Rollout Plan

Frank Bergmann
frank.bergmann@project-open.com
Contents

ƒ Price & Project Self Diagnosis

ƒ Macro planning
ƒ ]po[ Implementation Phases
– Definition Phase
– Extensions Phase
– Installation Phase
– Training Phase
– Go-Live Phase
– After Go-Live Phase
ƒ ]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

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

Price & Project Self Diagnosis

We have found that there are several types of customer

with very different needs.
Please answer the following questions in order to
determine your profile.

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

© ]project-opem[ 2007, Title / Speaker / 3

Price & Project Self Diagnosis

ƒ During the implementation of an

integrated IT system your A. B. C.
organization will have to Business Some Strong
overcome a number of obstacle: focus technology technology
€ 15k-200k € 10k – 50k € 0 – 50k
– Technological C Partnership
– Business Processes >50 Intensive Train the & in-house
employees Consulting Trainer developme
– Organizational Change nt
€ 5k-50k € 5k- 25k € 0 - 10k

Size
DIY,
ƒ Organizations with strong 5-50
B
Intensive Train the in-house
technical skills can overcome employees Consulting Trainer developme
nt
these barriers by themselves.
€ 1k-3k €0
A Hire DIY
1-5 Train the
ƒ Other organizations will need employees
SysAdmin
Trainer No help
needed.
consulting in order to impelment
]po[ (or any other system) Technology Sophistication
successfully.

© ]project-opem[ 2007, Title / Speaker / 4

Macro Planning

Definition
Kickoff

Extensions
Development Sign-off
Extensions

Instal-
lation

Training

Go-Live Decision

After Go-Live

© ]project-opem[ 2007, Title / Speaker / 5

]po[ Implementation Phases

Definition Extensions Installation Training Go-Live After Go-Live

(optional)
Scope &
Application
Workshop
HTML
Design Mockup
Workshop

Feature
Freeze
Server
Installation
SQL &
Application
Design
Basic
Configuration
Development
Permission
Configuration
Prototype Project
Managers
Training
Category
Configuration
Testing & Accountant
Completion Training
GUI
Configuration
Documentat., SysAdmin
Training Mat. Training
Master Data Milestone
Import „Hand
Sign-off Go-Live Holding“

Setting
Live After Go-Live
Training

Support
Contract

© ]project-opem[ 2007, Title / Speaker / 6

Definition Phase

Work Package Objective Deliverables

Scope & ƒ Customer’s Senior Management learns about ƒ Scope of

Application the application and identifies the ]po[ modules project
Workshop ƒ Input for first
to be implemented.
ƒ Identification of extension development cost estimate
necessities. ƒ Decision
structure

ƒ Senior Management or Key Users specify ƒ Configuration

Design requirements
Workshop configuration and customization necessities.
ƒ Scoping and functional requirement definition ƒ Extension
for extension development. requirements
ƒ Input for
detailed quote

© ]project-opem[ 2007, Title / Speaker / 7

Extensions Phase

Work Package Objective Deliverables

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

Feature ƒ Mockup confirmation in a functional design ƒ Functional

Freeze workshop and freeze of specifications. specifications

SQL & ƒ Define how extensions should relate to existing ƒ Reutilization

Application ]po[ modules. Concept
Design ƒ Design a SQL data model. ƒ Data Model

Development ƒ Implement the specified extensions. ƒ Working code

Prototype ƒ Presentation of a prototype to the customer. ƒ Confirmation of

functionality
Testing & ƒ Completion of the prototype functionality and ƒ Working system
Completion testing in the customer’s context.

Documentat.,
ƒ Documentation of the extensions and ƒ Documentation
Training Mat. development / adaptation of training material. & training
material
Sign-off ƒ Extensions sign-off. ƒ Working
extensions
© ]project-opem[ 2007, Title / Speaker / 8
Installation Phase

Work Package Objective Deliverables

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

ƒ Configuration of Admin / Parameters section ƒ Working

Basic
Configuration according to customer requirements. application

Permission ƒ Setup of user profiles and user profile privileges ƒ Secure

Configuration according. application

Category ƒ Adapt ]po[ categories (project types, customer ƒ Adapted

Configuration types, …) to the specific business. application

ƒ Adapt GUI colors and font styles to the ƒ Attractive

GUI
Configuration customer’s corporate design (optional). application

Master ƒ Create ]po[ customers, providers, customer ƒ Usable

Data Import contacts, freelancers, employees and prices application
from existing data.

© ]project-opem[ 2007, Title / Speaker / 9

Training Phase

Work Package Objective Deliverables

Project ƒ Allow PMs to efficiently use the “Translation ƒ Successful

Managers Workflow”, “File Storage” and “Forum” modules. training
Training

ƒ Allow accountants to efficiently use the ƒ Successful

Accountant
Training “Translation Invoices” and “Freelance Invoices” training
(optional) modules.

ƒ Enable the Sysadmin to perform backup, ƒ Successful

SysAdmin restore and recovery operations. training
Training

© ]project-opem[ 2007, Title / Speaker / 10

Go-Live Phase

Work Package Objective Deliverables

Milestone ƒ Obtain technical OK to go-Live. ƒ Decision to
Go-Live ƒ Obtain user’s OK to go-live. go-live

ƒ Live setting of the application. Final transfer of ƒ Operational

Setting data from the legacy to the new system new system
Live (optional).

© ]project-opem[ 2007, Title / Speaker / 11

After Go-Live

Work Package Objective Deliverables

ƒ Presence of implementation team members ƒ Successful
„Hand during the first days after going live in order to completion of
Holding“
deal with questions and issues. the first project
cycles

After Go-Live ƒ Training to deal with unanticipated or ƒ All users are

Training unresolved questions after the go-live. capable of using
the system

ƒ Ongoing support. ƒ A stable and

Support
Contract updated system

© ]project-opem[ 2007, Title / Speaker / 12

]po[ Implementation Phases

Definition Extensions Installation Training Go-Live After Go-Live

(optional)
Scope &
Application
Workshop
HTML
Design Mockup
Workshop

Feature
Freeze
Server
Installation
SQL &
Application
Design
Basic
Configuration
Development
Permission
Configuration
Prototype Project
Managers
Training
Category
Configuration
Testing & Accountant
Completion Training
GUI
Configuration
Documentat., SysAdmin
Training Mat. Training
Master Data Milestone
Import „Hand
Sign-off Go-Live Holding“

Setting
Live After Go-Live
Training

Support
Contract

© ]project-opem[ 2007, Title / Speaker / 13

 ]po[ Rollout Options

Man. Dir.

Sales Operations Resource

Manager Manager Finance
Manager

Customer Customer PM 1 PM 2 PM 3 PM 4 Freelance Freelance

1 2 1 2

PM
Vertical Rollout Option:
One project manager
Filestorage
starts using the system,
Freelance possibly only for a limited
-DB number of customers
Processes

CRM

Accounting

Workflow Horizontal Rollout

Option:
Quality-DB A single process (PM, CRM,
filestorage, ...) is being
... used by all PMs

© ]project-opem[ 2007, Title / Speaker / 14

„Vertical“ Rollout

Pros
Ò Limited Risk: A single project manager „tests“ the
functionality
Ò Skill Management: The initial PM will probably be interested
in systems & IT
Ò The initial PM can later provide training & support to the
other PMs
Cons
Ô Integration Difficulties: This approache can be difficult if
]po[ needs to be integrated with existing systems.
Summary
Î „Vertical“ is the best option for smaller companies and
companies without PM systems.

© ]project-opem[ 2007, Title / Speaker / 15

„Horizontal“ Rollout

Pros
Ò Reduces Integration Difficulties: „Big Bang“ rollout is cheaper
if there are existing systems that would have to run in
parallel otherwise.
Ò No duplicated training
Cons
Ô Higher Risk: Initial implementation difficulties have bigger
impact on the company
Summary
Î „Horizontal“ is the best option for complex rollouts in larger
companies in order to avoid high integration costs with
existing systems.
Î „Horizontal“ may be combined with a „vertical“ test phase.

© ]project-opem[ 2007, Title / Speaker / 16

 Typical Rollout (1)

Man. Dir.
Test Operations

Start with the most IT-

Sales Operations savvy PM. He or she will
Manager Manager Finance Resource
later provide
Manager training to
the other PMs

Customer Customer PM 1 PM 2 PM 3 PM 4 Freelance Freelance

1 2 1 2
Start with project
PM management and the
freelance-DB.
Filestorage You will need to setup a
Freelance few customers and
-DB freelancers in order to
Processes

get started.
CRM

Accounting

Workflow

Quality-DB

...
© ]project-opem[ 2007, Title / Speaker / 17
 Typical Rollout (2)

Accounting Integration
Man. Dir.

Sales Operations Resource

Manager Manager Finance
Manager

Customer Customer PM 1 PM 2 PM 3 PM 4 Freelance Freelance

1 2 1 2

PM
Integrate with your
Filestorage financial backend.
Train your ccountant(s) to
Freelance import information from
-DB ]po[ and how to track bills
Processes

& invoices from within the

CRM system.
Accounting

Workflow

Quality-DB

... © ]project-opem[ 2007, Title / Speaker / 18

 Typical Rollout (3)
Workflow Rollout
Man. Dir.

Sales Operations Resource

Manager Manager Finance
Manager

Customer Customer PM 1 PM 2 PM 3 PM 4 Freelance Freelance

1 2 1 2

PM
Now one option is to start
Filestorage using the translation
workflow and to involve
Freelance the first freelancers in the
-DB process.
Processes

However, this is not a

CRM necessary step.
Accounting

Workflow

Quality-DB

...
© ]project-opem[ 2007, Title / Speaker / 19
 Typical Rollout (4)
Involve other PMs
Man. Dir.

Sales Operations Resource

Manager Manager Finance
Manager

Customer Customer PM 1 PM 2 PM 3 PM 4 Freelance Freelance

1 2 1 2

PM
Now (some 1-3 month
after starting with the
Filestorage first PM) your company
Freelance is typically ready to
-DB rollout ]po[ for the
Processes

other PMs.
CRM

Accounting

Workflow

Quality-DB

...
© ]project-opem[ 2007, Title / Speaker / 20
 Typical Rollout (5)
Further Options

Man. Dir.

Sales Operations Resource

Manager Manager Finance
Manager

Customer Customer PM 1 PM 2 PM 3 PM 4 Freelance Freelance

1 2 1 2

PM
After this point there are
several options on how
Filestorage to proceed.
Freelance However, your company
-DB will have made a lot of
Processes

progress understanding
CRM the system, allowing you
to take an informed
Accounting decision.

Workflow

Quality-DB

... © ]project-opem[ 2007, Title / Speaker / 21

End

Frank Bergmann
frank.bergmann@project-open.com
www.project-open.com

© ]project-opem[ 2007, Title / Speaker / 22