An Introduction to the Cura Solution Implementation Solution Development Process Guide
CONTENTS The Cura Solution Implementation Process ........................................................................................ 3 Introduction ............................................................................................................................................. 3 Process 1 – Solution Scoping & Building ............................................................................................. 4 Assignment of the Project Stakeholders .................................................................................................. 5 Preparation & Signing of Contracts & Project Plan.................................................................................. 5 The 1st Cura System Configuration Scoping Session ................................................................................ 6 Solution Initiation Process ....................................................................................................................... 7 Solution Refinement Process ................................................................................................................... 8 Other System Builds ................................................................................................................................. 9 Solution Finalisation Process ................................................................................................................. 10 Process 2 - System Deployment ....................................................................................................... 11 Technical Deployment ........................................................................................................................... 12 User Deployment ................................................................................................................................... 13 Refinements Deployment ...................................................................................................................... 15 Final Deployment/Project Closure ......................................................................................................... 15
Cura Solution Implementation Process Guide
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THE CURA SOLUTION IMPLEMENTATION PROCESS INTRODUCTION This document aims to present and simplify the steps involved in a Cura solution implementation. It is important that you, as the client, understands and familiarizes yourself with these steps, so that you can recognize at each project stage your roles, responsibilities and expectations. This document presents the generic Cura project approach – for more details regarding your specific project, it is always best to refer to your project planning documents, or contact your appointed Cura Business Analyst to discuss your particular needs. Factors which affect the generic processes will depend on the various modules to be installed, the size of your organization, the impact of the Cura installation, whether or not you will be implementing a Pilot phase, and many others. The Cura Sales & System Implementation Process Flow covers the following summed up processes: 1. System Scoping Process; 2. System Build Process; (Rolled up into Process 1) 3. System Deployment Process. This document assumes that the 1st Process (the initial Sales Process) has been finalized and that there has been established an understanding of the broad implementation offer, such as the modules to be installed, user licenses required, and the general data management and reporting needs. This document therefore only covers the tasks and processes involved in execution of the actual project. It is important to note that the overall project process, in terms of handover from the sales process into the development process, depends on the EULA being signed off and submitted to Cura.
Graphical Example of the Cura Sales Process: SALES PROCESS Sales Initiation Phase
Identified Client
Assigned Salesperson
Sales Finalisation Phase
Demonstration & Presales
Pilot / Full Sale Approved
Final Proposal
Purchase Order & EULA Signed
Client Assigned to BA by Prof. Services
Demo Request
Demo Build (Sales Process)
Basic Demo Specifications
Cura Solution Implementation Process Guide
Build Demo
Present/Install Demo
Evaluate Demo
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PROCESS 1 – SOLUTION SCOPING & BUILDING This is the most important portion of the project and consists of the following milestones and activities:
Assignment of all Project Stakeholders (Client & Cura)to create the Project Steering Committee; Preparation & Signing of Contracts & Project Plan; 1st Cura Scoping Session & System Configuration Workshop; Preparation & Signoff of 1st Version System Functional Specification & Business Case Documents; Build & Demonstration of 1st Configured Solution According to 1st Version Documents; Ongoing Demonstration, Client Review, Enhancement Scoping & Building of Solution Refinements & Associated Specification Documents; Solution meets all Expectations via Refinements - Solution Refinement Cycle ends; Final Submission & Approval of the Configured Solution & Matching Specification Documents; Building & Importing of Associated Solution Data & Configuration; Approved & Specified Solution Ready for Deployment.
Graphical Example of the Cura System Specification, Building & Refinement Processes: SOLUTION BUILD Solution Initiation Process
Other Builds
3
st
PS & Client Introduction
1st Scoping Session
1 Business Solution Synopsis
st
1 Build Specification
st
1 Build & Spec Quality Checked
1st Meth Build
Solution Refinement Process
PS Consultant Assignment
2
1
Demo & Spec Cura Reports
Approved & Specified Solution
Spec Users & Permissions
Project Plan & Contracts Spec Documents Updated
Gather & Import Client Risk Data
1st Build Demonstrated
Build & Spec Documents Quality Checked
Refinements Built
1st Refinements Scoped
Further Refinements Scoped
Refinements Demonstrated
Spec Hardware & Architecture
Other System Configuration
Solution Finalisation Process
3
Final Demonstration
Refinements Approved
Cura Solution Implementation Process Guide
Spec Documents Approved
2
1
Reports, Data & Config Approved
Documentation & Contracts Signed
Configured Full Solution
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ASSIGNMENT OF THE PROJECT STAKEHOLDERS The essence of project success depends on the commitment and skills of the people involved. The first part of the project will be identifying these people and assigning them to their individual or team project responsibilities. Typically, the project may require the following stakeholders: From the Client:
The Project Sponsor; * The IT Manager/Administrator; The Risk Management Team; * Legal Department Representatives; Management Staff (as required); * Cura End Users.
From Cura:
Sales Staff (Account Manager); The Professional Services Manager; * The Business Analyst; * System Configuration Consultants; The Implementation & Technical Installation Team (as required); Support Team (post implementation). * These persons or representatives, at various stages and for various portions and durations throughout the project, would normally form the Project Steering Committee The key stakeholders in most projects would be your elected representatives, the Cura Business Analyst, and the Cura Configuration Consultant assigned to the project. The resources assigned from Cura will become responsible for the overall creation of the solution according to your needs and expectations, and are supervised in terms of the project progress and quality by their respective managers.
PREPARATION & SIGNING OF CONTRACTS & PROJECT PLAN The overall aim of the initial phase of the build is to establish, at the outset:
Who the role players are for the duration of the project and their responsibilities; The contractual obligations between the Client & Cura (EULA, Payment terms, time frames etc.) Project tasks, milestones, due dates and timelines, all within an agreed Project Plan; The documented functional specification and configuration of the proposed Cura solution; The technical environment of the Cura implementation (Server, database, operating systems & other IT related Cura installation issues etc.); The operating environment of the Cura implementation (Identify system users, assess training needs, set permissions, proposed adjustments to risk processes etc.); Training requirements for all Cura users and modules; System ongoing support and final delivery details.
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The tangible outputs and events of the above tasks, as part of the Initiation Phase, may include:
A joint meeting between the Project Sponsor and the Cura Project Team (Business Analyst) to openly discuss the various project stages, expectations, critical points and similar broad concerns; Producing the detailed project plan for approval; Producing and signoff of all other contractual project obligations.
THE 1 S T CURA SYSTEM CONFIGURATION SCOPING SESSION
Graphical Example of the Solution Initiation Process: Solution Initiation Process
1st Business Solution Synopsis
1st Build Specification
1st Meth Build
1st Build & Spec Quality Checked
A critical milestone for the start of the project, and overall project delivery, is the very first scoping session or configuration workshop. This session may be held over a number of days whereby the appropriate representatives from both your risk management team and Cura discuss and document the way the solution will be configured to work within your environment. The workshop will touch on issues which will affect the eventual configured solution, such as:
The overall business case and key objectives of the solution; The building of the Cura methodology, workflow & layout; The reporting requirements for the solution; User based permissions structures; Possible use of additional Cura tools & capabilities (e.g. Convert, Meth Builder, Report Writer, Knowledgebases etc.); Cura training requirements; The IT Infrastructure requirements and possible impact of the proposed Cura solution; Any other issues of concern or questions surrounding the solution. A well administered and executed project initiation workshop will ensure all expectations are clearly understood, documented and met according to a set plan, which will ultimately define the success of the project.
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SOLUTION INITIATION PROCESS Discussions during the first workshop will be carefully recorded and documented to form the specification document which will define the way the solution is built. It is important to realize 2 key outputs of the 1st scoping session, which will form the foundation of all subsequent configuration and system refinement tasks:
The Business Analyst will prepare a “Project Business Case Synopsis”, which is a short, high level description of your core business requirements, translated into key capabilities that are to be contained in the final Cura solution that is configured and delivered;
The Implementation Consultant / Business Analyst will prepare a technical specification document which defines the detailed configuration of the Cura solution according to your requirements put forward during the scoping session.
These documents will be presented to you at the same time the first build is demonstrated. They will be constantly updated to reflect the outcomes and requirements that are defined during the Solution Refinement Processes, recording the configuration changes that will occur during the solution development life cycle. The combination of these two documents will evolve into a final product functional specification document which will contain, amongst various other things;
Proposed screenshots of the solution GUI; Grid presentation of the data input fields; The agreed domain, assessment, context and risk tree structures; Lists of Cura users and their proposed permission structures; Samples of the agreed report requirements, and content listings thereof; Any and all additional details regarding other solution options and enhancements (add on modules, knowledgebase details, architecture topology etc.)
The initial system configuration phase can vary in length from a few days to many weeks, depending on the size, extent and nature of your specific system configuration. This is done by the implementation consultant, under the supervision of the Business Analyst charged with the project’s success. Once the configuration is complete, the solution is presented by the Implementation Consultant and the Business Analyst to the Cura Quality Assurance Team. The configuration will be signed off by the team, before being presented back to you for demonstration, discussion and review. It is important to note that only the solution’s methodology will be developed during this period. It also ensures that the initial design is delivered in as short a time frame as is possible. The remaining components of the solution hinge on the correct methodology being built as their foundation.
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Solution Initiation Process
1st Business Solution Synopsis
1st Build Specification
1st Meth Build
1st Build & Spec Quality Checked
SOLUTION REFINEMENT PROCESS Once the Cura Business Analyst is satisfied that the understood configuration meets your needs, as well as the initial specification, it is put forward in the form of an interactive demonstration. In some cases the on-screen product highlights further requirements or potential changes to the original solution as contemplated in the original scoping session.
Graphical Example of the Cura System Refinement Process: Solution Refinement Process
Spec Documents Updated 1st Build Demonstrated
Refinements Built
1st Refinements Scoped
Further Refinements Scoped
Build & Spec Documents Quality Checked
Refinements Demonstrated
These enhancements, tweaks and refinements are all carefully documented by Cura, and appended to the specification documents to track the progress of the system development cycle. Some refinements may be done in a matter of hours, while other changes may require days to configure. This process of “Build – Demo – Workshop Refinements – Document Refinements – Build Refinements – Quality Check Refinements – Demo” continues until you are satisfied with the presented system configuration. However, it is neither recommended nor usual for more than 2 refinement sessions to be conducted, depending on the scale of your system implementation, and the maturity of your internal processes.
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OTHER SYSTEM BUILDS It is important to note that while the solution refinements are being documented, executed and demonstrated, there are various other important stages and preparations that the final solution must go through in order to be effectively delivered. These must be discussed and planned around during all scoping sessions to ensure that once the system framework has been agreed upon and signed off, it can be successfully implemented into your environment shortly thereafter. The diagram on the left shows some of the more common project tasks that must be completed while the system is being configured: Assess the IT Environment – Cura will require a suitable architecture of servers, networks, client machines and other IT hardware affected by the project. Depending on the scale of your implementation, Cura will guide you in terms of a recommended IT environment, while taking note of your existing setup. The chosen architecture will be tested to ensure it supports the final product delivered to you and your Cura users. Specify the Reporting Requirements – The core output of Cura is the ability to deliver meaningful and accurate reports from the user front end. Therefore, part of the client mandate is to suggest the reporting outputs that they desire from the system. This extends to the desired report layouts, data contained therein, how many reports are needed, to whom they will be distributed etc. Gather Client Data – Part of the system delivery may require taking existing data and migrating it into Cura. Different clients have different methods of managing their data, so the Business Analyst will obtain this data early in the project cycle to assess how it may be captured within Cura.
Assess and Define the User Base –The user base needs to be considered i.e. How many users will there be? What is their geographical profile? What is their level of current involvement or competency area? Will they require new hardware? How shall we approach training these people? Other Considerations – There are other considerations which will be addressed, e.g. user manual customization, Web vs. Rich client user base, future expansion requirements, business process alignment and change management These are often identified during the workshop sessions, and suitably managed during the system development and implementation phases of the project.
With all of these project factors considered, we can bring the various stages together to deliver the final solution. Once the final system configuration is agreed to, there is a minimal time lapse between that point and the actual delivery of its supporting documentation and architecture/user/data configuration and necessary data.
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SOLUTION FINALISATION PROCESS Once the client is satisfied with the configuration demonstrated, the final changes are made to the specification documents to support the agreed solution, which is then presented to the customer. This document will be put forward and signed off by both Cura and the client as acceptance of the completed system build and configuration thereof. It will also serve as a formal means from which to develop internal processes, training manuals, and other important outputs. Thereafter, the project team looks towards the next phase, whereby the correctly configured solution can be installed within the client’s environment and work processes.
Graphical Example of the Final System Configuration Acceptance Process: Solution Finalisation Process
3
Final Demonstration
Refinements Approved
Cura Solution Implementation Process Guide
Spec Documents Approved
2
1
Reports, Data & Config Approved
Documentation & Contracts Signed
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PROCESS 2 - SYSTEM DEPLOYMENT The final stage of the implementation is where the entirely configured solution is transferred to your environment. The deployment process follows 4 key functional steps towards project completion:
Technical Deployment; User Deployment; Refinements Deployment (Final Review); Final Deployment/Project Closure & Handover.
Graphical Example of the Cura System Deployment Process: DEPLOYMENT DEPLOYED
Technical Deployment
Approved & Specified Solution
System Config
Server Environment Installations
Technical Acceptance Testing
System Signoff
Project Signoff
Client File Handover
User Deployment
User Config
Manual Compilation
User Acceptance Testing
Refinements Request
Full CURA Training
Reports & Feedback
Account Manager, BA & Client
Refinements Deployment
Refinements Specification
Refinements Assessment
Test Refinements
Build Refinements
Deploy Refinements
Refinements Approved
Pilot Deployment
System & User Config
Hardware Installation
Purchase Decision
Cura Solution Implementation Process Guide
Basic CURA Training
Evaluation Period
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TECHNICAL DEPLOYMENT Being an integrated software solution, Cura relies on a reliable network infrastructure, geared to suit the client’s needs. The IT infrastructure on which Cura is to run must be assessed early on in order to ensure its suitability. As mentioned, the IT requirements are discussed during the product functional specification workshops. The goal therefore is to prepare the technical (IT) deployment environment in such a way that the software is ready to be deployed at the time that the final refinements are completed. Cura’s software/server infrastructure employs the (possible) use of 3 tiers:
Application Server Web Server Database Server
* A 4th Tier could be implemented if a separate report server is to be deployed Each of these servers can be physically separate pieces of hardware, or combined on the same machines to suit the client. In large, enterprise wide installations, splitting of the servers is encouraged in order to facilitate maintenance and maximum available uptime of the solution, but smaller Cura installations can combine all 3 server functions onto one server device without any problems. In all cases, when taking the technical deployment into account, it is important to remember certain key areas and targets, in order to ensure:
The hardware is suitable and capable of supporting the developed solution; The hardware and supporting software is accessible (physically and regarding security measures) to the Cura implementation consultant; Client technical resources are made available during the installation; Client software installation protocols, internal processes and control measures are adhered to; System functionality, logon, upgrading and migration testing is completed successfully; The hardware and software is regularly maintained and backed up by the client to ensure uptime and disaster recovery of the Cura solution.
The implementation consultant will perform detailed environmental audit is performed prior to installation in order to ensure a successful system installation. Detailed hardware requirements are annexed to this document for easy reference.
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USER DEPLOYMENT Deployment of the Cura users within the client environment and workspace comprises of 5 core tasks:
Identify the Cura User Base Setup User Permissions Development of Training Materials & Method Training of Users Cura User Support
Identify the Cura User Base People within your organization who will maintain, manage and draw value from the system should be identified early on in the project planning sessions. It often helps to identify and alert the identified proposed system users early on in the project process, so that they can prepare themselves for the responsibilities of their new role as a Cura user. Often they will be invited by the project team to offer input into the system configuration. During the system scoping phase, the Cura user list be discussed and tabled, so that it is ready at the same time as system deployment. Setup User Permissions Each Cura user will be assigned certain capabilities and user roles within the software setup. Certain users will be allowed unlimited system access and manipulation (System Administrators), while some will only be able to view captured data. The security setups and group permissions allocation within Cura’s built in security allows for a multitude of different user permissions, so that each Cura logon rights is configured appropriately. One must consider the various rights and permissions of each user and/or group they fall into. User rights are often process-driven. Development of Training Manuals & Methods Cura offers customized training to their clients. The training manuals themselves are reviewed and customized by our training department to ensure they are perfectly aligned with the actual system that is being deployed. Cura can accommodate various methods of training - the most popular approach is for Cura to host up to 16 people at one time in our training centre in Houghton. By arrangement, Cura can also conduct training at the customer’s site, provided that the facilities and training setup is suitable. Training of Users Training can take anything from 1 to 5 days, and can be segmented per Cura module or different user category. Specialized training sessions on more intricate Cura capabilities can be administered for those users intended to become “super users” and system administrators. A certain amount of training will have been included in your Cura proposal. This will be reevaluated and amended, should more training become evident as necessary as the project unfolds. Cura User Support The Cura EULA includes extending telephonic and email support to all users post implementation. This support line offers assistance on basic user operations and overall system use. A support contact sheet is included in this pack. During the scoping sessions, a detailed support process customized for your organization will be discussed and documented. Cura Solution Implementation Process Guide
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REFINEMENTS DEPLOYMENT Very often, it is only after the user training sessions that Cura users identify certain product requirements or enhancements, and wish to have these built into the system. While it is not encouraged to undertake large system changes after training (especially since the training manuals and content is largely based on the original specification as has already been developed and installed), small changes can be accommodated. Large change requests, deemed to be non critical, are usually documented as future change requests to be implemented after the users have come to grips with the system, rather than being immediately put in place, to avoid delays in system rollout and possible user confusion.
FINAL DEPLOYMENT/PROJECT CLOSURE Once any minor refinements have been configured, they are loaded into the Cura system, and the system migrates to the Client’s “Live” environment, ready to be utilized within the business processes and environment. At this juncture, and leading up to it, various system tests are performed in order to ensure the overall solution is delivering as was required, and as per the now finalized functional specification document(s). Once the system has passed all tests, the final documentation is signed off by Cura and the Client, and the project is closed. Depending on the nature of the project and implementation approach, the customer is handed copies of the software, all contractual and specification documentation, and other supporting information that detail the entire project experience from start to finish. Ongoing support and possible system expansion opportunities are also discussed, to ensure the implemented solution continues to meet the needs of every client. In most cases, all stakeholders are invited to the project closeout meeting. During the Close-Out meeting, the Professional Services team will formally introduce the Cura Support team. Best Regards The Cura Professional Services Team
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