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Jonathan Powers, Technical Program Manager for the Laserfiche Professional Services Group shares how to establish a methodology to implement Laserfiche as well as discussing the unique implementation features depending on the size of install.
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EDM101: Implementation Practices: Project Management
Jonathan Powers
Technical Program ManagerProfessional Services Group - Laserfiche
What’s is this class about?
‣ Establishing a methodology to implement Laserfiche
‣ Each implementation is unique• Large versus small?• Overkill?
‣ Why listen to me?
What is a Laserfiche Implementation?
‣ Laserfiche Server‣ Workflow‣ Quick Fields‣ Integration/customization
Terminology
‣ Client: Group asking for solution to be implemented
‣ Solutions Provider: Group implementing solution
Defining Roles
Defining Roles
‣ Project Owner‣ Project Manager‣ Business matter experts‣ Infrastructure team‣ Development team‣ Implementation team‣ Testing team
Defining Roles
‣ Build a “roles” document• Include description of responsibility• Include contact info• Be upfront about team member’s allocations,
schedules, and availability
‣ Discuss communication plan• Tip: The more points of contact, the more potential
for issues
Project Stages
Project Stages
‣ Isolate your focus‣ Formal validation that you’re on track after
each stage completes (get signatures)‣ High-level visibility on all project statuses‣ Structure for project plan/costing sheet‣ Waterfall (with aspects of Agile)
Project Stages
‣ Stage 1: Certification• Teach everyone the Laserfiche basics• Explain differences between custom and out-
of-the-box work• Tip: Everyone wants to skip this stage!
Project Stages
‣ Stage 2: Requirements Gathering• In-person• Build requirements document/project plan• Both sides sign-off• Anything not in the document is a new
requirement
Side Note: Discrepancies
‣ Contract requirements/deadlines are based on a minimal amount of information
‣ Requirements gathering info is based on more accurate/detailed information
‣ How to deal with discrepancies?• Political decision, not technical• Come to terms before proceeding
Project Stages
‣ Stage 3: Infrastructure Setup• Lay the foundation• Tip: Knowledge transfer opportunity to client
Project Stages
‣ Stage 4: Development and Solution Demonstrations• Build the solution• Demo every two weeks (borrowed from Agile)• Tip: Demo to actual end-users, not just POs
Project Stages
‣ Stage 5: User/Group Set Up• Solutions provider documents user
onboarding process• Client responsible for all on-boarding• Tip: Expect issues!
Project Stages
‣ Stage 6: Solutions Provider Functionality Testing• Goals:
Find the issues before the client finds them Predict the usability complaints
Project Stages
‣ Stage 7: Client Functionality Testing• Part 1: Test with solution provider’s test plan• Part 2: Test with client’s test plan
Project Stages
‣ Stage 8: Load/Stress Testing• Load: Can the system handle the expected
amount of load?• Stress: Let’s find the breaking point!• Tip: Everyone wants to skip this stage!
Project Stages
‣ Stage 9: User Training• In-person training?• User-focused documentation? Videos?• Tip: Solution provider does all training, client
learns the training process for future sessions and training material creation
Project Stages
‣ Stage 10: Piloting• Work out minor usability issues
Project Stages
‣ Stage 11: “Go Live”• Set up the production environment• Jump in!
Project Stages
‣ Stage 12: Stabilization, Knowledge Transfer, & Hand Over• Before Stabilization: Real-time monitoring• After Stabilization: Knowledge Transfer and
Admin Documentation• Formal handover (in writing)
Controlling Scope
Controlling Scope
‣ Tools:• Original requirements gathering doc• “New requirements” spreadsheet
Controlling Scope
‣ New requirement: How much extra time should be added on to the project plan?• Roll back previous work?• Deeper you get into development/testing, the
harder/more expensive each change will be to implement
‣ New requirement: Should there be an extra charge?• Political decision, not technical
Controlling Scope
‣ “This is a NOT a new requirement! It just looks like one!”
Daily Standups
Daily Standups
‣ 15 minutes• Parking lot
‣ Update/show project plan‣ Update/show group to-do list
• Tip: Trello.com
‣ PM’s job to keep attendance high
The Project Plan
The Project Plan
‣ “Everyone has a plan, until you get punched in the face.” –Mike Tyson
The Project Plan
‣ Not a vanity plan‣ Microsoft Project‣ Delivery dates
• At any time, you should be able to answer: When is the current “go live” date? If we add/remove X, when is the new “go live” date?
‣ Auto-calculated‣ Resource sheet ‣ Working calendar(s)
Managing Expectations
Managing Expectations
‣ Good‣ Quick‣ Cheap
‣ Pick two. You can’t have all three.
Managing Expectations
‣ “No alarms, no surprises.”‣ Always be one-step ahead‣ Get it in writing, don’t be vague
• “JPo e-mails”
‣ Under promise, over deliver• Conservative estimates• Expect the worse
