Describes all steps necessary to implement ]project-open[ in your organization.

1. ] po [ Rollout Methodology Frank Bergmann [email_address] (cc) Except where otherwise noted , content on this slide is licensed under a Creative Commons Attribution 3.0 License

3. Project Overview

4. Schematic Planning Defi- nition Extension Development Training Go-Live Support Gap Analysis Configuration Requirements Extension Requirements Data Import Requirements Base Inst. Legacy Data Import Configu- ration For medium sized companies Normal Support Train ing Train ing Kickoff Go-Live

5. ] po [ Implementation Steps After Go-Live Definition Training Installation Go-Live Scope & Application Workshop Design Workshop Permission Configuration Master Data Import SysAdmin Training Accountant Training Project Managers Training Server Installation Category Configuration Basic Configuration Milestone Go-Live Setting Live „ Hand Holding“ Support Contract Extensions Testing & Completion SQL & Application Design HTML Mockup Development (optional) Prototype Documentat., Training Mat. After Go-Live Training GUI Configuration Sign-off Feature Freeze

6. Rollout Objectives Overview Successful installation Improved processes Improved process visibility Users don’t feel threatened by the system Enough slack time for training User buy-In No major issues with the system Sound support User take advantage of system capabilities Goals Base Rollout Processes Users perceive a familiar environment Stable and well configured system Legacy data migration Sound and specific reports Clean data in the system Improved profit margin Clean instructions to users Time Progress

11. Process Map

16. IT Services Management Process Map & Rollout Continuity Mgmt Security Mgmt Provider Mgmt Capacity Mgmt (human) Service Desk Server Monitoring Capacity Mgmt (system) ITIL Processes Service Level Mgmt Release Mgmt Incident Mgmt Financial Mgmt (1) 1 HR Mgmt OCS Inventory Timesheet Mgmt Phase 1: Service Desk + Timesheet: This is all you need to calculate the price per service request. Purchasing & Inventory 2 Phase 2: Control systems and performance. Manual processes are hopeless, but Nagios + OCS Inventory do the job. Now you can compare SLAs with actual data. Financial Mgmt (2) Software Development Additional Processes IT Strategy Project Mgmt Project Portfolio Mgmt 3 Phase 3: Projects and their artifacts: This is driven by Timesheet Mgmt, because staff needs projects to log their hours. Then Release Mgmt comes naturally, because all relevant information is already there. Config. Mgmt Problem Mgmt 4 Phase 4: Additional processes: These are not directly connected to the other processes and can be introduced at any time.

17. Data “Hygiene”

22. Detailed Project Phase Description

29. ] po [ Implementation Phases After Go-Live Definition Training Installation Go-Live Scope & Application Workshop Design Workshop Permission Configuration Master Data Import SysAdmin Training Accountant Training Project Managers Training Server Installation Category Configuration Basic Configuration Milestone Go-Live Setting Live „ Hand Holding“ Support Contract Extensions Testing & Completion SQL & Application Design HTML Mockup Development (optional) Prototype Documentat., Training Mat. After Go-Live Training GUI Configuration Sign-off Feature Freeze

30. Change Management Strategies

31. ] po [ Rollout Options CRM PM Workflow Accounting Freelance -DB Filestorage Quality-DB ... Vertical Rollout Option: One project manager starts using the system, possibly only for a limited number of customers Horizontal Rollout Option: A single process (PM, CRM, filestorage, ...) is being used by all PMs Man. Dir. Sales Manager Operations Manager Finance PM 1 PM 3 PM 2 PM 4 Customer 1 Freelance 1 Freelance 2 Resource Manager Customer 2 Processes

34. Typical Rollout (1) Start with the most IT-savvy PM. He or she will later provide training to the other PMs Start with project management and the freelance-DB. You will need to setup a few customers and freelancers in order to get started. Test Operations CRM PM Workflow Accounting Freelance -DB Filestorage Quality-DB ... Man. Dir. Sales Manager Operations Manager Finance PM 1 PM 3 PM 2 PM 4 Customer 1 Freelance 1 Freelance 2 Resource Manager Customer 2 Processes

35. Typical Rollout (2) Integrate with your financial backend. Train your ccountant(s) to import information from ] po [ and how to track bills & invoices from within the system. Accounting Integration CRM PM Workflow Accounting Freelance -DB Filestorage Quality-DB ... Man. Dir. Sales Manager Operations Manager Finance PM 1 PM 3 PM 2 PM 4 Customer 1 Freelance 1 Freelance 2 Resource Manager Customer 2 Processes

36. Typical Rollout (3) Now one option is to start using the translation workflow and to involve the first freelancers in the process. However, this is not a necessary step. Workflow Rollout CRM PM Workflow Accounting Freelance -DB Filestorage Quality-DB ... Man. Dir. Sales Manager Operations Manager Finance PM 1 PM 3 PM 2 PM 4 Customer 1 Freelance 1 Freelance 2 Resource Manager Customer 2 Processes

37. Typical Rollout (4) Now (some 1-3 month after starting with the first PM) your company is typically ready to rollout ] po [ for the other PMs. Involve other PMs CRM PM Workflow Accounting Freelance -DB Filestorage Quality-DB ... Man. Dir. Sales Manager Operations Manager Finance PM 1 PM 3 PM 2 PM 4 Customer 1 Freelance 1 Freelance 2 Resource Manager Customer 2 Processes

38. Typical Rollout (5) After this point there are several options on how to proceed. However, your company will have made a lot of progress understanding the system, allowing you to take an informed decision. Further Options CRM PM Workflow Accounting Freelance -DB Filestorage Quality-DB ... Man. Dir. Sales Manager Operations Manager Finance PM 1 PM 3 PM 2 PM 4 Customer 1 Freelance 1 Freelance 2 Resource Manager Customer 2 Processes

39. Two-Week Rapid Rollout

41. End Frank Bergmann [email_address] www.project-open.com