october 2001 tidemark user's conference1 session: 2.6 conversion lessons learned panelist: art...
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October 2001 Tidemark User's Conference
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Session: 2.6 Conversion Lessons Learned
Panelist: Art Henriques, City of Santa ClaraSean Hurley, Synergetic ConsultingLaurie Sherriff, City of Corvallis
Date: Thursday October 4, 2001
October 2001 Tidemark User's Conference
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Lessons Learned From Fremont and Santa Clara
Implementing a Tidemark Upgrade
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Session Agenda
Santa Clara and Fremont Recap Important Components for a Successful
Implementation Issues that Arise During an Upgrade Brief Recap by Art Henriques from Santa
Clara Brief Recap by Ida Fu from Fremont General Discussion
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Recap of Fremont and Santa Clara’s 2.61 Upgrade Fremont went live with 2.61.aj on July
16 Conversion took approximately 57 hours
Santa Clara went live with 2.61.01d on August 27 Conversion took approximately 2 hours
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Important Components for a Successful Implementation Planning
Clearly defining and limiting the scope of work
Allocating the necessary resources Project manager Computer support Power users
Clearly define the expectations on Tidemark
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Important Components Cont.
Project Management Build a Responsibility Matrix Set-up weekly conference call with
Tidemark Project Manager and Implementation Expert
TEST EVERYTHING THOROUGHLY Develop a method for tracking issues Get an early handle on Crystal Reports
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Important Components Cont.
Project Management Cont. If your municipality has anything out of the
ordinary with your network or computer, then run an on-site test conversion
Build a conversion events timeline Build a workstation upgrade checklist Allocate time to training your staff
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Issues that Arise During an Upgrade Tidemark sends a bad conversion You discover new bugs Your business rules may have to
change to accommodate the upgrade You do not know how to go about
testing You do not have the resources
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Issues Cont.
Your Tidemark support group is not responsive
Your computer group wants to incorporate a network change at the same time as the upgrade
You cannot keep track of all the new reports
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Issues Cont.
Tidemark seems to run slower after the upgrade
Tidemark will not print reports A particular workstation may not work
with Tidemark or gives an error
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Crystal Report Inventory List
Objectives - 1 To differentiate between Tidemark provided
and home grown (customized) report – through standardized naming convention
To verify what is registered against what are in the forms folder
To get a sample of the reports as part of the system documentation
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Crystal Report Inventory List
Objectives - 2 To provide our in-house customers for review
and determine what report is to be kept / tossed
To record what work needs to be done on the kept reports
Standardize look and feel of the customized reports
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Crystal Report Inventory List
Established Standard Report Requirements Reports sent out of the City offices will have
the new City logo Page header will have proper title with report
owner (dept) and selection criteria displayed All reports will have report name, Date and
Time the report is run displayed on the page footer (bottom)
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Crystal Report Inventory List
Elements on the List Department owner Before (old) & After(new) report names Action on the report (delete, enhanced,
kept as is, etc.) Run Frequency Selection Criteria and other special
pertinent requirements.
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Tidemark 2.61 Upgrade
Art Henriques
City Planner
Smart Permit Project Manager
City of Santa Clara
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City of Santa Clara
Active member of Joint Venture Smart Permits
Member of Bay Area Smart Permits Version 2.52 October 1999 Upgraded to 2.53 Version 2.61.01d since August 2001 Tested eConnect 1.1
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Clearly Define the Objectives
Limit Objectives to Manageable Number Update of the IVR System was a main
item
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Detail in Contract
Scope of Work Responsibilities Timelines Review thoroughly with
Key staff Consultant(s)
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Detail Project Internally
Management Why is this needed How does it improve customer service How does it improve internal process
Staff Why do this How does this help their work Listen to possible concerns, do some cheerleading
Contract Service They are a key part of the process
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Management Support/ Consultant Resources Agency Staff Time
By milestone & overall
Independent Database Audit Helpful second look
Key Staff Focused on Upgrade This has to be their top priority
Ensure No Conflict with Other IT Projects No bonus confusion/challenges
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Keep Tidemark Upgrade on Target Key Agency Staff Consultant Services Stay Focused on Contract Timelines
Daily/weekly meetings Weekly calls to Tidemark at a minimum
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Document
Document, document, document Communicate vertically & horizontally
At least at key milestones More often as you need to
Serve food & drink Try to have fun!
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More Information at the City of Santa Clara Art Henriques, City Planner (408) 615 - 2450 Ahenriques@ci.santa-clara.ca.us
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