Rollout Plan - Project...

Rollout Plan

Frank [email protected]

© ]project-opem[ 2007, Title / Speaker / 2

Contents

Price & Project Self DiagnosisMacro planning]po[ Implementation Phases

– Definition Phase– Extensions Phase– Installation Phase– Training Phase– Go-Live Phase– After Go-Live Phase

]po[ Rollout Options– „Vertical“ Rollout– „Horizontal“ Rollout– Typical Rollout 1 – Test Operations– Typical Rollout 2 – Accounting Integration– Typical Rollout 3 – Workflow Rollout– Typical Rollout 4 – Involve Other PMs– Typical Rollout 5 – Further Options


Price & Project Self Diagnosis

1. Size: What is the size of your organization (in-house employees):A. 1-5 employeesB. 5-50 employeesC. > 50 employees

2. „Business“ or „Technology “ Orientation: Where do you focus?A. We are focused on businessB. Business focus, but we can deal with technologyC. Strong technology skills

We have found that there are several types of customerwith very different needs. Please answer the following questions in order to determine your profile.


Price & Project Self Diagnosis

During the implementation of an integrated IT system yourorganization will have to overcome a number of obstacle:

– Technological– Business Processes– Organizational Change

Organizations with strongtechnical skills can overcomethese barriers by themselves.

Other organizations will needconsulting in order to impelment]po[ (or any other system) successfully.

Intensive Consulting

Train theTrainer

Partnership& in-housedevelopme

nt

Intensive Consulting

Train theTrainer

DIY, in-house

development

HireSysAdmin Train the

Trainer

DIYNo helpneeded.

A1-5

employees

B5-50

employees

C>50

employees

A. Business

focus

B. Some

technology

C. Strong

technology

€ 0

€ 0 - 10k

€ 0 – 50k€ 10k – 50k

€ 5k- 25k

€ 15k-200k

€ 5k-50k

€ 1k-3k

Technology SophisticationSiz

e


Macro Planning

Definition

ExtensionsDevelopment

Instal-lation

Training

Kickoff

Go-Live Decision

After Go-Live

Sign-offExtensions


]po[ Implementation Phases

After Go-LiveDefinition TrainingInstallation Go-Live

Scope & ApplicationWorkshop

Design Workshop

PermissionConfiguration

Master DataImport

SysAdminTraining

AccountantTraining

Project Managers Training

Server Installation

CategoryConfiguration

Basic Configuration

MilestoneGo-Live

SettingLive

„Hand Holding“

Support Contract

Extensions

Testing & Completion

SQL & ApplicationDesign

HTMLMockup

Development

(optional)

Prototype

Documentat., Training Mat.

After Go-LiveTraining

GUI Configuration

Sign-off

Feature Freeze


Definition Phase

Customer’s Senior Management learns about the application and identifies the ]po[ modules to be implemented.Identification of extension development necessities.

Senior Management or Key Users specify configuration and customization necessities.Scoping and functional requirement definition for extension development.

Work Package Objective Deliverables

Scope of projectInput for first cost estimateDecision structure

Configuration requirementsExtension requirementsInput for detailed quote


Design Workshop


Extensions Phase

Build a functional “mockup” using static HTML pages based on input from the “Design Workshop”.

Mockup confirmation in a functional design workshop and freeze of specifications.

Define how extensions should relate to existing ]po[ modules.Design a SQL data model.

Implement the specified extensions.

Presentation of a prototype to the customer.

Completion of the prototype functionality and testing in the customer’s context.

Documentation of the extensions and development / adaptation of training material.

Extensions sign-off.


HTML mockup

Functional specifications

Reutilization ConceptData Model

Working code

Confirmation of functionalityWorking system

Documentation & training materialWorking extensions



HTMLMockup

Development

Prototype


Sign-off

FeatureFreeze


Installation Phase

Install the ]po[ application on a production server and (optionally) on a development/test server. Security configuration.

Configuration of Admin / Parameters section according to customer requirements.

Setup of user profiles and user profile privileges according.

Adapt ]po[ categories (project types, customer types, …) to the specific business.

Adapt GUI colors and font styles to the customer’s corporate design (optional).

Create ]po[ customers, providers, customer contacts, freelancers, employees and prices from existing data.


Installed applications

Working application

Secure application

Adaptedapplication

Attractive application

Usableapplication


Master Data Import

Server Installation

GUI Configuration

Basic Configuration



Training Phase

Allow PMs to efficiently use the “Translation Workflow”, “File Storage” and “Forum” modules.

Allow accountants to efficiently use the “Translation Invoices” and “Freelance Invoices” (optional) modules.

Enable the Sysadmin to perform backup, restore and recovery operations.


Successful training

Successful training

Successful trainingSysAdmin

Training

AccountantTraining



Go-Live Phase

Obtain technical OK to go-Live.Obtain user’s OK to go-live.

Live setting of the application. Final transfer of data from the legacy to the new system (optional).


Decision to go-live

Operational new system

MilestoneGo-Live

SettingLive


Support Contract

After Go-Live

Presence of implementation team members during the first days after going live in order to deal with questions and issues.

Training to deal with unanticipated or unresolved questions after the go-live.

Ongoing support.


Successful completion of the first project cycles

All users are capable of using the system

A stable and updated system

„Hand Holding“



]po[ Implementation Phases

After Go-LiveDefinition TrainingInstallation Go-Live


Design Workshop


Master DataImport

SysAdminTraining

AccountantTraining


Server Installation


Basic Configuration

MilestoneGo-Live

SettingLive

„Hand Holding“

Support Contract

Extensions



HTMLMockup

Development

(optional)

Prototype



GUI Configuration

Sign-off

Feature Freeze


]po[ Rollout Options

Man. Dir.

SalesManager

OperationsManager Finance

PM 1 PM 3PM 2 PM 4

CRM

PM

Workflow

Accounting

Freelance-DB

Filestorage

Customer1

Freelance1

Freelance2

ResourceManager

Customer2

Quality-DB

...

Vertical Rollout Option:One project managerstarts using the system, possibly only for a limitednumber of customers

Horizontal RolloutOption:A single process (PM, CRM, filestorage, ...) is beingused by all PMs

Pro

cess

es


„Vertical“ Rollout

ProsLimited Risk: A single project manager „tests“ thefunctionalitySkill Management: The initial PM will probably be interestedin systems & ITThe initial PM can later provide training & support to theother PMs

ConsIntegration Difficulties: This approache can be difficult if]po[ needs to be integrated with existing systems.

Summary„Vertical“ is the best option for smaller companies and companies without PM systems.


„Horizontal“ Rollout

ProsReduces Integration Difficulties: „Big Bang“ rollout is cheaperif there are existing systems that would have to run in parallel otherwise.No duplicated training

ConsHigher Risk: Initial implementation difficulties have biggerimpact on the company

Summary„Horizontal“ is the best option for complex rollouts in larger companies in order to avoid high integration costs withexisting systems.„Horizontal“ may be combined with a „vertical“ test phase.


Typical Rollout (1)

Man. Dir.

SalesManager


PM 1 PM 3PM 2 PM 4Customer1

Freelance1

Freelance2

ResourceManager

Customer2

Start with the most IT-savvy PM. He or she will later provide training to the other PMs

Start with projectmanagement and thefreelance-DB.You will need to setup a few customers and freelancers in order to get started.

Test Operations

CRM

PM

Workflow

Accounting

Freelance-DB

Filestorage

Quality-DB

...

Pro

cess

es


Typical Rollout (2)

Man. Dir.

SalesManager



Freelance1

Freelance2

ResourceManager

Customer2

Integrate with yourfinancial backend.Train your ccountant(s) to import information from]po[ and how to track bills& invoices from within thesystem.

Accounting Integration

CRM

PM

Workflow

Accounting

Freelance-DB

Filestorage

Quality-DB

...

Pro

cess

es


Typical Rollout (3)

Man. Dir.

SalesManager



Freelance1

Freelance2

ResourceManager

Customer2

Now one option is to start using the translationworkflow and to involvethe first freelancers in theprocess.However, this is not a necessary step.

Workflow Rollout

CRM

PM

Workflow

Accounting

Freelance-DB

Filestorage

Quality-DB

...

Pro

cess

es


Typical Rollout (4)

Man. Dir.

SalesManager



Freelance1

Freelance2

ResourceManager

Customer2

Now (some 1-3 monthafter starting with thefirst PM) your companyis typically ready to rollout ]po[ for theother PMs.

Involve other PMs

CRM

PM

Workflow

Accounting

Freelance-DB

Filestorage

Quality-DB

...

Pro

cess

es


Typical Rollout (5)

Man. Dir.

SalesManager



Freelance1

Freelance2

ResourceManager

Customer2

After this point there areseveral options on howto proceed.However, your companywill have made a lot of progress understandingthe system, allowing youto take an informeddecision.

Further Options

CRM

PM

Workflow

Accounting

Freelance-DB

Filestorage

Quality-DB

...

Pro

cess

es


End

Frank [email protected]

www.project-open.com

mailto:[email protected]

http://www.project-open.com/

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