Ideagen Project Methodology & Additional Services Scope (ANZ)

Project Methodology & Additional Services Scope ANZ

PROFESSIONAL SERVICES 2025

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Contents 1. Introduction ......................................................................................................................... 4 2. Your Project .......................................................................................................................... 4 3. Your Project Team .............................................................................................................. 4 3.1 Steering Committee .............................................................................................................................. 4

4. Customer Obligations and Assumptions .................................................................. 4 5. Ideagen Project Methodology ....................................................................................... 5 5.1 INITIATE.................................................................................................................................................... 6 5.1.1 Professional Services Setup and Project Team Alignment ................................................ 6 5.1.2 Blueprint and Requirements Gathering ................................................................................... 6 5.1.3 Design Blueprint................................................................................................................................ 8 5.1.4 Baseline Schedule and Budget ..................................................................................................... 8 5.1.5 Planning Documents ........................................................................................................................ 8 5.1.6 Technical Architecture and Integration Analysis .................................................................. 9 5.1.7 Training and Organisational Change Management Planning........................................... 9 5.1.8 Build Preparation .............................................................................................................................. 9 5.2 BUILD ......................................................................................................................................................... 9 5.2.1 System Integration ........................................................................................................................... 9 5.2.2 Data Migration ................................................................................................................................. 10 5.2.3 Iteration Reviews ............................................................................................................................ 11 5.2.4 Customer Acceptance .................................................................................................................... 11 5.2.6 Quality Assurance ........................................................................................................................... 11 5.3 DEPLOY .................................................................................................................................................... 12 5.3.1 Training............................................................................................................................................... 12 5.3.2 Consulting .......................................................................................................................................... 12 5.4 CLOSE ....................................................................................................................................................... 12 5.4.1 Post Go Live Support...................................................................................................................... 12 5.4.2 Lessons Learnt ................................................................................................................................. 13

6. Additional Services Scope ............................................................................................ 13 6.1 Change Management Services & Assumptions ........................................................................ 13 2

6.1.1 Environment Management .......................................................................................................... 14 6.1.2 Administrative Education ............................................................................................................ 14 6.1.3 Deployment Checklist ................................................................................................................... 14 6.2 Out of Scope and Change Orders ................................................................................................... 14

Appendix 1: Resource Roles ............................................................................................... 0 Appendix 2: Deliverables ..................................................................................................... 2 Initiate Stage Documents ........................................................................................................................... 2 Design Stage Documents ............................................................................................................................ 2

Appendix 3: RACI .................................................................................................................... 3 Appendix 4: Escalation Model ........................................................................................... 7 Ideagen .............................................................................................................................................................. 8 Customer (example) .................................................................................................................................... 9

Appendix 5: Change Request [Example] ..................................................................... 10

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resources may fulfil multiple roles in the project, and equally, individual roles may be fulfilled by more than one resource. Specifically named individuals will be assigned to these roles during the Initiate Stage, as specified in Section 5.1. Ideagen retains the right to change named individuals once defined during the project, provided this is communicated in writing to the customer.

1. Introduction This Project Methodology and Additional Services document outlines the details relating to the Project.

Subject to the terms of this Scope of Works (SOW) and the terms of the Agreement, Ideagen will provide the services set forth below ("Professional Services").

This document should be considered in combination with the SOW.

3.1 Steering Committee

2. Your Project

The customer agrees to a quarterly steering committee meeting to include the following parties:

Within the context of your SOW, ‘the Project’ is defined as 1) the setup of your subscribed platform(s) and their associated administrator training 2) any project management and/or consulting purchased to support the implementation to support the implementation of your solution 3) any data mapping and integrations purchased to support the implementation to support the implementation of your solution

• • • •

Customer Executive Project Sponsor Customer Project Manager Ideagen Executive Sponsor Ideagen Project Manager.

This meeting will review the project status, key open risks and issues, and assure organisational alignment.

4. Customer Obligations and Assumptions

This document outlines the methodology employed by Ideagen to meet the deliverables identified.

3. Your Project Team

The timely and successful performance of the Professional Services pursuant to this SOW requires ongoing collaboration between Ideagen and the customer. To maintain the estimated schedule and Professional Services fees, the customer is responsible for specific key tasks,

The following roles shall apply to this project (refer to Appendix 3). Individual 4

contributions, and timely reviews of Ideagen's work.

•

The customer will •

Anything not covered in the above points is out of scope, and a change order is required (refer to Appendix 6).

Allocate sufficient resources and timely performance of any tasks reasonably necessary to enable

•

Idegen to perform its obligations

•

Deliver any Customer collateral and

•

each SOW promptly;

•

may result in additional applicable charges for resource time.

project; Assign the following resources for

5. Ideagen Project Methodology

each SOW: • • • •

Executive Sponsor Project Manager End Users Attend and actively participating in

The Professional Services provided pursuant to the SOW will be delivered following the Ideagen Project Methodology (“Methodology”) in the stages listed below. Specific activities by stage are also outlined below.

scheduled project meetings. Failure to attend scheduled meetings will incur a charge for time subject to the Order Form terms and conditions •

Complete accurate and timely

The customer’s project will typically follow the Project Management Institute (PMI) methodology, which provides a comprehensive project management framework. PMI methodology is similar to the Waterfall Methodology, a linear project management method that follows a sequential approach.

information, data, and feedback as reasonably required.

• •

Any delays in the performance of Services caused by the Customer

Provide access to necessary systems, platforms, or software tools for the

•

All travel and expenses are excluded from the Fees, unless specified;

Respond to Idegen’s inquiries related to the Services promptly;

•

All services, including training, are delivered remotely, unless specified;

other obligations required under •

All services, including training, are delivered in English;

under each SOW; •

Be responsible for executing overall program management responsibilities.

Coordinate attendees for meetings to be held during the term of this SOW. Provide assistance, cooperation, information, equipment, data, a suitable work environment, and reasonable resources to enable Ideagen to perform the Professional Services.

Some projects may follow the Prince2 project management 5

methodology. Prince 2 includes managing projects by stages and focuses on product deliverables.

discuss its boundaries. The purpose of the project and expected business outcomes will be confirmed. The stage will also establish how the project will be managed and the plan for execution (scope, schedule, quality, budget).

The ‘stages’ are referred to throughout the Scope of Works and are detailed comprehensively in the Project Plan.

The Initiate stage is comprised of the following major activities.

The customer will participate in planning, discovery, and design sessions as needed to facilitate the development of Planning and Design Documents and will review and sign off on them promptly before the start of the Build stage.

5.1.1 Professional Services Setup and Project Team Alignment Following the execution of the SOW, the Ideagen project team will be introduced to the customer following execution of the SOW. The Ideagen team will then meet with the customer team to confirm an initial understanding of the scope, undertake preliminary planning and scheduling, and align roles between the respective Ideagen and the customer teams (see APPENDIX 1). Project tracking and control mechanisms will also be discussed and agreed upon (see APPENDIX 2).

The customer’s Project Manager and Ideagen will participate in periodic review meetings with the customer business stakeholders throughout the delivery of the Professional Services.

Meetings can be scheduled Monday to Friday, between 08.30 and 17.00 AEST/AEDT. IMPORTANT: The methodology and phases included in a customer’s implementation project will be tailored based on the customer’s product subscription, solution design, and services purchased. Not all phases outlined in the Ideagen Project Methodology (detailed below) will apply to every project. These phases will be implemented as appropriate and agreed upon with the customer. Phases that may not be applicable are noted as “where applicable.”

Lead times for project initiation will vary according to resource availability.

Ideagen will endeavour to schedule the initiation meeting or “Project Kick Off” approximately two weeks after the commencement of the initiation period.

This meeting will be held online unless agreed to in advance.

5.1.2 Blueprint and Requirements Gathering (WHERE APPLICABLE)

5.1 INITIATE

Ideagen will facilitate a series of discovery sessions to understand the project’s context and needed functionality. These sessions will

The stage is intended to initiate the project, set expectations regarding how it will be delivered and monitored, and 6

comprise the appropriate combination of discovery sessions, group requirement sessions, one-on-one interviews, design workshops, and job shadowing sessions. These sessions will allow Ideagen and the customer to establish the framework to guide the implementation and begin creating the initial product backlog, representing the business needs that the system will satisfy, as defined by the Methodology.

will provide up to <number (n)> day(s) of advice and assistance for the migration of legacy data to assist data mapping, cleansing, and migration effort.

III.

5.1.2.1 Technical Architecture and Integration Analysis

In accordance with the above, Ideagen will work with the customer to define a plan for extracting and migrating existing data from legacy data sources.

Ideagen will also work with the customer to identify data sources and mapping and de-duping/cleansing requirements (“Data Analysis”).

Ideagen will work with the customer to analyse and define the technical requirements for the Professional Services, including external system integrations, interactions with the customer’s IT infrastructure, and other factors.

5.1.2.2 Data Migration Planning

Once the data analysis is complete, Ideagen will determine, at its sole discretion, if additional charges will apply for data migration. In such an event, this will be addressed through a Change Order (see APPENDIX 5).

Data Migration covers the tasks and deliverables associated with the initial one-time conversion, verification, and loading of legacy data from an external Customer or third-party data store into the Application before Go Live. Customers have three options when it comes to Data Migration: I.

Data Migration. Ideagen will work with the Customer to identify, specify, and migrate existing legacy data into the customer’s instance

II.

Data Migration Consultative Services. The Customer will undertake the task of migrating legacy data to the application, and to support efforts, Ideagen

Data Migration Analysis and Specification Only. Ideagen will work with the customer to analyse data migration requirements and plan the tasks and effort necessary to migrate legacy data; however, the actual migration of legacy data is not within scope.

5.1.2.3 Solution Design Ideagen will design the proposed solution, determining the best use of Ideagen and related technology components to satisfy the customer’s requirements, expectations, and desired business outcomes. Ideagen will work with the customer to review design decisions and trade-offs in interactive sessions as appropriate to arrive at the optimal solution design for the customer.

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customer will provide comments and feedback promptly. Based on the customer feedback, Ideagen will publish a set of Design Documents, and the customer shall indicate its acceptance by approving via email or signature in accordance with APPENDIX 5.

5.1.2.4 Organisational Change Management Planning Ideagen will work with the customer to support the customer’s change management and communication plan.

These plans will be used to drive all change management activities and communications during the later stages.

5.1.4 Baseline Schedule and Budget

5.1.2.5 Build Preparation

Based on this SOW and the information gathered, the project schedule will be reviewed and adjusted as necessary. If appropriate, the planned budget burn will also be adjusted in kind. This will establish a baseline schedule and budget against which to monitor schedule and budget burn performance.

Final preparations are made to begin construction of the solution: • •

Environments are initialsed and configured.

Development and code management tracking and management systems are acquired and set up as defined and agreed in the Planning Documents.

5.1.5 Planning Documents Ideagen will draft a series of planning documents (“Planning Documents”) that further establish the scope for the proposed Professional Services.

The planning documents will be based on the stage activities and define expectations regarding the later stages of professional services.

5.1.3 Design Blueprint (WHERE APPLICABLE) Ideagen will draft design and specification documents (see APPENDIX 2) that specify the proposed design for the configured application(s) based on the results of the

Ideagen will review the draft planning documents with the customer, who will promptly provide comments and feedback. Based on the customer feedback, Ideagen will publish a finalised set of Planning Documents, and the customer will indicate its acceptance.

The Design Documents expand upon what was specified in the Planning Documents and describe the overall design and functional application scope for the remainder of the Professional Services. The Design Documents are intended to establish a baseline for how the configured application(s) will be configured, developed, and implemented.

The approved Planning Documents will provide further details regarding scope, staffing, and delivery dates to this SOW. As the project advances, these documents will be used as a baseline for

Ideagen will review the draft Design Documents with the customer, and the 8

managing deliverables, fees, and timeframes. Any requested changes to the scope will be addressed through Ideagen’s Change Order process.

5.2 BUILD The Build stage is focused on developing the core components of the project, ensuring all integration requirements are met, and preparing for data migration. This phase involves detailed planning and execution of technical tasks, including system configuration, coding, and testing. The Customer Acceptance Testing (CAT) process will be outlined to validate the functionality and performance of the system. The Build stage aims to create a robust and scalable solution that aligns with the project's objectives and prepares for seamless deployment.

5.1.6 Technical Architecture and Integration Analysis (WHERE APPLICABLE) Ideagen will work with the customer to analyse and define the technical requirements for the Professional Services, including external system integrations, interactions with the customer’s IT infrastructure, and other factors.

The Build stage is comprised of the following major activities.

5.1.7 Training and Organisational Change Management Planning

5.2.1 System Integration (WHERE APPLICABLE)

Ideagen will work with the customer to develop a change management and communication plan, including an outline of communications with impacted stakeholders. This plan will drive all change management activities and communications during the later stages.

Notwithstanding anything to the contrary •

Ideagen will work with the customer to identify the end-user training needs and approach. Ideagen will confirm the user role(s), training objectives, and final training scope as part of this effort.

•

•

5.1.8 Build Preparation Final preparations are made to begin construction of the solution: • •

Environments are initialised and configured.

User access is configured 9

The customer acknowledges and agrees that a third party develops third-party systems, and anything related to the performance or functionality of such application is not the responsibility of Ideagen Ideagen shall only be responsible for the Professional Services pursuant to the SOW. The customer will install all third-party systems identified above into the customer’s Application instance. The customer will provide appropriately skilled resources to assist in developing the Technical Architecture and Integration Specifications. This

includes supplying Ideagen with the necessary access to the integrated data sources and any required endpoints necessary for the integrations.

The customer will be responsible for providing all web services that interact with external customers or third-party systems and provide Ideagen with the necessary web service definition language (“WSDL”) for each web service.

Once installed, Ideagen will work with the customer to configure and customise the third-party systems. Ideagen will facilitate the integration of installed third-party systems into the configured application.

Ideagen will develop and implement the required application functionality to call and interact with the web services provided by the customer.

5.2.2 Data Migration

5.2.1.1 ETL-Based Integrations

Based on the approved data migration plan (see 5.2.2), Ideagen will I.

The customer will provide and maintain an integration staging location for all data integrations, such as an FTP Server, File Server, or non-production database server.

Work with the customer to perform a one-time import of the identified data. Ideagen will provide the customer with the required templates

Ideagen will be responsible for extracting data from and updating data for the application. Inbound data (external data to be added or updated in the Application) will be available in an agreed upon format on an accessible integration staging location. Outbound data (data extracted from the application) will be placed at the integration staging location.

to import the data. All data must be provided within these templates. The customer will export and consolidate the data before delivering it to Ideagen and give it in delimited CSVformatted files. The customer will provide all data for all

The customer will be responsible for extracting data from and updating data to all external customer systems.

required fields. Ideagen will prepare the customer’s data for import into the

5.2.2.2 Web Service-Based Integrations

Application.

II.

Provide the customer with data migration consultative

Ideagen will develop and implement all application-based web services that the customer will utilise to pull data from or send data to. Ideagen will provide the customer with the corresponding web service definition language (“WSDL”) for each web service.

services to assist with the data migration effort and provide recommendations and best practices. However, the customer is responsible 10

for migrating all required

The customer is responsible for reviewing and testing all Deliverables in accordance with this SOW pursuant to any acceptance criteria or test plans mutually agreed upon in writing by the parties for such deliverables.

legacy data promptly.

III.

Provide the customer a plan outlining the tasks and effort necessary for migrating legacy data.

The customer will promptly provide Ideagen with written notification of acceptance for each Deliverable upon acceptance; however, failure to reject a Deliverable, as set forth below, will be deemed acceptance.

5.2.3 Iteration Reviews (WHERE APPLICABLE) Ideagen and the customer will conduct Iteration Review meetings for specified iterations to provide the customer with an opportunity to provide feedback and clarification early in the process. After each meeting, revisions and changes may be made to address deviations from documented requirements and design and clarifications and refinements to the overall design.

Suppose the customer, in its reasonable and good faith judgment, determines that any submitted Deliverable does not satisfy the agreed-upon acceptance criteria as specified in this SOW or as mutually agreed upon in writing by the parties for such Deliverable. In that case, the customer must so notify Ideagen in writing within 10 business days after Ideagen’s submission of the Deliverable, specifying the deficiencies in detail.

5.2.4 Customer Acceptance The Customer Acceptance (CAT) process will allow the customer to review the software products before deployment.

Ideagen will use commercially reasonable efforts to correct such deficiencies and resubmit the Deliverable to the customer as soon as practicable. The customer will again review and test the Deliverable against the agreed-upon acceptance criteria and detail any deficiencies to Ideagen in writing within 10 business days after resubmission of the Deliverable.

The customer will be responsible for conducting CAT testing and providing feedback and CAT sign-off promptly.

Ideagen will help to coordinate and facilitate this process.

The customer’s sole remedy for any deficiencies under this section shall be re-performance, as set forth.

5.2.6 Quality Assurance

Upon completion of each Deliverable, Ideagen will, as applicable:

Ideagen will test components of the solution as they are built to verify that they work as expected. Ideagen will also independently create and execute test cases and test scripts for the built and unit-tested components to validate that they conform to the defined acceptance

(i) submit a complete copy to the customer; and (ii) At the customer’s request, demonstrate its functionality to the customer.

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criteria in each User Story/Requirement.

the user role(s), training objectives, Train-the-Trainer plan and final training scope.

5.3 DEPLOY

5.3.2 Consulting

With the Build complete, your solution can be made live/ available to stakeholders outside the Customer Project Team.

(WHERE APPLICABLE) Where additional consultative services have been purchased as part of the customer’s implementation package, an Ideagen Consultant will provide services aligned with those agreed upon during the Initiation phase. The consultative services Ideagen offers do not constitute legal advice or any other form of professional advice.

The Ideagen Project Team will support a period of soft launch (or pilot) on the provision it has been scoped as part of the project planning, noting that any feedback at this stage of the project does not constitute significant configurative changes.

5.3.1 Training

5.4 CLOSE

The Ideagen Customer Training and Engagement Framework has been established to ensure that end users of our solution have the knowledge and skills to help them understand and engage with the solution. The Framework is a standardised approach to training that takes users from a Beginner Level to Mastery. The Framework and associated training methodologies are designed and delivered by educational experts and are rooted in instructional design principles, using well-established learning theories.

In the Close stage, all project activities are finalised, ensuring that the project deliverables meet the agreed-upon criteria and that all documentation is complete. The Close stage also includes the release of project resources, the archiving of project documents, and the transition of any ongoing responsibilities to the appropriate teams.

5.4.1 Post Go Live Support Key members of Ideagen’s project team will be available to assist the customer with questions or issues that may arise.

Training delivery is ‘Blended’, meaning that customers engage with a mix of carefully designed, self-paced e-training to teach basic skills and live (in-person or online) and consultant-lead training to consolidate and contextualise learned principles.

5.4.1.1 Hypercare Post Go Live support includes a predetermined period of Hypercare.

Hypercare provides customers with a defined period of elevated support immediately following the Go Live of the new solution. During Hypercare, customers will receive

Ideagen will work with the customer to identify end-user training needs and approaches. As part of this effort and in line with the above, Ideagen will confirm 12

•

6.1 Change Management Services & Assumptions

Intensive support includes intensive assistance and guidance to the user to ensure any problems are quickly identified and resolved.

•

Ideagen will support customers with change management activities (see APPENDIX 3).

Proactive monitoring: Your project team will be closely monitoring the system to detect

The customer is expected to develop and execute a customised change management strategy and plan to facilitate the deployment and end-user adoption of the configured solution. The change management Professional Services will be comprised of:

and address issues The period of Hypercare allocated to a customer’s implementation project will be determined in the project Initiation phase.

5.4.2 Lessons Learnt

•

Ideagen will run a ‘lessons learnt’ session with the customer, which should include the Project Manager and key stakeholders at a minimum. Ideagen will capture the output of the lessons learnt session and issue it to the customer.

•

Ideagen will close the project and release all assigned resources. Ideagen will issue a Customer Satisfaction (CSAT) survey to the customer for feedback. Customers will receive any outstanding invoices for payment.

•

6. Additional Services Scope

Stakeholder management to identify and engage appropriate stakeholders during the performance of the Professional Services.

Guidance on developing and executing a communication plan to set expectations, communicate the business case for the configured solution, explain the benefits of the configured solution to end-users, and drive awareness and support.

Adoption activities to build and sustain adoption throughout this SOW.

Change management activities expected to be undertaken by the customer include the following:

The following services are anticipated in addition to the configured application functionality delivery.

• • • •

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Change management strategy creation.

Stakeholder assessment.

Communication planning.

Stakeholder engagement planning.

• •

Ideagen can deliver hands-on, ad hoc administrator training within the project. It is the customer's responsibility to notify their Project Manager to determine whether this can be done within the scope of the existing project or at an additional fee to the project.

Organisational impact assessment.

Change readiness assessment.

In addition, the customer will • •

•

reproduce and distribute communications.

Provide a timely review of change management deliverables.

Be responsible for any language translations of change management deliverables.

6.1.3 Deployment Checklist Ideagen will assign the Deployment Checklist to relevant Project Team members to reflect the completed Professional Services.

6.1.1 Environment Management

6.2 Out of Scope and Change Orders

Environment ManagementProduction All development, testing, and end-user training is typically conducted in the customer’s production Application environment. If a sandbox environment is created, Ideagen will migrate all changes and enhancements from the sandbox environment to production before going live. Any data not migrated at this stage can be requested via Change Order (the customer is within their implementation) or a professional services request (implementation project has closed).

Any work not explicitly set forth as Professional Services within this SOW is out of the scope of this SOW, including the following out of scope activities: •

•

It is incumbent on the customer to complete all testing during the Project.

Suppose the customer cannot finalise all testing to enable the migration of finalised resources to production. In that case, the customer must submit a service request for migration support post project close.

•

Change Management – The customer will conduct all Change Management activities, including End User Communications and Adoption Planning and Execution.

Education – Training development and training of end users Legacy Data Migration Customer will be solely responsible for the migration of legacy data (if applicable)

Changes to the scope of this SOW require a fully executed Change Approach.

6.1.2 Administrative Education 14

Appendix 1: Resource Roles The following table describes the responsibilities for each of the roles on the project.

Role

Project Manager

Project Coordinator

Responsibilities • • • • • • •

Overall management of the project Resource management Planning Weekly status reporting Budget, scope, schedules and milestone planning Risk analysis and management Change control

•

Supports the Project Manager in areas such as o Customer communication o Resource planning o Reporting

•

Ensures technical solution is supported by project budget and timeline as business requirements evolve Assists in staffing the project and developing work estimates Articulates design trade-offs effectively to delivery team, customer business stakeholders and IT resources Provides delivery frameworks that ensure quality and success Document the technical solution design for customer sign-off and/or customer hand-off Oversees developers and data resources Code and architect reviews Responsible for the Solution Blueprint

• • Solution Consultant

• • • • • • •

Technical Consultant

• • • •

Works with the Solution Consultant to overcome design tradeoffs Coordinate and actioning activities relating to integration and configuration Document the technical road map Platform Strategy (Mobile, Social, Portal, Analytics) System Integration Strategy Architecture & Code Reviews

Training Consultant

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• • •

Conducts Train-the-Trainer and/or administrative user training Conducts training sessions using training delivery best practices Distributes training survey to delegates; compiles report for internal and client project team

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Appendix 2: Deliverables Initiate Stage Documents Document

Description

Planning Documents Project Initiation Document (PID)

Defines the processes by which the project will be managed.

Work Breakdown Structure (WBS)

Hierarchical breakdown of 100% of the work to be done as part of the project.

Other Initiate Stage Documents

Baseline Schedule and Budget

The project schedule and budget were revised/ adjusted based on information gathered in discovery sessions, project team member schedules, and calendar events.

Design Stage Documents Document

Description

Design Documents High-Level System Design (Where applicable)

Documents the product solutions to be configured, customised or developed, including any third-party technologies.

Migration Strategy & Data Mapping [Data Migration] (Where applicable)

Defines the specific data to be migrated to the Application and associated field mappings. The Data Migration Plan also outlines the overall approach, from working with the customer to getting the data and verifying the integrity of the migration process.

Other Design Stage Documents

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Revised schedule and budget reflecting plan to deliver the solution described in the approved Design Documents.

Rebaselined Schedule and Budget

Describes how the system will be tested.

Testing Plan(s)

Documents how end users will be trained, including the training content to be developed, the target user groups and Use Cases, and any specific processes that need to be highlighted.

Training Plan [Training]

Appendix 3: RACI The following table shows the RACI model for the project, where: •

• •

•

R - Responsible: Individual who performs an activity (i.e., is responsible for action/implementation). The accountable person defines the degree of responsibility. There can be more than one “R.” A - Accountable: The individual who is ultimately accountable and must sign off on the work. Only one “A” can be assigned to an activity/decision.

C - Consulted: Individual whom the Accountable person may contact for advice or approval. This person may offer input that the “A” may use to modify the decision. Two-way communication. There can be more than one “C.” I - Informed: An Individual who needs to be informed after a decision or action is taken. One-way communication. There can be more than one “I.”

Phase

INITIATE

Area

Ideagen

Customer

Produce Project Communications Plan

A

C

Communicate project information

A

C

Create Change Management/Adoption Strategy

C

A

Assess organisational structure

C

A

Review business process documentation and align scope with stakeholders

C

A

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Plan requirements and design working sessions

C

A

Assemble customer project team and infrastructure.

I

A

Produce and implement Project Scope Change Control Procedure

A

C

Review and refine the Infrastructure/Integration Scope.

C

A

Conduct Project Kickoff

A

R

Communications Plan

A

C

Change Management/Adoption Strategy

C

A

Project Charter

A

R

Overall Project Plan

A

R

Quality and Risk Plans

A

C

Issue Management Plan

A

C

Project Kickoff Presentation

A

R

Change Control Plan

A

C

Environment Management Strategy

A

R

Governance Model

A

R

Monitor project communications

A

Identify organisational impacts of new processes – assess readiness

A

DELIVERABLES

DESIGN

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Distribute the organisation’s project communications through approved channels.

A

Project Status Reporting

A

R

Record and track risks

A

C

Manage resources, issues, and change control process

A

C

Review the functional specifications, including workflow, reports, interfaces, conversions, enhancements, and forms.

A

C

Define overall system and integration requirements & design

A

C

Deploy middleware and third-party solutions to support integration

A

C

Define data and migration requirements.

A

R

Communication Plan and initial communications

A

C

Organisation Impact and Change Readiness Assessment

C

A

Functional specifications (Solution Design Document)- Where applicable

A

R

Project Status Reporting

A

R

Record and track risks

A

C

Design Documents – Integrations

A

R

Functional Solution Documents (sign-off from each process team)

A

R

DELIVERABLES

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BUILD

Technical Solution Documents

A

R

Data Migration Plan

A

R

Data mapping (Data Migration Workbook)

A

R

Training Strategy

A

R

Provide project updates to leaders

A

C

Conduct Change Readiness Checkpoint

I

A

Provide organisation-wide communications through approved channels.

I

A

Project Status Reporting

A

R

Record and track risks

A

R

Manage resources, issues, and change control process

A

R

Develop, review, and unit test integrations.

A

R

Change Readiness Assessment Checkpoint Summary

C

A

Ongoing communications

A

I

Customer Acceptance Testing Strategy

A

C

Project Status Reporting

A

R

Record and track risks

A

C

Migrated and reviewed data from legacy systems

A

R

DELIVERABLES

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DEPLOY & CLOSE

Configured system

A

R

System and integration testing approach

A

R

End User Skills Gap Analysis

A

I

Conduct training; coordinate training activities

R

C

Go-live communications

A

C

Deliver the production environment: migration of integrations, execution of data conversions, and promotion of software development objects.

A

R

Complete knowledge transfer to sustaining resources

A

R

Close out issue, risk and change control procedures

A

C

Close project, roll off delivery teams.

A

R

Collect lessons learned

A

C

Lessons learned

A

C

Ongoing Release Plan

A

C

Production support procedures

A

Training delivered

A

R

Project close-out meeting

A

C

As-built final Solution Design and Technical Design

A

R

DELIVERABLES

Appendix 4: Escalation Model Ideagen Limited.

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Ideagen Corporate Layer

CEO Chief Customer Officer

SVP Professional Services Sponsor Layer

All PS Level

VP Professional Services PS Product Category Level

Control Layer

Head of Professional Services Portfolio Management

Governance Layer

Project Manager Project Planning, Risks, Issues, Change Control & Communications

Technical Consultant

Application configuration

Technical configuration & implementation

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Engineer

Trainer

Hardware implementation

Training Delivery

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Work Layer

Solution Consultant

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Customer (example)

Corporate Layer

CxO

Sponsor Layer

Project Sponsor Business Division Level & Business Critical Issues

Control Layer

Head of Department/Function Portfolio Management

Governance Layer

Project Manager Project Planning, Risks, Issues, Change Control & Communications

Architect

Process Design & Configuration

Engineer

Trainer

High Level Design & Architecture

Hardware implementation

Training Delivery

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Work Layer

Business Analyst

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Appendix 5: Change Request [Example] Change Order Number SOW Number Date of Change Order Description of Change

Impact of Change

Fees

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