III.B.2. Technical tender preparation: Creation of Use Cases

Estimated Execution Time

1-2 weeks

Objective

To translate identified needs and functional building blocks into practical, realistic use cases that describe how the future solution or service will be used in real-life contexts. The use cases illustrate user interactions, workflows, and operational scenarios without prescribing technical solutions.
They support the refinement of functional specifications, inform evaluation criteria, and facilitate clear and structured communication with potential suppliers during the Open Market Consultation (OMC).

Who is Involved

Clinical Experts and End Users: define real-life usage scenarios and user interactions.
Operational and Laboratory Experts: describe operational contexts, constraints, and process variations.
Technical and Data Experts: ensure feasibility and coherence with functional building blocks.
Procurers / Contracting Authorities: ensure use cases are suitable for tender and OMC purposes.
Project Department / Innovation Unit: coordinate development and consolidation of use cases.
Facilitators / Knowledge Partners: support scenario definition and documentation.

Activities / Tasks

III.B.2.1. Identify and prioritise key use case scenario

Identify representative scenarios covering the most relevant operational, clinical, and data-related contexts.
Ensure use cases reflect common needs across sites while capturing meaningful variability.
Prioritise use cases based on impact, frequency, and relevance for innovation.
Use co-creational tools, such as workshops or interviews with end-users to identify workflows, bottlenecks, and desired improvements.

III.B.2.2. Define use case structure and narrative

Define a common structure for all use cases (context, actors, preconditions, main flow, alternatives, expected outcomes).
Describe step-by-step interactions and workflows in clear, non-technical language.
Ensure use-cases focus on what needs to happen, not how it should be technically implemented.
Create user stories describing typical, alternative, and exceptional scenarios.
Define actors, inputs, actions, and expected outputs for each use case.

III.B.2.3. Validate coherence and consolidate use-cases for OMC and tender support

Refine and consolidate use cases into a structure document to ensure clarity, realism, and internal consistency.
Validate use cases internally with technical, legal, and user teams before market engagement.
Ensure each use case are consistent with identified needs
Document final use cases using structured templates (e.g., BPMN diagrams, tabular models, or text-based templates).

Tips / Common Pitfalls

✅ Use real operational scenarios grounded in daily practice.

✅ Keep use cases solution-agnostic and outcome-oriented.

✅ Limit the number of use cases to those that truly drive innovation.

❌ Avoid creating too many minor or redundant scenarios.

❌Overloading with technical jargon that non-experts cannot interpret.

Outcome / Deliverables

Structured and prioritised set of use cases reflecting real-life operational and clinical scenarios.
Structured documentation of use-cases ready to support tender drafting, OMC materials, and evaluation design.

Resources

Guidelines for Innovation Procurement (PCP/PPI) EU Healthcare PCP and PPI Examples

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