Implementation
Steps
|
Requirements Analysis
(Gather and confirm all requirements for a successful implementation)
Performing thorough requirements analysis is a critical first step to successfully completing a project on time and within budget. The requirements analysis involves the inspection of the documents that will be captured, the processes that will be automated and the way in which people will use and interact with the documents once they have been digitized. During the requirements analysis, important design factors such as security, access and retention requirements will be examined and documented. Once the analysis is complete, a summary report will be provided.
|
Confirm Architecture
In most cases, the architecture of the proposed solution was developed using whatever information was available. Once the requirements analysis is completed, it’s necessary to confirm that the proposed architecture is appropriate. If any modifications are required, they will be documented along with the reasons for the modifications in the summary report. |
Confirm Software
Using the information from the requirements analysis, it’s important to confirm that the proposed software solution is appropriately configured and licensed. Any required addition (or removal) of applications or licenses will be documented in the summary report.
|
Confirm Hardware
Information about document types, expected performance, user behavior patterns, retention schedules and expected capture volumes can greatly affect the way a hardware solution is designed. Once the requirements analysis has been completed, it’s necessary to confirm that the appropriate hardware configuration has been proposed. Any modification to the hardware solution will be documented in the summary report.
|
Confirm Deployment Environments
The deployment environment can have a significant impact on the way in which a solution is deployed. Network bandwidth, desktop hardware, and legacy systems will be examined to confirm that the solution can be deployed as planned. Any changes to the proposed solution based on environmental factors and/or any environmental changes that are required will be documented in the summary report. |
Planning
(Define the formal work plan, checkpoints, and milestones for
the project)
The formal work plan will serve as the master
schedule by which progress will be measured. The work plan
will include all project related tasks as well as all required
resources. The published work plan will also be used to track
all project related activities and generate scheduled and
ad hoc progress reports. No work on the project will begin
until a mutually accepted work plan has been developed.
|
Assemble Project Teams
The work plan will include the human resources required to complete the project. In most cases, members from each department and IT are included as well as an overall project manager and the CSIC team. Roles for each team member will be assigned as well as a general reporting structure. |
Develop Detailed Project Work Plan
The overall project will be logically separated into distinct milestones and the milestones will be broken into a series of tasks that must be performed in order to achieve the milestones. Tasks will be assigned to the appropriate team members in order to clearly define responsibility. |
Schedule Status and Milestones Meetings
Regular status meetings are necessary to ensure milestones are met and the project is completed on time. Because achieving milestones requires team members to complete their assigned tasks, it’s important to develop a realistic schedule of tasks. |
Develop Support Plan
A written support plan is required to ensure that end-users and system administrators have access to the proper support personnel when necessary. Response times to helpdesk inquiries will be documented and an escalation procedure will be defined for more difficult issues. The support plan will also detail helpdesk ticketing procedures and personnel to be notified on status of current cases. |
Develop Communications Plan
In addition to scheduled status and milestone meetings, regular communication between project members may be necessary. Additionally, it may be important to provide reports or documentation to management as the project progresses. It is also important to document the content and decisions made during meetings for distribution in case team members aren’t able to attend. |
Design
(Design every aspect of the system in a design specification
document)
Design is usually the first milestone of the project
plan and is always documented in detail. System specifications
will be developed to meet the needs outlined in the requirements
analysis and will be submitted for approval before the build
process begins.
|
Build
(Build the application according to the design specification)
The
system will be built according to the approved specifications.
Any changes that need to be made will be made to the specification
and agreed upon before they are implemented.
|
Test
(Test the application for functionality, performance, and design
according to the Specification)
Before the solution is rolled
out, comprehensive testing will be done. It’s important to
identify issues through testing so that productivity is not
hindered once the system goes live.
|
Unit Testing
The proposed solution is made up of individual components that must be installed and tested within their environments. Implementation of a software or hardware component is not complete until it has been thoroughly tested. |
System Testing
The overall system will be tested to ensure the individual components work together as planned. |
Overall System Architecture Test
The system will be tested according to the way in which it will be utilized. Functions such as scanning, data extraction, exporting and document routing will be tested to ensure they are working as expected. Hardware components will be tested to ensure image quality is acceptable and all devices can communicate with each other. |
Load Testing
Once it’s been determined that the system works as designed, load testing will be conducted to ensure it will provide expected performance once it’s in production. Network bandwidth and server I/O will be tested under loads to ensure things like scanning at peak capacity won’t affect search and retrieval. |
Revise
(Revise the application per testing results and conform to
design specification)
Based on test results, there may be
functional or performance issues that require modifications
to hardware or software components to address. System modifications
will require the approval of an appended specification before
they will be made.
|
Revise Program
Revisions will be made according to the appended system specification. New hardware or software components will be tested individually to ensure they function as anticipated. |
Regression Testing
Regression testing will be conducted to ensure that modifications don’t adversely affect system components that originally worked as anticipated. |
Rollout
(Launch the application, supported with communication, training, and service)
The system will be rolled out based on a defined plan. All rollout activities, such as pilot testing, change management activities, and training will be coordinated to ensure a smooth transition to the new system. |
Pilot Group
Before the system is rolled out to the entire user community, pilot testing will be conducted using an appropriately diverse sample. During the pilot, usage patterns will be monitored to ensure the system will be used as predicted and that the system components will support the usage. Usability feedback will be solicited and training requirements will be determined. |
Communication Plan
A plan will be developed and agreed upon that describes the way project related activities will be communicated to the user community. It’s also important to develop a way for system users to communicate with the appropriate project team members. |
Pre-Launch Notifications
If the system launch affects the way people will do their jobs (such as scanning procedures or workflow requirements), it’s critical to give proper notification of what will be expected and when the system will be launched. Pre-launch notifications can also act as effective change management activities, providing a forum for users to discuss any potential questions or hesitations. |
Launch Notifications
Launch notifications serve as formal notice of system rollout and what is expected of system users. |
Post-Launch Notifications
Post-launch notifications serve to keep the user community abreast of accomplishments, changes, and any system related issues that may affect them. |
Training
Providing proper training is critical to the success of the implementation. In most cases, training is provided onsite, in groups according to role/function and using a copy of the production system. |
End-User Training
End user training is hands on and conducted in groups using a replica of the production system. Whenever possible, users are grouped according to their role or function so that training can be targeted. In most cases follow up training sessions are scheduled to ensure questions that come up after initial use are addressed right away.
|
System Admin Training and Procedures
The system administrator(s) is encouraged to participate in as much of the implementation process as possible so they understand how the hardware and software components are configured and work together. System administrator training will cover the overall design of the solution as well as the way individual components work. Topics covered include security configuration, troubleshooting and maintenance. Particular attention is paid to regular maintenance procedures to ensure the system continues to perform as expected. |
Support
CSIC offers a variety of support options based on project complexity, required uptime, and response expectations. Support plans range from telephone and email support, regularly scheduled maintenance visits, remote system monitoring, to customized solutions specific to the system design. |
Define Internal Escalation Path
The way in which problems are reported, addressed, and escalated will be documented. Internal support personnel may be expected and trained to address common issues (such as ensuring hardware is properly connected, resetting passwords, etc.). Internal support staff will be given system documentation and access to an online knowledge base to assist them. |
Define Escalation Path to CSIC
Lines of communication will be established for escalating issues to CSIC for support. Response times and resolution procedures will be documented. |
Project Wrap-Up
Once all of the milestones on the work plan are achieved, the implementation is considered complete. Project wrap-up activities may include formal sign-off and a final status meeting. |
Transition System Maintenance to Internal Personnel
System administration and regular maintenance activities will be transferred to internal personnel and all support and configuration issues will be routed through the defined escalation paths. |
Publish Project Audit
If included in the work plan, a project audit will be published outlining the project goals, issues, and final outcome of the implementation. |
