Implementation of an organisational change

Service enabler 

• identifies the current situation and the changes resulting from the change situation in the use of the Kanta Services, e.g.
  • whether the use of the Kanta Services will continue with the current business ID
  • whether the use of the Kanta Services will be started with a new business ID
• specifies the target state
• identifies the measures that must be carried out in order to reach the target state
• ensures that the change is implemented in accordance with the terms and instructions of the Kanta Services verifies the existing contracts and their updating needs identifies the changes in the organisation data of the National Code Service (public sector) and the notifications to the licensing authorities (private sector)
• verifies any change needs in the registration point (public sector), changes to digital certificates and certification cards
  • Certificates and cards for health and social services | Digital and Population Data Services Agency (dvv.fi)
• updates the information management plan, if necessary, and organises document management Further information:

• Asiakirjahallinto ja asiakirjatiedon turvaaminen kunnallisten organisaatiomuutosten tilanteissa (kuntaliitto.fi, in Finnish)
• Kunnallisen asiakirjahallinnon opas, 5.6. Organisaatiomuutostilanteiden hallinta (arkistowiki.fi, in Finnish) 

Service enabler 

• launches cooperation with the information system supplier/s
• ensures the conformity of information systems and technical connections (Kanta access points, data communication links)
• plans the schedule for changes, e.g. the controller’s change run

The service enabler notifies the Kanta Services of a future change by email to kanta@kanta.fi. The Kanta Services supports the service enabler in the change situation in matters concerning the use of the Kanta Services.

The service enabler updates the self-monitoring plan for data protection and information security to comply with the new situation. 

The service enabler ensures that e.g. the following have been taken into account in the plan depending on the change situation: 

• conformity of the information system/s and the delivery service
• the self-monitoring plan of the Kanta provider
• expertise of personnel. 

The service enabler is responsible for the overall management of the change. Each participating operator (e.g. service enabler, information system supplier, Kanta Services, THL’s Code Service) must be aware of the measures and schedules and be committed to the schedules.  The matters to be agreed on include, e.g.

• specifying the operators that need to work on completing the change
• the measures that need to be taken by each operator
• the schedules for different operators.

When agreeing on the tasks and schedules, the impact of the change on the use of the Kanta Services must be known. Matters to be clarified include, e.g.:

• whether the use of the Kanta Services will continue as a current operator joining Kanta
• whether the current operator joining Kanta will terminate the use of the Kanta Services
• whether the change will give rise to new connections to Kanta
• whether the systems used and/or Kanta access points and technical connections will change
• whether there will be any changes in the reception of prescription renewal requests
• whether there will be any changes in the organisation data in the National Code Service or, with respect to the private sector, in the licences of enablers of health and social services
• whether the change will lead to changes in controllers.
   

In the event of a change in organisation structure, private-sector service enablers shall make the necessary licence changes to the Regional State Administrative Agency (AVI) or the National Supervisory Authority for Welfare and Health (Valvira) with a notification or amendment application according to which authority’s responsibility it is to process the change in the service enabler’s licence by virtue of the act on private health care service enablers. Further information:

• Private health care licences (valvira.fi, in Finnish)

Public sector service enablers shall notify of changes according to their own updating practices in the organisational and controller data in the National Code Service.

The service enabler plans the controller changes related to the change and sends the notification form concerning the controller change to koodistopalvelu@thl.fi.

Further information on the page Controller change.
 

The service enablers shall be responsible for the planning and implementation of personnel training in relation to the change. 

A new service enabler that has not used the Kanta Services before joins as a user of the Kanta Services.

Further information on the page Deployments.

The service enabler submits a notification of terminating the undertaking for the Kanta Services if the change situation includes the termination of the service enabler’s activities or use of the service.

Further information on the page Termination of client account.
 

The service enabler shall send a change notification to the Kanta Services if the change situation is related to change of systems or access points used by the service enabler.

The service enabler notifies of changes to the reception of prescription renewal requests to THL’s code service and to Kela’s Kanta Services (link to the renewal requests page).

The service enabler sends to controller change notification form to the address koodistopalvelu@thl.fi.

Further information on the page Controller change.

Before the start of production use, the service enabler carries out the necessary service-specific deployment tests. The service enabler agrees the times and performance of the deployment tests with the information system supplier. 

Production use can be started after the measures related to the change have been carried out and the deployment test, if required, has been carried out.

Instructions for changes of controller have been gathered on the page Change of controller.

The information system supplier, the Code Service and the Kanta Services are responsible for completing the change process in accordance with their own areas of responsibility within the jointly agreed schedule. Kela implements the change of controller by the assignment of the service enabler. The service provider is responsible for ensuring the availability of documents.

The service enabler ensures in cooperation with the information system supplier

• the availability of documents in real time both locally and from the Patient Data Repository. This enables correction measures and management of refusals.
• the functioning of internal registers (healthcare, occupational health service and social welfare)
• availability of documents so that any client refusal has no impact on the visibility of data. This also applies to documents created before joining Kanta.
• the functioning of access rights of own controller and service enabler. 
• the possibility of correcting and/or invalidation of a document. 

The service enabler manages the continuity of productional use in accordance with the data security plan and gives members of personnel instructions on how to act in exceptional situations.

Change communication aims to support the completion of a change with well-planned and uniform communication. 

The service enabler has the overall responsibility for communication in a change situation. The service enabler

• is responsible for timely and uniform internal and external communication
• communicates about important issues in each stage of preparing the change
• launches communications on the change together with the information system supplier and other cooperation bodies at a sufficiently early stage.

The service enabler notifies the Kanta Services of the change by email to kanta@kanta.fi. The notification schedule depends on the nature of the change, and it is specified in further detail in each change instruction. The message describes, for example:

• the current organisation 
• details of the nature of change in question (e.g. municipal merger or change of business structure) 
• whether a service enabler ceases activity and whether there will be new service enablers 
• the names and OID codes of service enablers going through the change
• schedule of the change
• information about possible document transfers 
• whether there will be changes in the SOTE organisation register and/or controller register (public sector) or in the licences of service enablers (private sector)
• whether the information system and/or access point used by the service enabler will change or whether there will be any changes in prescription renewals
• situation of preparations.

The service enabler is responsible for communicating about the change to the required cooperation bodies and clients. Key targets of the planning of change communications include the clarification of the key message, the responsibilities, roles, means and channels of communication, target groups, and schedule.