI Participant Recruitment Federal contract opportunity
- Solicitation number
- 36C10G25Q0094
About this file
This document is a detailed study checklist for a Veterans Health Administration (VHA) Human Factors Engineering (HFE) participant recruitment contract. The checklist outlines a comprehensive timeline and workflow for conducting user testing studies, with specific phases and responsibilities assigned to both the HFE team and the contractor. Key deliverables include recruitment criteria identification, participant screening, scheduling, consent form management, test session coordination, communication materials review, participant invitations, and post-study activities such as sending appreciation notes, processing honorariums, conducting after-action reviews, and compiling study reports.
The checklist provides granular details on timing, with most activities having specific due dates ranging from 1-15 days before and after study initiation. Contract deliverables include items like communication copies, screening questionnaire answers, test session schedules, signed participant agreements, completed checklists, study notes, audio/visual session recordings, and payment records. Each deliverable has precise submission requirements, such as drafts due 2 business days after study recruitment request and final versions due 1 business day after government comments. The document is structured to ensure systematic and organized participant recruitment and testing processes for VHA studies.
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Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| 36C10G25Q0094 Amendment 0002.pdf | ||
| PWS Attachment B - Screening Questionaire.pdf | ||
| Attachment F - QASP_ HSI Participant.pdf | ||
| PWS Attachment A - Participant Agreement.pdf | ||
| PWS Attachment D - Consent of Participants Standard Operating Procedure.pdf | ||
| Revised Attachment A - PWS HSI Participant Recruitment - Amendment 0002.pdf | ||
| Revised Attachment E - Proposal Price Template HSI Participant - Amendment 0002.xlsx | XLSX spreadsheet | |
| Attachment B - All Questions and Answers.pdf | ||
| Amendment 001 36C10G25Q0094 0001.pdf | ||
| Solicitation 36C10G25Q0094 Rev2.pdf | ||
| Solicitation 36C10G25Q0094.pdf | ||
| Attachment A- PWS HSI Participant Recruitment.pdf | ||
| Attachment B - RFQ Questions.xlsx | XLSX spreadsheet | |
| Attachment C - Past Performance References.pdf | ||
| Attachment D - Past Performance Questionnaire.docx | DOCX document | |
| Attachment E - Proposal Price Template _HSI Participant.xlsx | XLSX spreadsheet |
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Text version
✔ Phase Due By (Prior) Due By (Post) Variation for ongoing approach
Action Owner HFE to Perigean [CONTRACTOR] to
HFE
[CONTRACTOR] to
Participants
Contract Deliverable Contract Schedule Delivery Date
Identify recruitment criteria and type of test (virtual or F2F) 10-15 days HFE
Provide a blank schedule along with target recruitment numbers 10 days HFE
Initiate study kick-off call to determine objectives, approach, and timeline 9 days Contractor/HFE
Determine if A/V Consent Forms are needed 9 days Contractor/HFE
Determine teleconference/recording needs for note taking purposes (for
F2F studies) (E.g. Conference Line, Lync Mtg.)
9 days Contractor
Review communication materials 8 days HFE 2D - Copies of all communications with study participants
Drafts are due 2 business days after request for study recruitment. Final is due 1 business day after receipt of
Government comments and should then be sent to participants.Develop a study information sheet 7 days HFE
Recruit participants Ongoing Contractor
Reach out to participants (email, phone, mail) 7-15 days Gather willingness to participate
Contractor
Distribute Screener Questionnaire 7-10 days Pull participant data Contractor 2E - Answers to Screening
Questionnaire
Due 1 business day after completion of a study.
Identify qualified participants 8-10 days Search candidate pool Contractor
Schedule participants 7-9 days Contractor
Invite selected participants 7-9 days Schedule participants Contractor
Send Participant Agreement forms to selected participants 7-9 days Pull signed forms Contractor
Provide initial test session schedule and signed participant agreement forms 6-7 days Contractor 2A/B - Test Session
Schedule; 2C - Signed
Copies of the Participate
Agreement
2A/B - 1 day, 2C - Drafts are due 2 business days after request for study recruitment. Final is due 1 business day
Remind/confirm attendance 3 days Contractor
Ensure participants are prepared for the test session (e.g, includes reminder calls, test links)
1-3 days Contractor
Provide final test session schedule and signed participant agreement forms (in case of cancellations, substitutions may be made from initial schedule)
1 day Contractor 2A/B - Test Session
Schedule; 2C - Signed
Copies of the Participate
Agreement
2A/B - 1 day, 2C - Drafts are due 2 business days after request for study recruitment. Final is due 1 business day
Provide Completed Checklist Contractor 2F - Completed Checklist Due minimum of 2 business days before study begin date.
Place reminder calls to participants 1 day Contractor
Conduct End User Testing Contractor/HFE
Send a note of appreciation to study participants (this correspondence may include the HFE participant Satisfaction survey)
1 day Contractor
Send honorarium to study participants Within 1 day following participation
Contractor 2I - Payment Record Due 5 business days after each study session.
Conduct After Action Review 1 day Contractor/HFE
Delivery of Study Notes & A/V 3 days Contractor 2G - Notes; 2H - A/V from sessions
Due 3 business days after completion of a study; Due 2 business days after completion of a study.
Compile data, author report, distribute report 5-10 days Contractor/HFE
Veterans Health Administration (VHA), Human Factors Engineering (HFE), Participant Recruitment
Contract No. XXXXXXXXXXX
Study X - STUDY NAME MM/DD/YR - MM/DD/YR
Day of Study
File details come from the government source that posted it. Updated .