Implementation Process

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Project Initiation – Typically 1 to 2 Hours

The project initiation phase represents the beginning of the project implementation. This phase is essential to the success of the project as it establishes and communicates the goals, boundaries and measurements for the project. The initiation phase will consist of one or more conversations between the Harvest project manager and key stakeholders and (possibly) management personnel from the client to accomplish the following objectives:

  • Quantify and articulate the vision for the project – Develop a concise written statement of the purpose of the project.
  • Identify initial risk – Identify any items or areas that may pose a risk to the success of the project. For example, hardware or personnel availability could delay the implementation plan.
  • Identify Key Stakeholders – Identify the Harvest and client personnel who will manage the project and the best communication methods for each.
  • Identify the change control process – Identify the process and participants that will be involved in approval of requested changes to the project.
  • Obtain agreement from all stakeholders – All participants should agree on the project criteria established during the project initiation phase.

 

Project Planning & Discovery – Typically 1 to 2 Days

The project planning phase will encompass the actives required to translate the project goals identified in the Project Initiation phase into the actual tasks that must be performed to achieve those goals. This step is crucial to the overall success of the project as missed steps or information can lead to additional implementation time and/or project delays. This phase will include:

  • Detailed Discovery & Requirement Analysis

The Harvest project manager will talk with stakeholders to determine the document types, the key indexes per document, the optimal document capture method, and the functional access points per document in the business process or department.

  • Functional Specification

The Harvest project manager will take information mined from the Detailed Discovery step to build a document outlining the exact solution to be implemented. This document will include process steps, document types and indexes, and other pertinent information about the final Content360° solution. The Functional Specification document allows clients to see the solution on paper and make necessary changes prior to final implementation.

  • Technical Specification

The Technical Specification document is mostly an internal facing document outlining how

Harvest is going to fulfill the requirements in the Functional Specification document. In this step Harvest will identify any technical hurdles or challenges and make the client aware of changes in scope or solution functionality. Harvest will also make additional recommendations (if necessary) for hardware requirements.

  • Project Schedule

Upon completion and client acceptance of the Technical Specification, the Harvest project manager will build the final project plan (in MS Project) and will train the client on how to use OpenAir – the online project management system which allows clients to see project progress in real time.

The final approved project plan will serve as the baseline for implementation of the project and will be published in MS Project and on OpenAir.

 

Project Execution – Typically 3 to 4 Days

The project execution phase represents the actual performance of the tasks and activities identified during the Project Planning & Discovery phase. The broad outline of steps in this phase includes:

  • SharePoint Server(s) Installation (if necessary)
  • Content360° Server Installation
  • Setup user groups in Active Directory
  • Integration of PowerSchool security
  • Install Content360° SharePoint Solution Pack and license
  • Setup user groups, users, and roles in SharePoint
  • Setup Site hierarchy, content types, site columns, lists, and document libraries
  • Setup Content360° Column Based Security
  • Setup custom web pages
  • Setup Content360° EBS Provider
  • Setup Scanning
  • Setup Integration
  • Setup Content360° Document Importer for SharePoint for all Optio, scan, or System generated documents
  • Installation MSI Development (Integration)
  • Unit Testing – Test script, execution and modifications

The Project Execution phase wraps up with a Content360° solution implemented in a test environment.

 

Project Documentation / Testing / Training – Typically 1 to 2 Days

In this phase, Harvest utilizes system documentation, solution testing and training to ensure clients are as self‐sufficient as possible with Content360°.

Documentation

The project manager will document key aspects of the Content360° implementation. This information will be supplied to the client’s project management and IT staff for future reference. This information is also transferred to the Harvest support team for knowledge transfer.

Testing

Prior to go‐live, the Harvest project manager will work with the client’s IT staff and users to thoroughly test the Content360° solution. This testing will help identify any technical or process challenges and ensure the production go‐live is successful.

Training

Harvest recommends a “train the trainer” approach to learning Content360°. Key stakeholders are trained on how to use and administer the Content360° solution. This training will typically be conducted via short Webex sessions using the client’s test environment.

 

Project Conclusion – Typically  1 to 2 Hours

When all of the activities and tasks assigned in the project plan have been successfully accomplished, a project conclusion phase is conducted. During this phase the project is evaluated for its successful accomplishment of the goals and objectives established for the project.