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Project Overview
Development of VIOS Project Tracker Tool
Project Objective

• Building a project tracker tool using Microsoft SharePoint 2019

Existing System Details

 Name: Inexus
 End Date of Current System: 2022
 Number of Users: Unlimited
 Number of Projects Managed: >1000
 Features:
o IOAO Manufacturing Site users access the platform to search for potential replication of
projects
o Project Leader (User) functionalities:
• Initiates new projects under GB, BB, Lean DMAIC, JDI & CI with customised
templates.
• Assign Project Coach, Project Sponsor and Financial Controller from the network.
• Upload Project Storyboard into the Platform
• Workflow approval for project phase and completion
o User information like certification status (GB, BB Lean)
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Viatris’ Expectations from MS SharePoint Project Tracking Tool

Following are some of the key expectations from the new VIOS Project Tracking Tool :

 Replace the TSA exit application (Inexus)

 Manage projects such as:
o Six Sigma (YB, GB, BB)
o Lean DMAIC
o Just Do It (JDI)
o Continuous Improvement (CI)
 Be a single source for:
o Initiating and completing projects end-to-end
o Projects data storage
o Replication search
o Approval Processes
o Tracking and monitoring the project status
o Project value delivery.

Building a Modern Workplace

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Our Understanding of the Scope

Solution Coverage
# Functionality / Project Activity In Out of Remarks
Scope Scope
1. Project Templates (YB, GB & BB, Lean) Yes 3 Project Templates as provided by Viatris

2. Project Templates (JDI, CI) No No Templates provided

3. Project Status Update Yes Based on the Project Stages shared by Viatris.

4. Workflows Yes One Workflow for each of the 3 templates with 2

levels of approval.
5. Reports Yes 4 Static Reports based on report output format
provided by Viatris
6. MS SharePoint Version Yes Mention the version of SharePoint

7. Functional Testing Yes Test Cases, Test Scripts and Test Data to be
provided by Viatris
8. Project Documentation Yes Will be provided (in English only)

9. User Training Yes Only Train-The-Trainer (in English only)

10. Performance Testing No To be handled by Viatris

11. Organizational Change Management No To be handled by Viatris

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 H i g h L eve l D e s i g n o f t h e P l at fo r m - H o m e p a g e

Platform with:
• A repository of all the current projects (>1000 projects)
• Good storage capacity for historical data (up to 20 GB) and more capacity to allow future data upload and
storage (50-100 GB)
• Search tab linked to the data allowing users to perform search for any related project for potential replication.
• New drop list allowing the Project Leader (user) to initiate new projects (Yellow Belt, Green Belt, Black Belt,
Lean DMAIC, Just Do It, Continuous Template PDCA, General Template, Innovation Template) directing the
user to a customized project template.
• Reports section related to the projects’ completion performance
The template for YB, GB, BB and Lean DMAIC is as follows:
Project title --- written text
Project Leader--- Should be the username as
default or may be selected
Project Start Date --- Calendar
Target End Date ---- Will be default (3M for YB,
6M for GB, 12M for BB)
Project Status ---- Drop list: On-Track, off-track
and Completed
Project Phase --- drop list: Define, Measure,
Analyze , Improve and Control
Project sponsor--- Selected from the data base
Project coach --- selected from the data base
Master Black Belt/Six sigma Leader---- Selected
from the data base
Financial Controller --- Selected from the data
base
» Financial Benefits: Drop List
» Non-Financial Benefits: Drop List
» Storyboard Template to be filled
» Project storyboard upload
» Request for Financial Approval (As Applicable /
Non-Applicable)
» Notification email to be sent to finance
requesting their approval or return for
additional information
» Request for approval (Coach ,sponsor & Six
Sigma Leader).
» Notification email to be sent to both for
requesting their approval or return for
additional
» Final Project Closure (Final Six Sigma
Leader/VIOS Design & DL)-Move the status of
the project to completed
» Project completion date will be generated
directly once the project status is completed.
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 Reports Overall Network ABC Site/Function

10 5
9 4
8 3
7
2
6
1
5
4 0
On-track Off-track Compeleted
3 Projects Projects Projects
2
1
0
On-track Off-track Compeleted
Projects Projects Projects
Financial Benefits K$
Complete Projects
350
9 300
8
250
7
6 200
5 150
4
100
3
2 50
1 0
0 Site 1 Site 2 Site 3 Site 4 Site 5 Site 6
Site 1 Site 2 Site 3 Site 4 Site 5 Site 6

Building a Modern Workplace

 Project Workflow

Return to the
Selecting
Home Page of
project type Once the User
New Project in Drop List to the VPR and
directs to New fills the
VPR Home Select: YB, GB, the project
Window template and
Page BB Lean…. High Level
(project submits
details will
template)
appear as this
 Workflows

Building a Modern Workplace

Solution Methodology
 Project Delivery Process

Plan Analyze Develop Implement Deliver

• Project Initiation and • Study and Analyze • Develop the • Implementation and • Go Live and Hyper-
Project Planning Requirements application Testing care Support

• Review and Sign Of

Understanding
Document

Above is the High-Level Implementation methodology followed by WPS for execution of SharePoint
“Build” projects. However, this is only a framework, and it would be modified according to Viatris’
implementation methodology.
Key Assumptions & Prerequisites
 Assumptions & Prerequisites
Technical
• A Platform with good storage capacity for all historical data (up
to 20 GB) and more capacity will be needed to allow the future
data upload and storage (totally up to 50-100 GB)
• All users' details and structure are configured in AD.
• All artefacts will be based on acceptance from WPS SRS Sign Off
Document.
• Access to Legacy system in case required
• All the required connectivity, access to servers and third-party
software access will be provided.
• Sample users for testing the workflow and any implementations.
• Access to SharePoint Site for development
General
• Effort estimate and costs are considered only from the Requirement Gathering
stage. Any time required for internal Viatris onboarding of the consultants have
not been taken into effort estimation.
• Effort estimate and costs are based on the current scope. Any change in scope
identified during the requirement gathering and analysis stage would be
considered as a change request, and would have an impact on the efforts, cost and
delivery timeline.
• Efforts have been included only for consultants working off-shore. All required
access, authorizations to relevant servers and tools have to be provided.
• Access to Viatris SME’s – Business, Operations, Compliance & IT admins to be made
available.
• Any and all software licenses required for project would be procured by Viatris.
• Any brand content (graphics/images) and relevant data will be provided in
standard SharePoint format with metadata tags. Effort for conversion from non-
standard format is not considered.
• Only English language is considered in the scope.
Out of Scope
 Out of Scope

 QA/QC and IT Security

 Any 3rd party Application / ERP integration
 Historical Data Migration from existing system
 External users Access
 Infrastructure configuration and management is not in scope
 Data Entry / Data Upload of any existing documents which involves manual
process.
 Local AD Policies implementation and configuration
 DLP Implementation
 Any other task not specified in the scope of work section will be considered as
out of scope for the project.
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Estimates – Timeline, Resource
Skills & Timeline

WPS Team Client Team

Project Project
Manager /
Coordinator Manager /
Coordinator

Business Analyst Lead Developer Designer

Business Users UAT team

Developers QA/Tester

Estimated Duration of the Project: 26 weeks

Timeline

Resource Role Nov - W3 W1 W2 W3 W4 W5 W6 W7 W8 W9 W10 W11 W12 W13 W14 W15 W16 W17 W18 W19 W20 W21 W22 W23 W24 W25 W26

Project Manager

Business Analyst

Prototype Designer

Application Designer

Application Architect

Lead Developer

SharePoint Developers (3)

Tester

Support Engineer
 Timeline
 

SharePoint Migration Project

Activities W1 W2 W3 W4 W5 W6 W7 W8 W9 W10 W11 W12 W13 W14 W15 W16 W17 W18 W19 W20 W21 W22 W23 W24 W25 W26

Requirement Gathering  

SRS Documentation  

Application Prototype  

Screen Designs  

Application Development  

UAT  

Go Live  

Hypercare Support  
Expertise
Our Key Differentiators
Some of our Clients