cooperation fund progress report plans maintenance, ownership and change alicante, 23/04/2013

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Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

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Page 1: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

Cooperation Fund

Progress report

Plans

Maintenance, ownership and change

ALICANTE, 23/04/2013

Page 2: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

The CF is a major undertaking by any standards:

- Total budget of €50 million.

- 314 individuals working on the Fund.

- Approximately 455 man years now planned across the lifetime of the Fund.

- 324 national project implementations until 2015 at EU Offices. More expected.

- 130 already completed. By end of 2013, expected 225 total.

- The November go-live proves that the network…. works. We can do it.

A MAJOR UNDERTAKING

Page 3: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

Overview and brief description of CF Projects - 1 -

1.1.1 Search Image

1.1.2 TMview

1.1.3 TM Class

1.1.4 Seniority

1.2.5 Quality Standards

1.2.7 User Satisfaction Survey

1.2.8 Designview

1.2.9 Similarity

1.2.10 Cesto

2.13 XML Standards & Arch.

3.20 E-Learning

- Approval of Project Brief in October 2010,- Kick-off in January 2011

Packet 1:

PROJECTS OVERVIEW

Page 4: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

Overview and brief description of CF Projects - 2 -

- Approval of Project Brief in April 2011,- Kick-off in September 2011

Packet 2:

1.2.11 Common Gateway

1.2.6 Forecasting

2.14 Future Software Package

3.21 Call Centre Tool

4.22 Enforcement Database

4.23 Counterfeiting Tool

PROJECTS OVERVIEW

Page 5: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

Already live before November 20121.1.2 TMview 1.1.4 Seniority1.1.3 TMclass

Live since November 2012

1.1.1 Search Image

1.2.5 Quality Standards

1.2.8 Designview

1.2.9 Similarity

1.2.10 Cesto

3.20 E-Learning

1.2.11 Common Gateway

1.2.7 User Satisfaction Survey

2.14 FSP e-Filing TM Finland

LAUNCH PLAN

Page 6: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

* April or June 2013

LAUNCH PLAN

Planned go live in 2013

1.2.6 Forecasting*

3.21 Call Centre Tool*

4.22 Enforcement Database*

4.23 Anti-Counterfeiting Tool* Planned go live in 2014

Planned go live in 2015

2.14 FSP E-Filing TM & DS

2.14 FSP Back Office

2.14 FSP e-Services

2.14 FSP Adoption

Page 7: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

Action:

Lesson learned:Core business work in Offices takes time.

Planned go live in 2014

Planned go live in 20152.14 FSP E-Filing

TM & DS

LAUNCH PLAN

2.14 FSP Back Office TM

2.14 FSP e-Services

2.14 FSP Adoption

2.14 FSP Back Office Designs

So:

Work more intensively with pilots – multiple pilots

Be clear from the outset on the workload

Use workshops to be clear on needs

Accelerate pilots to allow more time for others.

Page 8: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

Action:

Lesson learned: Implementation is not as expensive as we expected, but it can be complex.

Planned go live in 2013

Content

128 Designview

LAUNCH PLAN

111 Search Image

1210 CESTO

1211 Gateway

So:

Try to further improve the technology

Extend the deployed project managers

Do more work on Quality

Intensify work with National Contact points on planning

and reporting

Better searches and technology, closer link to images

Relative grounds; improvements in use of TMiew data

Enhanced security for enforcement

Deployed project managers Increase numbers;

extend time

1212 Quality Best practice: link Convergence

Page 9: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

= total intents (324)= total implementations (130)

INTENTS TO IMPLEMENT VS. REAL IMPLEMENTATIONS

Page 10: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

CF 1.1.1 Search ImageBX, IT, PT, UK

FICPI, MARQUES

CF 1.2.10 CESTO

BG, PL, PT, SKINTA

CF 1.2.11 Common Gateway

DK, ES, GR GGE, PL, RO, SEEFPIA

CF 1.2.5 Quality Standards

DK, ES, HU, PTECTA, INTA

CF 1.2.6Forecasting

DK, ES, HU, PL, PT, UK

CF 1.2.7 Satisfaction SurveyBG, DE, DK, ES, HU,

GRUR, INTA

CF 1.2.8Designview

CZ, DE, DK, ES, GR OBI, UK

APRAM, ECTA

CF 1.2.9 Similarity

BG, DE, ES, GR GGE, HU, PL, PT,

ECTA

CF 2.14FSP

AT, FI, IE, MT, PL, LV, SK, UK CNIPA

CF 3.20E-Learning

BG, ES, RO, SI, SK INTA, MARQUES

CF 3.21 Call Centre

CY, DE, DK, PLECTA

CF 4.22 Enforcement DBES, HU, RO, UK,

AIM, APRAM, BUSEUR, UNION

CF 4.23 Counterfeiting ToolES FR, IT, PT, UK

ECTA, INTA

PARTICIPATION

24 National Offices and 11 User Associations have participated in the CF Project Working Groups. OHIM subject matter experts are in all of them, not just as Project manager….

User Group National Associations:

CNIPA, APRAM, IE, LV, MT, PL, SK,

RO

STILL WORKING COMPLETED

Page 11: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

EE

LV

MT

GR CY

BG

ROSI

IEPL

SK

OVERVIEW CF DPMS(DEPLOYED PROJECT MANAGERS)

So far, DPMs are present in 11 National Offices. Their cost until the end of 2012 amounted to roughly 1,2 million euros.

Page 12: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

According to current estimates, a significant amount of man days have been foreseen for the whole lifespan of the Cooperation Fund.

PROGRESS

Page 13: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

CF Maintenance Model

Outline

Page 14: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

Background - principles

CF MAINTENANCE SUPPORT MODEL

• The business responsibilities of National Offices should not be taken over by the OHIM.

• The OHIM will help create tools and jumpstart their adoption so that Offices can lead their own process of modernization and improvement.

• There will be a transition period to ensure that the tools can be put into operation and that National Offices have the capacity to use, operate and maintain them.

• Projects supported in two groups:

• Common tools

• Software package

Page 15: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

Background – approach – Common tools

CF MAINTENANCE SUPPORT MODEL

Common tools:

• Search Image• TMview• Euroclass and TMC• Quality• Forecasting• User Satisfaction Survey• Designview• Similarity• Common Examiner Support

Tool• Gateway• e-learning• Contact Centre Database• E-learning• Enforcement Tools

• OHIM will take on the management and maintenance of the common tools built under the Cooperation Fund.

• The central index model worked well for TMview and will be used for Designview

Page 16: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

Adaptation of FSP to Office needs

A year of OHIM financialor expert support

Creation of a problem-solving& knowledge sharing network

•Funding for one SNE (IT profile) for one year to the OHIM, maximising knowledge transfer and ensuring effective delivery.

•Plus one of: 1.A full-time consultant from

OHIM´s providers for one year

2. 220 working days of a local contractor.

•OHIM will establish a contact network between the experts

•This includes information and communications via the Common Gateway and regular meetings

•OHIM will administer the platform and provide a secretariat

•Budget is €700.000 per NO that implements the whole package

•Supported by OHIM experts covering Architecture, Security, Operations.

•Overall management is assured by the PSO.

•New: Focused into one project (SP Adopt) separate from pilot developments.

1 2 3

Background – approach – Software Package

CF MAINTENANCE SUPPORT MODEL

Page 17: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

CF Maintenance Model

Proposed outline

Page 18: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

HAND-OVER - PROPOSAL FOR DATA AND SYSTEM OWNERS OF CF TOOLS - 2 -

• The Cooperation Fund is a programme built to deliver the projects: it is not a permanent structure

• Once a project becomes a product , the CF must ensure handover of maintenance and ownership to NOs and OHIM units, and step aside.

• Each project has experts from Operations, Operations Support or other relevant Services directly involved as working group members representing OHIM’s views as an implementing office.

• This means that at the end of each project there needs to be a handover process to the new owner in the relevant business unit, and to the OHIM IT maintenance structure. A coordinating point remains in the Cooperation Programmes service.

at the OHIM…

Page 19: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

IT Support (OHIM or PO)

OHIM contact point

•Acts as coordinating point for POs and OHIM business units, supporting the regular contact network

•Supports reporting to, and actions from, Liaison Meeting on Technical Cooperation

•Coordinates ranking and budgeting in Gateway, handles queries on outcome

•Shows availability of tools in Gateway

•Owns formal change management process to deliver changes into common IT tools

•Monitors and delivers through release calendar

•Maintains service levels

•Supports and advises on preparation of cards

•Proposes changes and fixes where necessary, especially in urgent or critical cases.

2 3Who does what?

CF MAINTENANCE SUPPORT MODEL

Business area – OHIM or NO, or user association

•Proposes changes or fixes. If necessary with support from 1 or 2, completes card on explanation and urgency

•When advised, reviews changes submitted on the Gateway and ranks in terms of relative importance.

• Raises any substantive issues at LMTC or in bilateral communication with contact point.

1

Page 20: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

https://www.tmdn.org/coopfund/

ETMDN

The Gateway

Page 21: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

Change Management and

ownership

Page 22: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

CF CHANGE MANAGEMENT - HIGH LEVEL PROCESS

Contact point

Impact Assessment

Liaison Meeting

March, year N

2

3

4Output: detailed assessment, plan with deliverables and costs

POs and OHIM units

Changes

1

Project execution, development and release

Major change and improvement cycle

Clarifies

Ranks

Outputs:-Formal approval-Team and workgroup established

Liaison Meeting (year N+1?)

Outputs:-Closure report-Acceptance

5

6

Page 23: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

Thank You

(+ 34) 965 139 100 (switchboard)

(+ 34) 965 139 400 (e-business technical incidents)

(+ 34) 965 131 344 (main fax)

[email protected]

[email protected]

twitter/oamitweets

youtube/oamitubes

www.oami.europa.eu

CO

NTA

CT

US:

Page 24: Cooperation Fund Progress report Plans Maintenance, ownership and change ALICANTE, 23/04/2013

Contributors

Authors

Approved by owner

DRAFT / APPROVEDStatus

Presentation

Revision history

Initial version21/01/20130.1

DescriptionAuthorDateVersion

LMTC slides_final.pptx

CO

CO Carlos Ortega

Inclusion of section on change management24/01/20130.2 CO

Final amendments18/02/20130.3 CO