Implementation Keys to Success

1. ImplementationKeys to Success

2. Implementation IMPLEMENTATION • Methodology Best Practices • Methodology Best Practices Checklist • Implementation Lifecycle view • Project Organization Chart • Roles and Responsibilities Guide • Key Concepts / Lessons Learned • Project Management • Planning • Requirements / Scope Management • BPR / RICE • User Involvement • Security • Testing • Documentation • Signoffs To develop detailed requirements and design, build, and test the system Inputs: Project Charter Contracts Outputs: Business Solution Trained End Users Help Desk / Support

3. Why is this Important? Drive the project to business / organization goals and benefits Assure the project is on-time, on-budget and meets performance requirements Continuous expectation management and communication Proactively address / escalate project issues Continuous validation and updating (on an exception basis) of the Business Case and Project Charter Project Management IMPLEMENTATION What is Project Management? Overall responsibility to assure the project is planned and executed to meet the cost, schedule and performance requirements as stated in the Project Charter (including the Business Case) • Who? • Sponsors are responsible for progress validation and making key decisions on escalation/exception basis • Project Managers drive weekly overall project execution and assure integration • Team leads are responsible for managing their teams and assuring completion of tasks • Note: Client and SI Program/Project Managers work together - Responsibility shifts toward client as project progresses When? • Throughout the project implementation phase

4. Project Management IMPLEMENTATION • Key to Success: • Follow proven implementation methodology • Manage project to assure goals and benefits defined in Project Charter • Early development of project standards • Project planning and management • Regular status meetings and reporting • Keep Steering Committee engaged • Effective Issues Management and Escalation • Proactively identify and manage risks • Tools: • Project Status Report Template • Project Status Report Guide • Project Status Report Metrics • Sample Issues Management process • Sample issues log • Risk Management Checklist

5. Why is this Important? Establish an integrated timeline for the project Define tasks, durations, dependencies and assignments Establish a baseline to drive resourcing and measure progress Planning IMPLEMENTATION • What is Planning? • Defining what needs to be done, when, for how long and by whom • Plans: • Project Plan • Communication Plan • Training Plan • Development Plan • Testing Plan • End User Training Plan • Cutover Plan • Who? • Project Managers create and own overall plans • SI drives initial planning  transitions to client PM • Team leads create and own supporting plans • Signoff? Sponsors approve overall plans. PMs approve team lead supporting plans • Skills required: • Program management and relevant project experience required When? • High level planning occurred during Initiation and Acquisition • Phases and durations defined during Preparation • Detailed plans created every 30 days throughout implementation life cycle • Additional plans as appropriate throughout implementation lifecycle

6. Planning IMPLEMENTATION • Key to Success: • Invest time up front to do thorough planning • Develop effort driven plans (vs. back scheduling from target go-live date) • Assure plans are developed for all major implementation components (overall project, training, development, testing, change management, communication, cutover, etc) • Assure supporting detailed plans are integrated with overall plan • Assure plans include dependencies, dates, effort and resources • Leverage SI templates and experience • Assure tasks and sequencing consistent with methodology best practices • Create and communicate 30-60 day detailed plans • Tools: • Methodology Best Practices Checklist • Sample MS Project Plan • Sample Communi-cations Plan • Cutover Planning Questionnaire, Guide etc. • Help Desk Planning Questionnaire, etc. • Go-live Readiness Checklist Sample

7. Why is this Important? Detailed Requirements: Assure understanding of what is required to meet the business needs Scope: Define and communicate clear boundaries as to what will be implemented. Leverage COTS solutions to drive ‘how’ requirements will be met. Scope Management: Assure the implementation remains focused on those requirements that support the business goals Detailed Requirements, Scope and Scope Management What are Detailed Requirements Those specific functional and technical requirements evolved from high-level & mid-level requirements & identified as necessary to meet long term business needs What is Scope? Those requirements included in the current phase of implementation What is Scope Management? Assuring that once the scope has been defined and approved – it is controlled to assure the project stays ‘on track’ When? • Define requirements and scope early – during Detailed Requirements • Manage entire project lifecycle to assure requirements are met and scope is maintained • Note: exceptions are exceptions - not rules • Who? • Process owners, key IT, critical management and end users define the requirements • Consultants work with client to interpret requirements and assure scope is defined to meet the business needs • Process Owners, PMs and IT signoff on defined requirements and initial scope and approve any changes that do not impact time or budget • Executive Sponsor / Steering Committee confirms scope and approves any changes that impact time or budget

8. Detailed Requirements, Scope and Scope Management IMPLEMENTATION • Key to Success: • Document all requirements and determine which requirements will be included in the scope for this implementation. • Apply 80/20 rule • Leverage COTS delivered processes • Engage stakeholders and end users • Secure signoffs • Implement Scope Change Control Process • Tools: • Deliverables, Concepts & Signoff Guide • Scope Change Order request form • Sample Scope Change Control process

9. Why is this Important? Assure business process goals are achieved Assure functional & non-functional performance goals are achieved Proactively identify and address configuration and development issues Minimize ‘go-live’ problems Testing IMPLEMENTATION What is Testing? The series of tasks performed to assure that the system will function and perform as intended and stated in the Project Charter and ‘Detailed Requirements’ phase deliverables. When? • Plan for testing during Preparation, Detailed Requirements and Design • Establish and execute unit and string tests during Build • Establish integration test scripts during Build • Execute integration and system tests during Transition / Cutover • Who? • PMs confirm the plans and monitor progress • Team leads establish, manage the plans and sign off on test results • Process owners and team members define the testing required and test scripts • Functional teams and application developers execute unit test scripts • Functional teams, application developers and power users execute and sign off integration test scripts • Technical team tests the system

10. Testing IMPLEMENTATION • Keys to Success: • Unit test all configuration • Unit test all development objects • String test scripts together • Cycles and iterations • Evolve from unit testing to full business process integration testing • Simulate all operating conditions • Involve representatives from all key functional areas • Mirror production infrastructure as closely as possible for integration tests • Test the system Note: All development ‘should be’ complete prior to starting integration testing • Tools: • Testing Guide

11. Why is this Important? Assure clear understanding by all applicable parties Provide basis to manage and control the project Provide documentation for future reference Drive expectation management Support scope control and change management Provides basis for SI payment Signoffs IMPLEMENTATION What are Signoffs? Validation at key points in the implementation and for key deliverables that the documented information has been reviewed and is approved by the signatory. When? • Up front – Project Charter and initial Scope documents • Incrementally throughout the project - upon completion of key deliverables (ie. plans, scope, designs, development objects, test results, etc) • At end of each phase of implementation • Who? • PMs sign off on each phases before proceeding to the next and provide update to Steering Committee for their approval • Varies based on deliverables but most signoffs are secure from

12. Signoffs IMPLEMENTATION • Keys to Success: • At the end of each phase of implementation: • Define thorough and detailed acceptance criteria in advance (or as provided in task order) • PMs review status and key deliverables for the phase, discusses any questions with applicable team members and assures appropriate signoffs have been secured for key deliverables • PMs signoff on phase and provide update to Steering Committee • Steering Committee signoff on phase Upon completion of each key deliverable: • Author of each key deliverable secures review and signoff of applicable resources • Tools: • Signoff checklist for each phase • Deliverables, Concepts & Signoff Guide • Deliverable acceptance form