ProjectMethodology& AdditionalServices Scope
1.Introduction
This Project Methodology and Additional Services documentoutlines thedetailsrelatingtotheProject. SubjecttothetermsofthisScopeof Works(SOW)andthetermsofthe Agreement,Ideagenwillprovidethe servicessetforthbelow("Professional Services").
Thisdocumentshouldbeconsideredin combinationwiththeSOW.
2.YourProject
WithinthecontextofyourSOW,‘the Project’isdefinedas
1) thesetupofyoursubscribed platform(s)andtheirassociated administratortraining
2) anyprojectmanagementand/or consultingpurchasedtosupport theimplementationtosupport theimplementationofyour solution
3) anydatamappingand integrationspurchasedto supporttheimplementationto supporttheimplementationof yoursolution
Thisdocumentoutlinesthe methodologyemployedbyIdeagento meetthedeliverablesidentified.
3.YourProject Team
Thefollowingrolesshallapplytothis project(refertoAppendix3).Individual
resourcesmayfulfilmultiplerolesinthe project,andequally,individualroles maybefulfilledbymorethanone resource.Specificallynamedindividuals willbeassignedtotheserolesduring theInitiateStage,asspecifiedin Section 5.1.Ideagenretainstherighttochange namedindividualsoncedefinedduring theproject,providedthisis communicatedinwritingtothe customer.
3.1Steering Committee
Thecustomeragreestoaquarterly steeringcommitteemeetingtoinclude thefollowingparties:
• CustomerExecutiveProject Sponsor
• CustomerProjectManager
• IdeagenExecutiveSponsor
• IdeagenProjectManager.
Thismeetingwillreviewtheproject status,keyopenrisksandissues,and assureorganisationalalignment.
4.Customer Obligationsand Assumptions
Thetimelyandsuccessfulperformance oftheProfessionalServicespursuantto thisSOWrequiresongoingcollaboration betweenIdeagenandthecustomer.To maintaintheestimatedscheduleand ProfessionalServicesfees,thecustomer isresponsibleforspecifickeytasks,
contributions,andtimelyreviewsof Ideagen'swork.
Thecustomerwill
• Allocatesufficientresourcesand timelyperformanceofanytasks reasonablynecessarytoenable Idegentoperformitsobligations undereachSOW;
• DeliveranyCustomercollateraland otherobligationsrequiredunder eachSOWpromptly;
• RespondtoIdegen’sinquiries relatedtotheServicespromptly;
• Provideaccesstonecessarysystems, platforms,orsoftwaretoolsforthe project;
• Assignthefollowingresourcesfor eachSOW:
• ExecutiveSponsor
• ProjectManager
• EndUsers
• Attendandactivelyparticipatingin scheduledprojectmeetings.Failure toattendscheduledmeetingswill incurachargefortimesubjectto theOrderFormtermsand conditions
• Completeaccurateandtimely information,data,andfeedbackas reasonablyrequired.
• Coordinateattendeesformeetingsto beheldduringthetermofthisSOW.
• Provideassistance,cooperation, information,equipment,data,a suitableworkenvironment,and reasonableresourcestoenable IdeagentoperformtheProfessional Services.
• Beresponsibleforexecutingoverall programmanagement responsibilities.
Anythingnotcoveredintheabove pointsisoutofscope,andachange orderisrequired(refertoAppendix6).
• Allservices,includingtraining,are deliveredinEnglish;
• Allservices,includingtraining,are deliveredremotely,unlessspecified;
• Alltravelandexpensesareexcluded fromtheFees,unlessspecified;
• Anydelaysintheperformanceof ServicescausedbytheCustomer mayresultinadditionalapplicable chargesforresourcetime.
5.IdeagenProject Methodology
TheProfessionalServicesprovided pursuanttotheSOWwillbedelivered followingtheIdeagenProject Methodology(“Methodology”)inthe stageslistedbelow.Specificactivitiesby stagearealsooutlinedbelow.
Thecustomer’sprojectwill typicallyfollowthe Project Management Institute (PMI) methodology,which providesacomprehensiveproject managementframework PMI methodologyissimilartothe WaterfallMethodology,alinear projectmanagementmethodthat followsasequentialapproach.
Someprojectsmayfollowthe Prince2 projectmanagement
methodology.Prince2includes managingprojectsbystagesand focusesonproductdeliverables.
The‘stages’arereferredto throughouttheScopeofWorksand aredetailedcomprehensivelyin the Project Plan.
Thecustomerwillparticipatein planning,discovery,anddesignsessions asneededtofacilitatethedevelopment ofPlanningandDesignDocumentsand willreviewandsignoffonthem promptlybeforethestartoftheBuild stage.
Thecustomer’sProjectManager andIdeagenwillparticipatein periodicreviewmeetingswiththe customerbusinessstakeholders throughoutthedeliveryofthe ProfessionalServices.
MeetingscanbescheduledMondayto Friday,between08.30and17.00 AEST/AEDT.
IMPORTANT: Themethodologyand phasesincludedinacustomer’s implementationprojectwillbetailored basedonthecustomer’sproduct subscription,solutiondesign,and servicespurchased.Notallphases outlinedintheIdeagenProject Methodology(detailedbelow)willapply toeveryproject.Thesephaseswillbe implementedasappropriateandagreed uponwiththecustomer.Phasesthat maynotbeapplicablearenotedas “whereapplicable.”
5.1INITIATE
Thestageisintendedtoinitiatethe project,setexpectationsregardinghow itwillbedeliveredandmonitored,and
discussitsboundaries.Thepurposeof theprojectandexpectedbusiness outcomeswillbeconfirmed.Thestage willalsoestablishhowtheprojectwill bemanagedandtheplanforexecution (scope,schedule,quality,budget).
TheInitiatestageiscomprisedofthe followingmajoractivities.
5.1.1ProfessionalServices SetupandProjectTeam Alignment
FollowingtheexecutionoftheSOW,the Ideagenprojectteamwillbeintroduced tothecustomerfollowingexecutionof theSOW.TheIdeagenteamwillthen meetwiththecustomerteamtoconfirm aninitialunderstandingofthescope, undertakepreliminaryplanningand scheduling,andalignrolesbetweenthe respectiveIdeagenandthecustomer teams(see APPENDIX 1).Projecttracking andcontrolmechanismswillalsobe discussedandagreedupon(see APPENDIX 2)
Leadtimesforprojectinitiationwill varyaccordingtoresourceavailability. Ideagenwillendeavourtoschedulethe initiationmeetingor“ProjectKickOff” approximatelytwoweeksafterthe commencementoftheinitiationperiod. Thismeetingwillbeheldonlineunless agreedtoinadvance
5.1.2Blueprintand RequirementsGathering
(WHEREAPPLICABLE)
Ideagenwillfacilitateaseriesof discoverysessionstounderstandthe project’scontextandneeded functionality.Thesesessionswill
comprisetheappropriatecombination ofdiscoverysessions,group requirementsessions,one-on-one interviews,designworkshops,andjob shadowingsessions.Thesesessionswill allowIdeagenandthecustomerto establishtheframeworktoguidethe implementationandbegincreatingthe initialproductbacklog,representingthe businessneedsthatthesystemwill satisfy,asdefinedbytheMethodology.
5.1.2.1TechnicalArchitecture andIntegrationAnalysis
Ideagenwillworkwiththecustomerto analyseanddefinethetechnical requirementsfortheProfessional Services,includingexternalsystem integrations,interactionswiththe customer’sITinfrastructure,andother factors.
5.1.2.2DataMigration Planning
DataMigrationcoversthetasksand deliverablesassociatedwiththeinitial one-timeconversion,verification,and loadingoflegacydatafromanexternal Customerorthird-partydatastoreinto theApplicationbeforeGo Live.Customershavethreeoptions whenitcomestoDataMigration:
I. Data Migration. Ideagenwill workwiththeCustomerto identify,specify,andmigrate existinglegacydataintothe customer’sinstance
II. Data Migration Consultative Services. TheCustomerwill undertakethetaskofmigrating legacydatatotheapplication, andtosupportefforts,Ideagen
willprovideupto<number(n)> day(s)ofadviceandassistance forthemigrationoflegacydata toassistdatamapping,cleansing, andmigrationeffort.
III. Data Migration Analysis and Specification Only. Ideagenwill workwiththecustomerto analysedatamigration requirementsandplanthetasks andeffortnecessarytomigrate legacydata;however,theactual migrationoflegacydataisnot withinscope.
Inaccordancewiththeabove,Ideagen willworkwiththecustomertodefinea planforextractingandmigrating existingdatafromlegacydatasources. Ideagenwillalsoworkwiththe customertoidentifydatasourcesand mappingandde-duping/cleansing requirements(“DataAnalysis”).
Oncethedataanalysisiscomplete, Ideagenwilldetermine,atitssole discretion,ifadditionalchargeswill applyfordatamigration.Insuchan event,thiswillbeaddressedthrougha ChangeOrder(see APPENDIX 5)
5.1.2.3SolutionDesign
Ideagenwilldesigntheproposed solution,determiningthebestuseof Ideagenandrelatedtechnology componentstosatisfythecustomer’s requirements,expectations,anddesired businessoutcomes.Ideagenwillwork withthecustomertoreviewdesign decisionsandtrade-offsininteractive sessionsasappropriatetoarriveatthe optimalsolutiondesignforthe customer.
5.1.2.4OrganisationalChange ManagementPlanning
Ideagenwillworkwiththecustomerto supportthecustomer’schange managementandcommunicationplan. Theseplanswillbeusedtodriveall changemanagementactivitiesand communicationsduringthelaterstages.
5.1.2.5BuildPreparation
Finalpreparationsaremadetobegin constructionofthesolution:
• Environmentsareinitialsedand configured.
• Developmentandcode managementtrackingand managementsystemsare acquiredandsetupasdefined andagreedinthePlanning Documents.
5.1.3DesignBlueprint (WHEREAPPLICABLE)
Ideagenwilldraftdesignand specificationdocuments(see APPENDIX 2)thatspecifythe proposeddesignfortheconfigured application(s)basedontheresults ofthe
TheDesignDocumentsexpandupon whatwasspecifiedinthePlanning Documentsanddescribetheoverall designandfunctionalapplicationscope fortheremainderoftheProfessional Services.TheDesignDocumentsare intendedtoestablishabaselineforhow theconfiguredapplication(s)willbe configured,developed,and implemented.
IdeagenwillreviewthedraftDesign Documentswiththecustomer,andthe
customerwillprovidecommentsand feedbackpromptly.Basedonthe customerfeedback,Ideagenwillpublish asetofDesignDocuments,andthe customershallindicateitsacceptance byapprovingviaemailorsignaturein accordancewith APPENDIX 5.
5.1.4BaselineSchedule andBudget
BasedonthisSOWandtheinformation gathered,theprojectschedulewillbe reviewedandadjustedasnecessary.If appropriate,theplannedbudgetburn willalsobeadjustedinkind.Thiswill establishabaselinescheduleandbudget againstwhichtomonitorscheduleand budgetburnperformance.
5.1.5PlanningDocuments
Ideagenwilldraftaseriesof planningdocuments(“Planning Documents”)thatfurther establishthescopeforthe proposedProfessionalServices. Theplanningdocumentswillbe basedonthestageactivitiesand defineexpectationsregardingthe laterstagesofprofessional services.
Ideagenwillreviewthedraftplanning documentswiththecustomer,whowill promptlyprovidecommentsand feedback.Basedonthecustomer feedback,Ideagenwillpublisha finalisedsetofPlanningDocuments,and thecustomerwillindicateits acceptance.
TheapprovedPlanningDocumentswill providefurtherdetailsregardingscope, staffing,anddeliverydatestothisSOW Astheprojectadvances,these documentswillbeusedasabaselinefor
managingdeliverables,fees,and timeframes.Anyrequestedchangesto thescopewillbeaddressedthrough Ideagen’sChangeOrderprocess.
5.1.6Technical Architectureand IntegrationAnalysis
(WHEREAPPLICABLE)
Ideagenwillworkwiththecustomerto analyseanddefinethetechnical requirementsfortheProfessional Services,includingexternalsystem integrations,interactionswiththe customer’sITinfrastructure,andother factors.
5.1.7Trainingand OrganisationalChange ManagementPlanning
Ideagenwillworkwiththecustomerto developachangemanagementand communicationplan,includingan outlineofcommunicationswith impactedstakeholders.Thisplanwill driveallchangemanagementactivities andcommunicationsduringthelater stages.
Ideagenwillworkwiththecustomerto identifytheend-usertrainingneedsand approach.Ideagenwillconfirmtheuser role(s),trainingobjectives,andfinal trainingscopeaspartofthiseffort.
5.1.8BuildPreparation
Finalpreparationsaremadetobegin constructionofthesolution:
• Environmentsareinitialisedand configured.
• Useraccessisconfigured
5.2BUILD
TheBuildstageisfocusedondeveloping thecorecomponentsoftheproject, ensuringallintegrationrequirements aremet,andpreparingfordata migration.Thisphaseinvolvesdetailed planningandexecutionoftechnical tasks,includingsystemconfiguration, coding,andtesting.TheCustomer AcceptanceTesting(CAT)processwill beoutlinedtovalidatethefunctionality andperformanceofthesystem.The Buildstageaimstocreatearobustand scalablesolutionthatalignswiththe project'sobjectivesandpreparesfor seamlessdeployment.
TheBuildstageiscomprisedofthe followingmajoractivities.
5.2.1SystemIntegration
(WHEREAPPLICABLE)
Notwithstandinganythingtothe contrary
• Thecustomeracknowledgesand agreesthatathirdpartydevelops third-partysystems,and anythingrelatedtothe performanceorfunctionalityof suchapplicationisnotthe responsibilityofIdeagen
• Ideagenshallonlyberesponsible fortheProfessionalServices pursuanttotheSOW.
• Thecustomerwillinstallall third-partysystemsidentified aboveintothecustomer’s Applicationinstance.The customerwillprovide appropriatelyskilledresources toassistindevelopingthe TechnicalArchitectureand IntegrationSpecifications.This
includessupplyingIdeagenwith thenecessaryaccesstothe integrateddatasourcesandany requiredendpointsnecessaryfor theintegrations.
Onceinstalled,Ideagenwillworkwith thecustomertoconfigureandcustomise thethird-partysystems.Ideagenwill facilitatetheintegrationofinstalled third-partysystemsintotheconfigured application.
5.2.1.1ETL-Based Integrations
Thecustomerwillprovideandmaintain anintegrationstaginglocationforall dataintegrations,suchasanFTPServer, FileServer,ornon-productiondatabase server.
Ideagenwillberesponsiblefor extractingdatafromandupdatingdata fortheapplication.Inbounddata (externaldatatobeaddedorupdatedin theApplication)willbeavailableinan agreeduponformatonanaccessible integrationstaginglocation.Outbound data(dataextractedfromthe application)willbeplacedatthe integrationstaginglocation.
Thecustomerwillberesponsiblefor extractingdatafromandupdatingdata toallexternalcustomersystems.
5.2.2.2WebService-Based Integrations
Ideagenwilldevelopandimplementall application-basedwebservicesthatthe customerwillutilisetopulldatafromor senddatato.Ideagenwillprovidethe customerwiththecorrespondingweb servicedefinitionlanguage(“WSDL”)for eachwebservice.
Thecustomerwillberesponsiblefor providingallwebservicesthatinteract withexternalcustomersorthird-party systemsandprovideIdeagenwiththe necessarywebservicedefinition language(“WSDL”)foreachwebservice. Ideagenwilldevelopandimplementthe requiredapplicationfunctionalitytocall andinteractwiththewebservices providedbythecustomer.
5.2.2DataMigration
Basedontheapproveddatamigration plan(see5.2.2),Ideagenwill
I. Workwiththecustomerto performaone-timeimportof theidentifieddata.Ideagen willprovidethecustomer withtherequiredtemplates toimportthedata.Alldata mustbeprovidedwithin thesetemplates.The customerwillexportand consolidatethedatabefore deliveringittoIdeagenand giveitindelimitedCSVformattedfiles.Thecustomer willprovidealldataforall requiredfields.Ideagenwill preparethecustomer’sdata forimportintothe Application.
II. Providethecustomerwith datamigrationconsultative servicestoassistwiththe datamigrationeffortand providerecommendations andbestpractices.However, thecustomerisresponsible
formigratingallrequired legacydatapromptly
III. Providethecustomeraplan outliningthetasksandeffort necessaryformigrating legacydata.
5.2.3IterationReviews
(WHEREAPPLICABLE)
Ideagenandthecustomerwillconduct IterationReviewmeetingsforspecified iterationstoprovidethecustomerwith anopportunitytoprovidefeedbackand clarificationearlyintheprocess.After eachmeeting,revisionsandchanges maybemadetoaddressdeviationsfrom documentedrequirementsanddesign andclarificationsandrefinementstothe overalldesign.
5.2.4CustomerAcceptance
TheCustomerAcceptance(CAT)process willallowthecustomertoreviewthe softwareproductsbeforedeployment.
Thecustomerwillberesponsiblefor conductingCATtestingandproviding feedbackandCATsign-offpromptly. Ideagenwillhelptocoordinateand facilitatethisprocess.
Thecustomer’ssoleremedyforany deficienciesunderthissectionshallbe re-performance,assetforth.
UponcompletionofeachDeliverable, Ideagenwill,asapplicable:
(i) submitacompletecopytothe customer;and
(ii)Atthecustomer’srequest, demonstrateitsfunctionalityto thecustomer.
Thecustomerisresponsiblefor reviewingandtestingallDeliverablesin accordancewiththisSOWpursuantto anyacceptancecriteriaortestplans mutuallyagreeduponinwritingbythe partiesforsuchdeliverables
Thecustomerwillpromptlyprovide Ideagenwithwrittennotificationof acceptanceforeachDeliverableupon acceptance;however,failuretorejecta Deliverable,assetforthbelow,willbe deemedacceptance.
Supposethecustomer,initsreasonable andgoodfaithjudgment,determines thatanysubmittedDeliverabledoesnot satisfytheagreed-uponacceptance criteriaasspecifiedinthisSOWoras mutuallyagreeduponinwritingbythe partiesforsuchDeliverable.Inthatcase, thecustomermustsonotifyIdeagenin writingwithin10businessdaysafter Ideagen’ssubmissionoftheDeliverable, specifyingthedeficienciesindetail.
Ideagenwillusecommercially reasonableeffortstocorrectsuch deficienciesandresubmitthe Deliverabletothecustomerassoonas practicable.Thecustomerwillagain reviewandtesttheDeliverableagainst theagreed-uponacceptancecriteriaand detailanydeficienciestoIdeagenin writingwithin10businessdaysafter resubmissionoftheDeliverable.
5.2.6QualityAssurance
Ideagenwilltestcomponentsofthe solutionastheyarebuilttoverifythat theyworkasexpected.Ideagenwillalso independentlycreateandexecutetest casesandtestscriptsforthebuiltand unit-testedcomponentstovalidatethat theyconformtothedefinedacceptance
criteriaineachUser Story/Requirement.
5.3DEPLOY
WiththeBuildcomplete,yoursolution canbemadelive/availableto stakeholdersoutsidetheCustomer ProjectTeam.
TheIdeagenProjectTeamwillsupporta periodof soft launch (orpilot)onthe provisionithasbeenscopedaspartof theprojectplanning,notingthatany feedbackatthisstageoftheprojectdoes notconstitutesignificantconfigurative changes.
5.3.1Training
TheIdeagen Customer Training and Engagement Framework hasbeen establishedtoensurethatendusersof oursolutionhavetheknowledgeand skillstohelpthemunderstandand engagewiththesolution.The Frameworkisastandardisedapproach totrainingthattakesusersfroma BeginnerLeveltoMastery.The Frameworkandassociatedtraining methodologiesaredesignedand deliveredbyeducationalexpertsandare rootedininstructionaldesignprinciples, usingwell-establishedlearningtheories. Trainingdeliveryis‘Blended’,meaning thatcustomersengagewithamixof carefullydesigned,self-pacede-training toteachbasicskillsandlive(in-person oronline)andconsultant-leadtraining toconsolidateandcontextualiselearned principles.
Ideagenwillworkwiththecustomerto identifyend-usertrainingneedsand approaches.Aspartofthiseffortandin linewiththeabove,Ideagenwillconfirm
theuserrole(s),trainingobjectives, Train-the-Trainerplanandfinaltraining scope.
5.3.2
Consulting (WHEREAPPLICABLE)
Whereadditionalconsultativeservices havebeenpurchasedaspartofthe customer’simplementationpackage,an IdeagenConsultantwillprovideservices alignedwiththoseagreeduponduring theInitiationphase.Theconsultative servicesIdeagenoffersdonotconstitute legaladviceoranyotherformof professionaladvice.
5.4CLOSE
IntheClosestage,allprojectactivities arefinalised,ensuringthattheproject deliverablesmeettheagreed-upon criteriaandthatalldocumentationis complete.TheClosestagealsoincludes thereleaseofprojectresources,the archivingofprojectdocuments,andthe transitionofanyongoing responsibilitiestotheappropriate teams.
5.4.1PostGoLiveSupport
KeymembersofIdeagen’sprojectteam willbeavailabletoassistthecustomer withquestionsorissuesthatmayarise.
5.4.1.1
Hypercare
PostGoLivesupportincludesapredeterminedperiodofHypercare. Hypercareprovidescustomerswitha definedperiodofelevatedsupport immediatelyfollowingtheGoLiveofthe newsolution.DuringHypercare, customerswillreceive
• Intensivesupportincludes intensiveassistanceand guidancetotheusertoensure anyproblemsarequickly identifiedandresolved.
• Proactivemonitoring:Your projectteamwillbeclosely monitoringthesystemtodetect andaddressissues
TheperiodofHypercareallocatedtoa customer’simplementationprojectwill bedeterminedintheprojectInitiation phase.
5.4.2LessonsLearnt
Ideagenwillruna‘lessonslearnt’ sessionwiththecustomer,whichshould includetheProjectManagerandkey stakeholdersataminimum.Ideagenwill capturetheoutputofthelessonslearnt sessionandissueittothecustomer.
Ideagenwillclosetheprojectand releaseallassignedresources.Ideagen willissueaCustomerSatisfaction (CSAT)surveytothecustomerfor feedback.Customerswillreceiveany outstandinginvoicesforpayment.
6.Additional ServicesScope
Thefollowingservicesareanticipatedin additiontotheconfiguredapplication functionalitydelivery.
