Custom Solutions Project Management Best Practices

1. Custom Solutions Project Management Best Practices Bob Dunn, Brett Gordon, Tim Richard

2. Agenda Project Management – Fact or Fiction The Top 5 Facts about Managing Projects • Breaking Down the Project Phases Best Practice Summary Open Discussion – Real Life Solutions

3. Fact or Fiction? Successful projects require a dedicated Project Manager who will own the project?

4. Fact or Fiction? Answer: Fiction Successful projects require buy-in and ownership from all applicable levels Assign a Project Team

5. Fact or Fiction? Projects are easy to manage if you have a designated Project Team?

6. Fact or Fiction? Answer: Fiction Project success is directly tied to having the right people assigned to the Project Team. Assign the right team.

7. Fact or Fiction? Having the right Project Team assures success?

8. Fact or Fiction? Answer: Fiction Having the right team is just a start. You have to have solid communication and organizationStay organized and establish timelines

9. Fact or Fiction? Setting deadlines is critical to project success?

10. Fact or Fiction? Answer: Fiction Managing perceptions and setting “realistic” deadlines is the key to project success

12. The Top 5 Facts about Managing Projects Successful Projects require buy in from all levels, including upper management Project Requirements/Expectations need to be clearly defined from the very beginning Formal Discovery is “not” optional, it is required Documentation is Key You cannot have too much Communication

13. Breaking Down the Facts Successful Projects require buy in from all levelsPlanning Phase

14. Project Requirements and Expectations need to be clearly defined Pre-Discovery Phase Breaking Down the Facts • Require and obtain a Solution Requirements Document • Define Project Team • Perform Pre-Discovery to discuss requirements • Create a Statement of Work with budget estimates • Obtain budget approval • Discuss and agree on realistic project expectations • Discuss and set realistic Timelines • Schedule Formal Discovery

15. Formal Discovery is “not” optional, it is required Discovery Phase Breaking Down the Facts • Schedule appropriate discovery time based on the Pre-Discovery Phase outcome • Perform formal solution discovery • Tag Team discovery by having two OnBase experts • One leads the discovery and the other documents requirements • Review “As Is” process • Identify and document bottlenecks, issues, and concerns • Review “To Be” process • Identify and document requirements, gaps, and assumptions

16. Documentation is Key Discovery Phase Breaking Down the Facts • Create a detailed Functional Design Document defining the “to Be” solution you are proposing • Create a Statement of Work that includes requirements, expectations, assumptions, and a breakdown of project costs • Obtain sign-off of documentation prior to development

17. Build to Specifications Deployment Phase Breaking Down the Facts • Develop the solution per the signed documentation – do not stray from it • Build a “Proof of Concept” of the solution and present it for approval • Prepare Use Cases for Testing and Training purposes • Train the defined UAT Group • Require UA testers to document issues in an “Open Issues” spreadsheet during UAT • Utilize a formal Change Order process for managing change requests that fall outside the project scope • Require formal sign-off prior to pushing the solution into production

18. Transition to Support Mode Post-Deployment Phase Breaking Down the Facts • Make sure all Functional Documentation is up to date and reflects the final developed solution • Hold a formal transition meeting with the OnBase Administration team if you are not that person • Include the Vendor if they developed the solution • Transition the project from “Active” to “Support Mode” • Close out the project

19. Planning Phase – Buy-in is not optional, it is required Pre-Discovery Phase – Don’t Ignore it Discovery Phase – Most critical phase Deployment Phase – Stick to the plan Post Deployment – Complete the transition Best Practices Summary

20. Real Life Solutions Open Discussion

21. Open Discussion