Project Mobilization is a key management engaging activity that will provide a clear understanding of the project management standards by which the implementation will be governed. This also serves as an opportunity to unite the team behind a common vision and to prepare them in the best viable way for the engagement that lies ahead.
A key initial task in this activity is conducting the planning, identification, and assignment of initial human resources for the project. Detailed planning will occur once the project plan is further established and confirmed in the Alignment Phase. But it is important to commence human resource planning against the identified roles as early as possible to avoid potential delays to the project due to experience, availability, and capacity of resources.
The client’s preparation for the Implementation Kick-Off includes conducting Project Mobilization Meetings with senior management and the core team to review the Project Plan. Review of the Implementation Phases, Tasks, Deliverables, and Discussion of critical success factors such as level expectations and uniting the team behind a common vision.
The team will gain a comprehensive view of the background of the project, the business reasons for undertaking the implementation, and any other valuable information regarding Business Processes as well as Integration and Interface requirements. The team will also have a good understanding of the current Information Technology landscape, as well as the short- and long-term IT strategies.
Finally, the skill sets of the proposed team will be reviewed to ensure that all skill requirements are met. Any additional skills required should be noted, and a training and/or recruitment plan should be defined accordingly.
The deliverables for the Project Mobilization Phase of the project are as follows:
- Deliver Business Central and RPM and Introduce the Preconfigured Environment
- Client access to the Monday.com site
- Review the High-Level Project Plan and Timeline
- Review Data Migration Requirement
- Begin Task Assignment
- Review requirements for Preconfigured environment
The Alignment phase represents the official start of the implementation for the entire project team. The project will begin with the project managers working together to finalize project schedules and prepare for the project kick-off presentation with the core team. The Alignment phase is initiated with planning sessions designed to validate the project vision, scope, and objectives. In addition, the sessions cover the schedule, milestones, resources, roles and responsibilities, deliverables, and communications with the Executive Sponsors.
Following the Project Kick-off meeting, the functional consultants conduct agile, 30-day sprint, business process workshops to document and model the Suite Engine RPM pre-configured business processes. The validation of the future state processes is formally documented in Monday.com along with all significant gaps which could impact the timeline or budget. In the rapid project implementation gaps and subsequent changes will be minimal. A series of agile 30-day sprint workshops will be used to conduct iterative sessions.
The Process Workshops review the pre-configured business process and process flows proposed to be adopted by the client. Several related sub-processes may be grouped together to form a workshop. Functional requirements are validated, and gaps are identified. In a rapid implementation, there will be minimal updates to the Scope Document based on the workshop findings. The core project team will begin reviewing the provided feature unit test scripts and documenting any client-specific user stories to support the business requirements associated with the processes covered in the workshop.
The consultant demonstrates the business process back to the workshop teams. The client team provides feedback and potential issues are documented with respect to how processes are required to work. The core team members are expected to participate hands-on in the solution executing the base business transactions being covered during the workshops.
Any identified potential issues or gaps between business needs and the standard solution are documented including possible workarounds and business impact. The Core Project Team members will edit and document the feature unit tests associated with the processes covered. Each requirement must be linked to a step in the sub-process. A single process step may have one or many requirements. The Core Project Team will be responsible for updating/changing the Visio process models if desired.
The deliverables for the Alignment Phase of the project are as follows:
- Business Process Analysis Sessions
- Data Migration
- Configuration Package
- Security Training, Job Role Definition
The goal of the Execution Phase is to define how to implement the business requirements. The phase includes configuration of the overall software and the design of specific customizations that are necessary to satisfy business requirements identified and approved by the Project Steering Committee during the Alignment Phase. As this is a rapid implementation, the customizations will be minimal or non-existent and thus the Execution lifecycle is significantly reduced. The customizations can range from simple user interface or report modifications. This phase also includes activities to design the integrations and interfaces and data migration elements that are required to support the requirements. The Execution Phase builds on the previous Alignment Phase by acting on the deliverables that result from the requirements workshops conducted for each cross phase.
Sprint Cycle Testing is a key activity during the Execution Phase. The repetition and learning associated with this activity will build application competency among the client core project team members. For all gaps, there will be a “Business Case” document that outlines the gaps and is presented to the Steering Committee for approval or defined as an “After Go-Live” review. A Functional Requirements Document (FRD) may be completed by the Suite Engine development team for complex modifications. This is done at the determination of the Suite Engine Solution Architect.
The deliverables for the Execution Phase of the project are as follows:
- Data Migration
- Production Setup / Configuration
- Security Role Refinement
- Training the Trainers
The Deployment phase is where all the efforts of the project team come together for a successful transition to the new solution. Key activities in this phase include User Acceptance Testing, and End User Training as well as the actual move to the new production environment.
The Deployment Phase involves ongoing project management activities to manage risks and issues, communications, change requests, and project plan updates. The Deployment Plan that was initiated in the Design Phase is finalized and approved by the client. This plan forms the basis of the deployment or cutover tasks that need to be managed before go-live.
Any training guides or materials are prepared and finalized by the client’s core project team members and end-user training sessions are planned and given. Suite Engine Consultants will support the End User Training preparation but the primary responsibility for all End User Training activities is that of the client’s core project team members. Final User Acceptance Testing (UAT) can be conducted. Upon successful completion of UAT by Key Users, a business go/no-go decision is made on whether to proceed with the go-live or to defer until any critical issues are resolved. User Acceptance Testing must be conducted on migrated data and complete security setups. The deliverables for the Deployment Phase of the project are as follows:
- Ongoing project management activities
- The deployment plan is finalized and approved by the client
- Final User Acceptance Testing
- A Go/No-Go-Live
- End User Training
- Go-Live Checklist
- Final Data Migration
Another parallel activity that is performed upon completion of UAT is the initial data load into production by the data migration team. If necessary, after the initial load is complete, periodic batch loads may be executed to load ongoing data from legacy systems.
The Operation Phase defines the activities that are required to close the project and provide postproduction support. Key objectives of this phase include providing post-go-live support, transitioning the solution to production support, performing a final quality audit, and providing project closure. The functional and technical team will hand off the resources that are required to provide post-go-live support and resolve any issues that arise out of deployment to the user base. The deliverables for the Operation Phase of the project are as follows:
- Transitioning the Solution to the Suite Engine Support Team
- Ensure all Phase II Requirements are Documented
- Project Closure