Study Checklist Attachment C.xlsx
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About this file
This document is a checklist attachment related to a federal contract opportunity for the Veterans Health Administration (VHA) to recruit participants for Human Factors Engineering (HFE) studies. The checklist details the specific actions, timelines, and contract deliverables for a series of 9 studies focused on evaluating the user experience of various VHA health information systems and applications. The studies involve recruiting a variety of participants, including VHA employees, veterans, caregivers, and survivors, to provide feedback through user testing sessions. The contractor is responsible for screening, scheduling, supporting, and reimbursing the study participants, as well as providing notes, audio/video recordings, and data analysis. The document includes detailed timelines, deliverables, and owner responsibilities for each phase of the studies.
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Template Veterans Health Administration (VHA), Human Factors Engineering (HFE), Participant Recruitment Contract No. VA119A-15-C-0042
| Alignment of Study Checklist and Contract Deliverables - Draft 29 Sept 15 - Produced by Perigean Technologies LLC | ||||||||||
| Phase | Due By (Prior) | Due By (Post) | Variation for ongoing approach | Action Owner | HFE to Perigean | Perigean to HFE | Perigean to Participants | Contract Deliverable | Contract Schedule | |
| 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 - 5 days after request for study recruitment; Final - 2 days after receipt of Government comments; Distribute 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 3 business days 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 | Minimum of 5 days; Minimum of 3 days | |||||
| 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) | 1-3 days | Contractor | ✔ | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | |||||
| Provide Completed Checklist | Contractor | ✔ | 2F - Completed Checklist | Due minimum of 3 business days before study begin date. | ||||||
| Place reminder calls to participants | 1 day | Contractor | ✔ | |||||||
| Conduct End User Testing | Day of Study | 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 3 business days after completion of a study. | |||||
| Compile data, author report, distribute report | 5-10 days | Contractor/HFE |
STUDY1-MHVQS
Veterans Health Administration (VHA), Human Factors Engineering (HFE), Participant Recruitment Contract No. VA119A-15-C-0042
| Study 1 - My HealtheVet (MHV) Redesign / HFE Quick Study - 14/15OCT | |||||||||||
| ✔ | Phase | Due By (Prior) | Due By (Post) | Variation for ongoing approach | Action Owner | HFE to Perigean | Perigean to HFE | Perigean to Participants | Contract Deliverable | Contract Schedule | Delivery Date |
| Identify recruitment criteria and type of test (virtual or F2F) | 10-15 days | HFE | 29-Sep | ||||||||
| Provide a blank schedule along with target recruitment numbers | 10 days | HFE | 29-Sep | ||||||||
| Initiate study kick-off call to determine objectives, approach, and timeline | 9 days | Contractor/HFE | 29-Sep | ||||||||
| 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 | 29-Sep | ||||||||
| Review communication materials | 8 days | HFE | Sent drafts to HFE 2-OCT | 2D - Copies of all communications with study participants | Drafts - 5 days after request for study recruitment; Final - 2 days after receipt of Government comments; Distribute to participants. | 15-Oct | |||||
| 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 | 10/8-10/2015 | |||||||
| Distribute Screener Questionnaire | 7-10 days | Pull participant data | Contractor | 13-Oct | 10/7-8/2015 | 2E - Answers to Screening Questionnaire | Due 3 business days after completion of a study. | 15-Oct | |||
| Identify qualified participants | 8-10 days | Search candidate pool | Contractor | 10/8-12/2015 | 10/7-9/2015 | ||||||
| Schedule participants | 7-9 days | Contractor | |||||||||
| Invite selected participants | 7-9 days | Schedule participants | Contractor | 10/8-12/2015 | 10/8-9/2015 | ||||||
| Send Participant Agreement forms to selected participants | 7-9 days | Pull signed forms | Contractor | 10/7-8/2015 | |||||||
| Provide initial test session schedule and signed participant agreement forms | 6-7 days | Contractor | 10/8-12/2015 | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 2B - Sent to Project Lead - 14 Oct; 2C - 15 Oct | |||||
| Remind/confirm attendance | 3 days | Contractor | 10/13-14/2015 | ||||||||
| Ensure participants are prepared for the test session (e.g, includes reminder calls, test links) | 1-3 days | Contractor | 10/10-13/2015 | ||||||||
| Provide final test session schedule and signed participant agreement forms (in case of cancellations, substitutions may be made from initial schedule) | 1-3 days | Contractor | 10/10-13/2015 | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 2B - Sent to Project Lead - 14 Oct; 2C - 15 Oct | |||||
| Provide Completed Checklist | Contractor | 10/14/15 | 2F - Completed Checklist | Due minimum of 3 business days before study begin date. | 15-Oct | ||||||
| Place reminder calls to participants | 1 day | Contractor | 10/13-14/2015 | ||||||||
| Conduct End User Testing | Day of Study | 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. | 15-Oct | ||||||
| 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 3 business days after completion of a study. | 15-Oct | ||||||
| Compile data, author report, distribute report | 5-10 days | Contractor/HFE |
STUDY2-MHVQS
Veterans Health Administration (VHA), Human Factors Engineering (HFE), Participant Recruitment Contract No. VA119A-15-C-0042
| Study 2 - My HealtheVet (MHV) Redesign / HFE Quick Study - 28/29OCT | |||||||||||
| ✔ | Phase | Due By (Prior) | Due By (Post) | Variation for ongoing approach | Action Owner | HFE to Perigean | Perigean to HFE | Perigean to Participants | Contract Deliverable | Contract Schedule | Delivery Date |
| Identify recruitment criteria and type of test (virtual or F2F) | 10-15 days | HFE | 22-Oct | ||||||||
| Provide a blank schedule along with target recruitment numbers | 10 days | HFE | 22-Oct | ||||||||
| Initiate study kick-off call to determine objectives, approach, and timeline | 9 days | Contractor/HFE | 22-Oct | ||||||||
| Determine if A/V Consent Forms are needed | 9 days | Contractor/HFE | 22-Oct | ||||||||
| Determine teleconference/recording needs for note taking purposes (for F2F studies) (E.g. Conference Line, Lync Mtg.) | 9 days | Contractor | 22-Oct | ||||||||
| Review communication materials | 8 days | HFE | Sent drafts to HFE 2-OCT | 2D - Copies of all communications with study participants | Drafts - 5 days after request for study recruitment; Final - 2 days after receipt of Government comments; Distribute to participants. | 29-Oct | |||||
| 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 | 22-Oct | |||||||
| Distribute Screener Questionnaire | 7-10 days | Pull participant data | Contractor | 22-Oct | 2E - Answers to Screening Questionnaire | Due 3 business days after completion of a study. | 29-Oct | ||||
| Identify qualified participants | 8-10 days | Search candidate pool | Contractor | 22-25Oct | |||||||
| Schedule participants | 7-9 days | Contractor | |||||||||
| Invite selected participants | 7-9 days | Schedule participants | Contractor | 22-Oct | |||||||
| Send Participant Agreement forms to selected participants | 7-9 days | Pull signed forms | Contractor | 22-Oct | |||||||
| Provide initial test session schedule and signed participant agreement forms | 6-7 days | Contractor | 22-25Oct | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 29-Oct | |||||
| Remind/confirm attendance | 3 days | Contractor | 28-29Oct | ||||||||
| 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) | 1-3 days | Contractor | 22-25Oct | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 29-Oct | |||||
| Provide Completed Checklist | Contractor | 2F - Completed Checklist | Due minimum of 3 business days before study begin date. | 29-Oct | |||||||
| Place reminder calls to participants | 1 day | Contractor | 28-29Oct | ||||||||
| Conduct End User Testing | Day of Study | 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 | 28-29Oct | 2I - Payment Record | Due 5 business days after each study session. | 28-29Oct | |||||
| 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 3 business days after completion of a study. | 28-29Oct | ||||||
| Compile data, author report, distribute report | 5-10 days | Contractor/HFE |
STUDY3 - BBMI
Veterans Health Administration (VHA), Human Factors Engineering (HFE), Participant Recruitment Contract No. VA119A-15-C-0042
| Study 3 - Blue Button Medical Imaging - 5/10NOV | |||||||||||
| ✔ | Phase | Due By (Prior) | Due By (Post) | Variation for ongoing approach | Action Owner | HFE to Perigean | Perigean to HFE | Perigean 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 - 5 days after request for study recruitment; Final - 2 days after receipt of Government comments; Distribute to participants. | 10-Nov | ||||||
| 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 3 business days after completion of a study. | 10-Nov | |||||
| 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 | Minimum of 5 days; Minimum of 3 days | 10-Nov | ||||||
| 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) | 1-3 days | Contractor | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 10-Nov | ||||||
| Provide Completed Checklist | Contractor | 2F - Completed Checklist | Due minimum of 3 business days before study begin date. | 10-Nov | |||||||
| Place reminder calls to participants | 1 day | Contractor | |||||||||
| Conduct End User Testing | Day of Study | 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. | 5-10Nov | ||||||
| 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 3 business days after completion of a study. | 5-10Nov | ||||||
| Compile data, author report, distribute report | 5-10 days | Contractor/HFE |
STUDY4 - MHVQS
Veterans Health Administration (VHA), Human Factors Engineering (HFE), Participant Recruitment Contract No. VA119A-15-C-0042
| Study 4 - MHVQS - 4/13NOV | |||||||||||
| ✔ | Phase | Due By (Prior) | Due By (Post) | Variation for ongoing approach | Action Owner | HFE to Perigean | Perigean to HFE | Perigean to Participants | Contract Deliverable | Contract Schedule | Delivery Date |
| Identify recruitment criteria and type of test (virtual or F2F) | 10-15 days | HFE | 4-Nov | ||||||||
| Provide a blank schedule along with target recruitment numbers | 10 days | HFE | 4-Nov | ||||||||
| Initiate study kick-off call to determine objectives, approach, and timeline | 9 days | Contractor/HFE | 4-Nov | ||||||||
| Determine if A/V Consent Forms are needed | 9 days | Contractor/HFE | 4-Nov | ||||||||
| Determine teleconference/recording needs for note taking purposes (for F2F studies) (E.g. Conference Line, Lync Mtg.) | 9 days | Contractor | 4-Nov | ||||||||
| Review communication materials | 8 days | HFE | Sent drafts to HFE 2-OCT | 2D - Copies of all communications with study participants | Drafts - 5 days after request for study recruitment; Final - 2 days after receipt of Government comments; Distribute to participants. | 13-Nov | |||||
| 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 | 5-Nov | |||||||
| Distribute Screener Questionnaire | 7-10 days | Pull participant data | Contractor | 5-Nov | 2E - Answers to Screening Questionnaire | Due 3 business days after completion of a study. | 13-Nov | ||||
| Identify qualified participants | 8-10 days | Search candidate pool | Contractor | 5-Nov | |||||||
| Schedule participants | 7-9 days | Contractor | |||||||||
| Invite selected participants | 7-9 days | Schedule participants | Contractor | 5-Nov | |||||||
| 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 | 10-Nov | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 13-Nov | |||||
| Remind/confirm attendance | 3 days | Contractor | 12-13Nov | ||||||||
| Ensure participants are prepared for the test session (e.g, includes reminder calls, test links) | 1-3 days | Contractor | 12-13Nov | ||||||||
| Provide final test session schedule and signed participant agreement forms (in case of cancellations, substitutions may be made from initial schedule) | 1-3 days | Contractor | 10-Nov | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 13-Nov | |||||
| Provide Completed Checklist | Contractor | 2F - Completed Checklist | Due minimum of 3 business days before study begin date. | 13-Nov | |||||||
| Place reminder calls to participants | 1 day | Contractor | 12-13Nov | ||||||||
| Conduct End User Testing | Day of Study | 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 | 12-13Nov | 2I - Payment Record | Due 5 business days after each study session. | 5-10Nov | |||||
| 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 3 business days after completion of a study. | 5-10Nov | ||||||
| Compile data, author report, distribute report | 5-10 days | Contractor/HFE |
STUDY5 - AAP
Veterans Health Administration (VHA), Human Factors Engineering (HFE), Participant Recruitment Contract No. VA119A-15-C-0042
| Study 5 - Ask a Pharmacist - 5/17NOV | |||||||||||
| ✔ | Phase | Due By (Prior) | Due By (Post) | Variation for ongoing approach | Action Owner | HFE to Perigean | Perigean to HFE | Perigean to Participants | Contract Deliverable | Contract Schedule | Delivery Date |
| Identify recruitment criteria and type of test (virtual or F2F) | 10-15 days | HFE | 5-Nov | ||||||||
| Provide a blank schedule along with target recruitment numbers | 10 days | HFE | 5-Nov | ||||||||
| Initiate study kick-off call to determine objectives, approach, and timeline | 9 days | Contractor/HFE | 5-Nov | ||||||||
| Determine if A/V Consent Forms are needed | 9 days | Contractor/HFE | 5-Nov | ||||||||
| Determine teleconference/recording needs for note taking purposes (for F2F studies) (E.g. Conference Line, Lync Mtg.) | 9 days | Contractor | 5-Nov | ||||||||
| Review communication materials | 8 days | HFE | Sent drafts to HFE 2-OCT | 2D - Copies of all communications with study participants | Drafts - 5 days after request for study recruitment; Final - 2 days after receipt of Government comments; Distribute to participants. | 17-Nov | |||||
| 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 | 10-Nov | |||||||
| Distribute Screener Questionnaire | 7-10 days | Pull participant data | Contractor | 10-Nov | 2E - Answers to Screening Questionnaire | Due 3 business days after completion of a study. | 17-Nov | ||||
| Identify qualified participants | 8-10 days | Search candidate pool | Contractor | 10-Nov | |||||||
| Schedule participants | 7-9 days | Contractor | |||||||||
| Invite selected participants | 7-9 days | Schedule participants | Contractor | 10-Nov | |||||||
| 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 | 10-Nov | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 17-Nov | |||||
| Remind/confirm attendance | 3 days | Contractor | 16-17Nov | ||||||||
| Ensure participants are prepared for the test session (e.g, includes reminder calls, test links) | 1-3 days | Contractor | 16-17Nov | ||||||||
| Provide final test session schedule and signed participant agreement forms (in case of cancellations, substitutions may be made from initial schedule) | 1-3 days | Contractor | 13-Nov | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 17-Nov | |||||
| Provide Completed Checklist | Contractor | 2F - Completed Checklist | Due minimum of 3 business days before study begin date. | 17-Nov | |||||||
| Place reminder calls to participants | 1 day | Contractor | 16-17Nov | ||||||||
| Conduct End User Testing | Day of Study | 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 | 16-17Nov | 2I - Payment Record | Due 5 business days after each study session. | 16-17Nov | |||||
| Conduct After Action Review | 1 day | Contractor/HFE | |||||||||
| Delivery of Study Notes & A/V | 3 days | Contractor | 16-17Nov | 2G - Notes; 2H - A/V from sessions | Due 3 business days after completion of a study; Due 3 business days after completion of a study. | 16-17Nov | |||||
| Compile data, author report, distribute report | 5-10 days | Contractor/HFE |
STUDY6-WC
Veterans Health Administration (VHA), Human Factors Engineering (HFE), Participant Recruitment Contract No. VA119A-15-C-0042
| Study 6 - Wellness Check - 6/19NOV | |||||||||||
| ✔ | Phase | Due By (Prior) | Due By (Post) | Variation for ongoing approach | Action Owner | HFE to Perigean | Perigean to HFE | Perigean to Participants | Contract Deliverable | Contract Schedule | Delivery Date |
| Identify recruitment criteria and type of test (virtual or F2F) | 10-15 days | HFE | 6-Nov | ||||||||
| Provide a blank schedule along with target recruitment numbers | 10 days | HFE | 6-Nov | ||||||||
| Initiate study kick-off call to determine objectives, approach, and timeline | 9 days | Contractor/HFE | 6-Nov | ||||||||
| Determine if A/V Consent Forms are needed | 9 days | Contractor/HFE | 5-Nov | ||||||||
| Determine teleconference/recording needs for note taking purposes (for F2F studies) (E.g. Conference Line, Lync Mtg.) | 9 days | Contractor | 6-Nov | ||||||||
| Review communication materials | 8 days | HFE | Sent drafts to HFE 2-OCT | 2D - Copies of all communications with study participants | Drafts - 5 days after request for study recruitment; Final - 2 days after receipt of Government comments; Distribute to participants. | 20-Nov | |||||
| 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 | 13-Nov | |||||||
| Distribute Screener Questionnaire | 7-10 days | Pull participant data | Contractor | 13-Nov | 2E - Answers to Screening Questionnaire | Due 3 business days after completion of a study. | 20-Nov | ||||
| Identify qualified participants | 8-10 days | Search candidate pool | Contractor | 13-Nov | |||||||
| Schedule participants | 7-9 days | Contractor | |||||||||
| Invite selected participants | 7-9 days | Schedule participants | Contractor | 13-Nov | |||||||
| 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 | 10-Nov | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 20-Nov | |||||
| Remind/confirm attendance | 3 days | Contractor | 18-19Nov | ||||||||
| Ensure participants are prepared for the test session (e.g, includes reminder calls, test links) | 1-3 days | Contractor | 18-19Nov | ||||||||
| Provide final test session schedule and signed participant agreement forms (in case of cancellations, substitutions may be made from initial schedule) | 1-3 days | Contractor | 16-Nov | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 20-Nov | |||||
| Provide Completed Checklist | Contractor | 2F - Completed Checklist | Due minimum of 3 business days before study begin date. | 20-Nov | |||||||
| Place reminder calls to participants | 1 day | Contractor | 18-19Nov | ||||||||
| Conduct End User Testing | Day of Study | 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 | 20-Nov | 2I - Payment Record | Due 5 business days after each study session. | 16-17Nov | |||||
| Conduct After Action Review | 1 day | Contractor/HFE | |||||||||
| Delivery of Study Notes & A/V | 3 days | Contractor | 18-19Nov | 2G - Notes; 2H - A/V from sessions | Due 3 business days after completion of a study; Due 3 business days after completion of a study. | 16-17Nov | |||||
| Compile data, author report, distribute report | 5-10 days | Contractor/HFE |
STUDY7-VOA
Veterans Health Administration (VHA), Human Factors Engineering (HFE), Participant Recruitment Contract No. VA119A-15-C-0042
| Study 7 - VOA - 24NOV/14DEC | |||||||||||
| ✔ | Phase | Due By (Prior) | Due By (Post) | Variation for ongoing approach | Action Owner | HFE to Perigean | Perigean to HFE | Perigean to Participants | Contract Deliverable | Contract Schedule | Delivery Date |
| Identify recruitment criteria and type of test (virtual or F2F) | 10-15 days | HFE | 24-Nov | ||||||||
| Provide a blank schedule along with target recruitment numbers | 10 days | HFE | 24-Nov | ||||||||
| Initiate study kick-off call to determine objectives, approach, and timeline | 9 days | Contractor/HFE | 24-Nov | ||||||||
| Determine if A/V Consent Forms are needed | 9 days | Contractor/HFE | 24-Nov | ||||||||
| Determine teleconference/recording needs for note taking purposes (for F2F studies) (E.g. Conference Line, Lync Mtg.) | 9 days | Contractor | 24-Nov | ||||||||
| Review communication materials | 8 days | HFE | Sent drafts to HFE 2-OCT | 2D - Copies of all communications with study participants | Drafts - 5 days after request for study recruitment; Final - 2 days after receipt of Government comments; Distribute to participants. | 15-Dec | |||||
| 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 | 1-Dec | |||||||
| Distribute Screener Questionnaire | 7-10 days | Pull participant data | Contractor | 1-Dec | 2E - Answers to Screening Questionnaire | Due 3 business days after completion of a study. | 15-Dec | ||||
| Identify qualified participants | 8-10 days | Search candidate pool | Contractor | 1-Dec | |||||||
| Schedule participants | 7-9 days | Contractor | |||||||||
| Invite selected participants | 7-9 days | Schedule participants | Contractor | 1-Dec | |||||||
| 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 | 1-Dec | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 15-Dec | |||||
| Remind/confirm attendance | 3 days | Contractor | 7-14Dec | ||||||||
| Ensure participants are prepared for the test session (e.g, includes reminder calls, test links) | 1-3 days | Contractor | 7-14Dec | ||||||||
| Provide final test session schedule and signed participant agreement forms (in case of cancellations, substitutions may be made from initial schedule) | 1-3 days | Contractor | 7-14Dec | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 15-Dec | |||||
| Provide Completed Checklist | Contractor | 2F - Completed Checklist | Due minimum of 3 business days before study begin date. | 15-Dec | |||||||
| Place reminder calls to participants | 1 day | Contractor | 7-14Dec | ||||||||
| Conduct End User Testing | Day of Study | 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 | 7-14Dec | 2I - Payment Record | Due 5 business days after each study session. | 15-Dec | |||||
| Conduct After Action Review | 1 day | Contractor/HFE | |||||||||
| Delivery of Study Notes & A/V | 3 days | Contractor | 7-14Dec | 2G - Notes; 2H - A/V from sessions | Due 3 business days after completion of a study; Due 3 business days after completion of a study. | 15-Dec | |||||
| Compile data, author report, distribute report | 5-10 days | Contractor/HFE |
STUDY8-MHVQS
Veterans Health Administration (VHA), Human Factors Engineering (HFE), Participant Recruitment Contract No. VA119A-15-C-0042
| Study 8 - MHVQS14 - 9/10Dec | |||||||||||
| ✔ | Phase | Due By (Prior) | Due By (Post) | Variation for ongoing approach | Action Owner | HFE to Perigean | Perigean to HFE | Perigean to Participants | Contract Deliverable | Contract Schedule | Delivery Date |
| Identify recruitment criteria and type of test (virtual or F2F) | 10-15 days | HFE | 3-Dec | ||||||||
| Provide a blank schedule along with target recruitment numbers | 10 days | HFE | 3-Dec | ||||||||
| Initiate study kick-off call to determine objectives, approach, and timeline | 9 days | Contractor/HFE | 3-Dec | ||||||||
| Determine if A/V Consent Forms are needed | 9 days | Contractor/HFE | 3-Dec | ||||||||
| Determine teleconference/recording needs for note taking purposes (for F2F studies) (E.g. Conference Line, Lync Mtg.) | 9 days | Contractor | 3-Dec | ||||||||
| Review communication materials | 8 days | HFE | Sent drafts to HFE 2-OCT | 2D - Copies of all communications with study participants | Drafts - 5 days after request for study recruitment; Final - 2 days after receipt of Government comments; Distribute to participants. | 11-Dec | |||||
| 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 | 3-Dec | |||||||
| Distribute Screener Questionnaire | 7-10 days | Pull participant data | Contractor | 3-Dec | 2E - Answers to Screening Questionnaire | Due 3 business days after completion of a study. | 11-Dec | ||||
| Identify qualified participants | 8-10 days | Search candidate pool | Contractor | 3-Dec | |||||||
| Schedule participants | 7-9 days | Contractor | |||||||||
| Invite selected participants | 7-9 days | Schedule participants | Contractor | 3-Dec | |||||||
| 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 | 8-Dec | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 11-Dec | |||||
| Remind/confirm attendance | 3 days | Contractor | 9-10Dec | ||||||||
| Ensure participants are prepared for the test session (e.g, includes reminder calls, test links) | 1-3 days | Contractor | 9-10Dec | ||||||||
| Provide final test session schedule and signed participant agreement forms (in case of cancellations, substitutions may be made from initial schedule) | 1-3 days | Contractor | 8-Dec | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | 11-Dec | |||||
| Provide Completed Checklist | Contractor | 2F - Completed Checklist | Due minimum of 3 business days before study begin date. | 11-Dec | |||||||
| Place reminder calls to participants | 1 day | Contractor | 9-10Dec | ||||||||
| Conduct End User Testing | Day of Study | 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 | 9-10Dec | 2I - Payment Record | Due 5 business days after each study session. | 11-Dec | |||||
| Conduct After Action Review | 1 day | Contractor/HFE | |||||||||
| Delivery of Study Notes & A/V | 3 days | Contractor | 9-10Dec | 2G - Notes; 2H - A/V from sessions | Due 3 business days after completion of a study; Due 3 business days after completion of a study. | 11-Dec | |||||
| Compile data, author report, distribute report | 5-10 days | Contractor/HFE |
STUDY9-MHVUT
Veterans Health Administration (VHA), Human Factors Engineering (HFE), Participant Recruitment Contract No. VA119A-15-C-0042
| Study ## | |||||||||||
| ✔ | Phase | Due By (Prior) | Due By (Post) | Variation for ongoing approach | Action Owner | HFE to Perigean | Perigean to HFE | Perigean to Participants | Contract Deliverable | Contract Schedule | Delivery Date |
| Identify recruitment criteria and type of test (virtual or F2F) | 10-15 days | HFE | DATE | ||||||||
| Provide a blank schedule along with target recruitment numbers | 10 days | HFE | DATE | ||||||||
| Initiate study kick-off call to determine objectives, approach, and timeline | 9 days | Contractor/HFE | DATE | ||||||||
| Determine if A/V Consent Forms are needed | 9 days | Contractor/HFE | DATE | ||||||||
| Determine teleconference/recording needs for note taking purposes (for F2F studies) (E.g. Conference Line, Lync Mtg.) | 9 days | Contractor | DATE | ||||||||
| Review communication materials | 8 days | HFE | Sent drafts to HFE 2-OCT | 2D - Copies of all communications with study participants | Drafts - 5 days after request for study recruitment; Final - 2 days after receipt of Government comments; Distribute to participants. | DATE | |||||
| 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 | DATE | |||||||
| Distribute Screener Questionnaire | 7-10 days | Pull participant data | Contractor | DATE | 2E - Answers to Screening Questionnaire | Due 3 business days after completion of a study. | DATE | ||||
| Identify qualified participants | 8-10 days | Search candidate pool | Contractor | DATE | |||||||
| Schedule participants | 7-9 days | Contractor | DATE | ||||||||
| Invite selected participants | 7-9 days | Schedule participants | Contractor | DATE | |||||||
| Send Participant Agreement forms to selected participants | 7-9 days | Pull signed forms | Contractor | DATE | |||||||
| Provide initial test session schedule and signed participant agreement forms | 6-7 days | Contractor | DATE | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | DATE | |||||
| Remind/confirm attendance | 3 days | Contractor | DATE | ||||||||
| Ensure participants are prepared for the test session (e.g, includes reminder calls, test links) | 1-3 days | Contractor | DATE | ||||||||
| Provide final test session schedule and signed participant agreement forms (in case of cancellations, substitutions may be made from initial schedule) | 1-3 days | Contractor | DATE | 2A/B - Test Session Schedule; 2C - Signed Copies of the Participate Agreement | Minimum of 5 days; Minimum of 3 days | DATE | |||||
| Provide Completed Checklist | Contractor | 2F - Completed Checklist | Due minimum of 3 business days before study begin date. | DATE | |||||||
| Place reminder calls to participants | 1 day | Contractor | DATE | ||||||||
| Conduct End User Testing | Day of Study | 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 | DATE | 2I - Payment Record | Due 5 business days after each study session. | DATE | |||||
| Conduct After Action Review | 1 day | Contractor/HFE | |||||||||
| Delivery of Study Notes & A/V | 3 days | Contractor | DATE | 2G - Notes; 2H - A/V from sessions | Due 3 business days after completion of a study; Due 3 business days after completion of a study. | DATE | |||||
| Compile data, author report, distribute report | 5-10 days | Contractor/HFE |
File details come from the government source that posted it. Updated .