Project Delivery Overview
Project Timeline
Week 1
Project Initiation and Setup
ALLOCATION OF YOUR IDEAGEN PROJECT TEAM
PROJECT GOVERNANCE MEETING ONE Week 2
TECHNICAL AND CONTENT CONFIGURATION CONFIGURATION OF USER ACCESS
Week 3
Week 4
PROJECT GOVERNANCE MEETING TWO
Weeks 5 PLATFORM TRAINING
Weeks 6
Weeks 7-19
INITIATE & BUILD PHASE COMPLETE
MODULE SPECIFIC CONSULTING*
*THIS PROJECT PHASE WILL BE NEGOTIATED WITH YOUR PROJECT LEAD THIS PHASE TYPICALLY INCLUDES A SERIES OF WEEKLY/FORTNIGHTLY MEETINGS
CONSULTING PHASE COMPLETE
Project
T
A T I O N & B U I L D P H A S E I M P L E M E N T A T I O NC O N S U L T I N G P H A S E
PROJECT CLOSURE
INITIATION PHASE
PROJECT INITIATION
Now that your signed agreement is returned there are several steps to complete to initiate your solution
Allocating your Project Team
We will confirm receipt of the project by sending the Customer Team Lead an acknowledgment email.
We allocate the Project Team who will arrange Governance Meeting One
Governance Meetings
We arrange the first governance meeting with your Project Team to confirm your Project Team and discuss your project deliverables
We will then arrange the second project governance meeting, where applicable, with your Project Team to:
Sign off on your project deliverables
Sign off on your Project plan
Confirm Roles and Responsibilities
Your Organisation's Project Lead confirms their Project Team
BUILD PHASE
USER ACCESS CONFIGURATION
Access to your platform(s) can be achieved locally, through the setup of a user directory 1. through SSO via your organisation’s active directory 2.
If your organisation does not have Single Sign-On technology, Ideagen will establish user access via each subscribed products’ User Directory.
If your organisation has compatible Single Sign-On technology, Ideagen will facilitate user access via your organisation’s Active Directory.
Your orgnaisations IT ocntact will liaise with the Project Lead to establish your preferred method for user acess to your platform(s).
IMPLEMENTATION - TRAINING
With both Project Teams allocated and goals defined, we now commence Administrator training This training is delivered to staff at your organisation who are responsible for training other staff, managing, and rolling out the platforms
Training is delivered in accordance with Ideagen CompliSpace's Customer Training Framework This includes a series of online training courses and depending on services package, additional consolidation training as part of your consulting phase
Let your Project Lead know your system administrators for the platforms you have subscribed to.
We initiate deployment of your content across platform(s)
BUILD PHASE COMPLETE! TECHNICAL & CONTENT
Working in consultation with your IT Support Team, we determine the required technical architecture for your solution and proceed with creating and customising your sites.
PHASE TWO
IMPLEMENTATION - CONSULTING
This is where your subscription comes to life. With the support of your Ideagen Project Team, you progress with the contextualisation of your platform and subscription
At this stage, your Project Lead will confirm your Launch strategy:
Module-by-Module 1
Platform-by-Platform 2 Resource specific 3. The Complete solution. 4.
Our Professional Services Team will work collaboratively to provide content and resource consultation to Administrators.
Your Ideagen Project Lead will provide consultation on module-specific policy inclusions in line with your organisational and jurisdictional requirements. This may include coordinating consultation with our subject matter experts for your requirements
Your Ideagen Project Lead will work with you to define your module deliverables which may include:
Support to contextualise Ideagen CompliSpace content to ensure it reflects your people, places, and culture
Plan for learning delivery and reporting
Contextualise resource templates for your subscribed modules
To support the implementation of the subscribed modules, this phase of your setup project will consist of a series of smaller, module specific projects Each project includes:
Summary of all content inclusions Designated number of contact hours accessible to the Project Team
Agreed set of module specific deliverables
Agreed delivery structure, e.g. x2 half day sessions
You and your team will complete all remaining contextualisation.
You will transfer all non-Ideagen CompliSpace policies to your PolicyConnect platform to ensure a single source of policy truth.
You and your team need to arrange platform 'Launch' to all staff.
IMPLEMENTATIONCONSULTING PHASE COMPLETE
Your Ideagen Project Lead will prepare for project closure and handover to the Customer Success team.
You will arrange a 'Launch' to your organisation if not conducted during Module Deployment
YOUR PROJECT HAS BEEN DELIVERED!
OUR PROJECT TEAM
PROJECT LEAD (PL)
Your primary point of contact during your Setup project. Your PL is responsible for the overall success of your project as well as ensuring key milestones are achieved in line with your Project Plan.
SOLUTION CONSULTANT
Solution Consultants offer subject matter expertise in the products and content areas subscribed within your subscription.
TECHNICALCONSULTANT
Technical Consultants offer configuration expertise in the products subscribed within your subscription.
CUSTOMER SUCCESS REPRESENTATIVE
Your Customer Success Representative will support the embedding of your Ideagen CompliSpace solution post project setup.
YOUR PROJECT TEAM
PROJECT LEAD
The Customer Project Lead is the primary point of contact during your Setup project You are responsible for the overall success of your project as well as ensuring key milestones are achieved in line with your Project Plan.
PROJECT TEAM MEMBERS
Project Team members provide support to not just the setup project, but key roles such as Content specific subject matter expertise (for example your IT Manager, Privacy Officer or HR Manager). Project team members also include your platform administrators who will require training on how to administrate the platforms..
IDEAGEN CUSTOMER SERVICE
For technical support, administrators can contact the Ideagen Service Team on 1300 132 090 Mon-Fri (08.30-17.00 AEST) or at complispace.zendesk.com/hc/en-us
EMBEDDING YOUR SOLUTION
We rely on the following assumptions to successfully embed your Ideagen CompliSpace solution within your organisation.
ASSUMPTIONS
YOUR ORGANISATION
Provide and agree to the Project Plan and project deliverables
Allocates the relevant Project Team personnel
Attends all project meetings as agreed Commits to completing the tasks assigned within the agreed timeframe
IDEAGEN
Embedding Your Ideagen CompliSpace Solution
Provides all resources to ensure the Project Team can meet the defined milestones
Allocates a Project Team
Attends all Project Meetings as agreed Commits to completing the tasks assigned within the agreed timeframe
Provides administrator training including resources, and relevant recordings for future reference.
CUSTOMER SUCCESS
Your Ideagen CompliSpace solution has now been set up, and the attention shifts to embedding a culture of good governance, risk, compliance, and policy management.
With the support of the Ideagen Customer Success team, our focus will now be supporting you to successfully embed your Ideagen CompliSpace solution organisation-wide.
Following handover from your Project Lead, the Customer Success team will work with you to:
Complete any outstanding items from set up and deployment phase
Continue to validate key Customer drivers and milestones.
Support the Customer’s progress to achieve key milestones
WHAT ELSE?
MORE INFORMATION AND DEFINITIONS
IT INTEGRATION
We do not provide additional or bespoke support for IT Integration following completion of initial set up and approval.
'IN SCOPE'
Work included as part of your scoped project, as outlined in the Agreement Refer to the Project Inclusions document for a more detailed overview of inclusions and exclusions.
'OUT OF SCOPE'
Work not included in your scoped project. Refer to the Project Inclusions document for a more detailed overview of inclusions and exclusions.
CONSTRAINTS
Due to resourcing and time factors, the Project Plan may require adjusting. If changes are made by either Ideagen or the Customer, we will confirm and advise the Customer with written updates