project open rollout plan

7/31/2019 Project Open Rollout Plan

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Rollout Plan

Frank Bergmann

[email protected]



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

Contents

Price & Project Self Diagnosis

Macro 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





1. Size: What is the size of your organization (in-house employees):

A. 1-5 employees

B. 5-50 employees

C. > 50 employees

2. „Business“ or „Technology “ Orientation: Where do you focus?

A. We are focused on business

B. Business focus, but we can deal with technology

C. Strong technology skills

We have found that there are several types of customerwith very different needs.

Please answer the following questions in order todetermine your profile.


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During the implementation of anintegrated 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.

IntensiveConsulting

Train theTrainer

Partnership& in-housedevelopme

nt

IntensiveConsulting

Train theTrainer

DIY,in-house

development

HireSysAdmin Train the

Trainer

DIY

No 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 Sophistication

S i z e



Macro Planning

Definition

ExtensionsDevelopment

Instal-lation

Training

Kickoff

Go-Live Decision

After Go-Live

Sign-off Extensions




After Go-LiveDefinition TrainingInstallation Go-Live

Scope & ApplicationWorkshop

DesignWorkshop

PermissionConfiguration

Master DataImport

SysAdminTraining

AccountantTraining

ProjectManagersTraining

ServerInstallation

CategoryConfiguration

Basic

Configuration

MilestoneGo-Live

SettingLive

„HandHolding“

SupportContract

Extensions

Testing & Completion

SQL & ApplicationDesign

HTMLMockup

Development

(optional)

Prototype

Documentat.,Training Mat.

After Go-LiveTraining

GUIConfiguration

Sign-off

FeatureFreeze



Definition Phase

Customer’s Senior Management learns about

the application and identifies the ] p o [ 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 project

Input for firstcost estimate

Decisionstructure

Configuration

requirements Extension

requirements Input for

detailed quote


DesignWorkshop



Extensions Phase

Build a functional “mockup” using static HTMLpages based on input from the “Design

Workshop”.

Mockup confirmation in a functional designworkshop and freeze of specifications.

Define how extensions should relate to existing

] p o[ modules. Design a SQL data model.

Implement the specified extensions.

Presentation of a prototype to the customer.

Completion of the prototype functionality andtesting in the customer’s context.

Documentation of the extensions and

development / adaptation of training material.

Extensions sign-off.


HTML mockup

Functionalspecifications

Reutilization

Concept Data Model

Working code

Confirmation of

functionality Working system

Documentation

& trainingmaterial Working

extensions


SQL &

ApplicationDesign

HTMLMockup

Development

Prototype

Documentat.,

Training Mat.

Sign-off

FeatureFreeze



Training Phase

Allow PMs to efficiently use the “TranslationWorkflow”, “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.


Successfultraining

Successfultraining

SuccessfultrainingSysAdmin

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 togo-live

Operationalnew system

MilestoneGo-Live

SettingLive



SupportContract

After Go-Live

Presence of implementation team membersduring the first days after going live in order to

deal with questions and issues.

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

Ongoing support.


Successfulcompletion of

the first projectcycles

All users arecapable of usingthe system

A stable andupdated system

„HandHolding“






After Go-LiveDefinition TrainingInstallation Go-Live


DesignWorkshop

PermissionConfiguration

Master DataImport

SysAdminTraining

AccountantTraining


ServerInstallation

CategoryConfiguration

Basic

Configuration

MilestoneGo-Live

SettingLive

„HandHolding“

SupportContract

Extensions


SQL & ApplicationDesign

HTML

Mockup

Development

(optional)

Prototype

Documentat.,Training Mat.


GUIConfiguration

Sign-off

FeatureFreeze




] 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

...

Ver t i ca l Rollout Option:One project managerstarts using the system,possibly only for a limitednumber of customers

Hor izon ta l RolloutOption:

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

P r o c e s s

e s




„Vertical“ Rollout

Pros

Limited Risk: A single project manager „tests“ thefunctionality

Skill Management: The initial PM will probably be interestedin systems & IT

The initial PM can later provide training & support to the

other PMs

Cons

Integration 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

Pros

Reduces Integration Difficulties: „Big Bang“ rollout is cheaperif there are existing systems that would have to run inparallel otherwise.

No duplicated training

Cons

Higher Risk: Initial implementation difficulties have biggerimpact on the company

Summary

„Horizontal“ is the best option for complex rollouts in largercompanies in order to avoid high integration costs withexisting systems.

„Horizontal“ may be combined with a „vertical“ test phase.




Typical Rollout (1)

Man. Dir.

SalesManager OperationsManager Finance

PM 1 PM 3PM 2 PM 4Customer1

Freelance1

Freelance2

ResourceManager

Customer2

Start with the most IT-

savvy PM. He or she willlater provide training tothe other PMs

Start with projectmanagement and thefreelance-DB.You will need to setup afew customers andfreelancers in order toget started.

Test Operations

CRM

PM

Workflow

Accounting

Freelance-DB

Filestorage

Quality-DB

...

P r o c e s s

e s




Typical Rollout (2)

Man. Dir.

SalesManager

OperationsManager Finance

PM 1 PM 3PM 2 PM 4Customer

1Freelance

1Freelance

2

ResourceManager

Customer2

Integrate with yourfinancial backend.Train your ccountant(s) toimport information from

] p o[ and how to track bills& invoices from within thesystem.

Accounting Integration

CRM

PM

Workflow

Accounting

Freelance

-DB

Filestorage

Quality-DB

...

P r o c e s s e s




Typical Rollout (3)

Man. Dir.

SalesManager



Freelance1

Freelance2

ResourceManager

Customer2

Now one option is to startusing the translationworkflow and to involvethe first freelancers in theprocess.

However, this is not anecessary step.

Workflow Rollout

CRM

PM

Workflow

Accounting

Freelance-DB

Filestorage

Quality-DB

...

P r o c e s s

e s




Typical Rollout (4)

Man. Dir.

SalesManager



Freelance1

Freelance2

ResourceManager

Customer2

Now (some 1-3 monthafter starting with thefirst PM) your companyis typically ready torollout ] p o[ for the

other PMs.

Involve other PMs

CRM

PM

Workflow

Accounting

Freelance-DB

Filestorage

Quality-DB

...

P r o c e s s

e s




Typical Rollout (5)

Man. Dir.

SalesManager


PM 1 PM 3PM 2 PM 4Customer

1Freelance

1Freelance

2

ResourceManager

Customer2

After this point there areseveral options on howto proceed.However, your company

will have made a lot of progress understandingthe system, allowing youto take an informeddecision.

Further Options

CRM

PM

Workflow

Accounting

Freelance

-DB

Filestorage

Quality-DB

...

P r o c e s s e s




End

Frank Bergmann

[email protected]

www.project-open.com

mailto:[email protected]

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

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

mailto:[email protected]

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