ipm methodology overview and fit gap prep. 8/17/2015 | 2 | ©2012 ciber, inc. incremental prototype...
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IPM Methodology Overview and Fit Gap Prep
04/19/23 | 2 | ©2012 Ciber, Inc.
Incremental Prototype Methodology
IPM is a building block approach divided into phases we call “prototypes.”
Each prototype builds upon the one that came before, delivering new functionality to meet organizational needs without the uncertainty associated with a more traditional “waterfall” approach.
Data conversion occurs repeatedly during the prototypes, as does user testing. When the system goes into production, there are no surprises—only a smooth‐running system and a workforce that knows how to use it.
The methodology consists of five phases or prototypes: Prototype 1: Discovery Prototype 2: Configuration Prototype 3: Complex Extensions Prototype 4: Environmental Adaptations Prototype 5: Deployment
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Incremental Prototype Methodology
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Incremental Prototype Methodology
There are many benefits to this approach:• Each prototype starts small and focuses on manageable pieces of the larger organization, thus learning and change is incremental• Success with these prototypes is early and often, achieving positive momentum early in the project• Each prototype enables active user team participation in the project, learning the system with a “hands-on--real life” approach• The first conversion of complex systems data begins with a sample pilot population, and with each prototype the conversion scope increases incrementally expanding users’ data validation—again changes presented in manageable increments• Because the evolving system is thoroughly tested and evaluated repeatedly by user team members and end‐users, our approach ensures that the system meets all the requirements, and uncovers any business, configuration, or customization problems early.• At the end of each prototype, a working and increasingly complete system emerges.
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Incremental Prototype Methodology
•The Project Charter establishes how the project team agrees to interact between themselves, the Project’s Stakeholders, and constituents; and formulates the high-level implementation strategy for each major project component.
•Fit/Gap establishes the core business and technical requirements for the initial implementation of the PeopleSoft software. The fit analysis will resolve all high priority gaps using various approaches including process redesign, workarounds, and technical solutions such as workflow or reports.
•The Project Plan identifies, at a task level, the work that must be accomplished by the joint team, the estimated effort required, resource assignments, and relationship between tasks.
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Incremental Prototype Methodology
•Basic Configuration—Conduct configuration planning sessions on the new system to define how the system tables will be configured to meet UCSB requirements. The configuration planning sessions will also be an opportunity to identify any additional end-user training needs.
•Basic Conversion—Define data mapping and data cleanup requirements for each conversion source. Develop conversion approach and program. Conversion data is validated. Conversion scope expands with each prototype.
•User Acceptance Testing—Perform testing to ensure configuration settings produce desired results.
•Interface, Report, Conversion and Security Planning
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Incremental Prototype Methodology
In the Complex Extensions Stage, the prototyping effort adapts the Oracle software with approved customizations.•Customizations —Design and develop any customizations defined and approved during the Fit/Gap and Configuration Phase based on the project customization standards and documentation agreed upon in the Project Charter and in compliance with Oracle recommendations. Unit testing to verify each component functions as designed.•Expanded Conversion—Conversion processing is expanded to incorporate more complex data or historical data based on conversion scope defined in the Conversion Plan.•User Acceptance Testing—Perform testing, as mutually agreed upon during the Project Charter, to ensure that the system functions as designed including: User Acceptance testing of individual customization, and modular integration tests.
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Incremental Prototype Methodology
•Interfaces—Design and develop the Interfaces defined and approved during the Fit/Gap and Configuration Phase.
•Reports—Design and develop the Reports defined and approved during the Fit/Gap and Configuration Phase. Unit test to verify each component functions as designed.
•Expanded Conversion—Conversion processing expanded to incorporate any remaining data based on conversion requirements defined in Conversion Plan.
•User Acceptance Testing—Perform testing, as mutually agreed upon during the Project Charter, to ensure that the system functions as designed including: User Acceptance testing of individual customization, System Integration tests, User Acceptance Testing, and Parallel Testing.
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Incremental Prototype Methodology
Conduct User Acceptance Testing— Conduct UAT processing to ensure that the system is operating appropriately. This test will first be run by the core project team with the addition of some training resources. Here the users will ensure that the system is acting appropriately and that all objects have been migrated appropriately. In a second phase of UAT there will be an expanded testing team. A series of “break me” tests will be run to ensure that the system will work under most conditions. In addition to this type of testing expanded users will have the chance to validate that the system will work for their day to day operations.
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Incremental Prototype Methodology
Final Go Live Plan—Develop a detailed schedule of events that must occur to prepare the production environment and support for “Go Live”.
Go Live Readiness Assessment— Assess whether all aspects of the organization: the system, users, management, communication and production support is ready to support “Go Live.”
Conduct End User Training—Develop End User Training Plan, training manuals and perform end user training to prepare the end users to support Parallel testing and ultimately production
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Incremental Prototype Methodology
Conduct Final Parallel (or Simulated Production) Testing—Conduct parallel processing in current legacy system and the new systems. Validate that the new system matches the results of the old system or reflects the requirements and approved solutions resulting from the Fit/Gap Analysis. Validate that the system is ready to transition to Production. Transition the software to the production environment via a structured and planned approach. For Financials implementations, a system acceptance testing process occurs. The functional test is a production simulation rather than a true parallel test. Test cycles (e.g. daily, monthly, quarterly, and year‐end) are executed for the functional test.
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Incremental Prototype Methodology
Final Data Conversion— Transition the software to the production environment through a structured and planned approach. Conduct Final Data Conversion to validate the most current data is present for all applications as planned in the Conversion Plan. Post-Implementation Support—Once the system is live, it is monitored for a specified period before being turned over to Production Support. During the monitoring period, typical activities include resolving system issues as they arise, and checking performance.
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Crystal Clear?
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FSIP Phase 1 Timeline
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FSIP Key Project Milestones
Phase Activity Date
Prototype 1, Discovery Project Kick-off October 1, 2012
Project Charter Complete October 19, 2012
Begin Fit/Gap Analysis October 22, 2012
Complete Fit/Gap Analysis, Phase 1 November 30, 2012
Prototype 2, Configuration Configuration Documented, Phase 1 January 2013
Basic Conversions Complete January 2013
Prototype 3, Complex Extensions Workflow Development Complete March 2013
Development Conversions Complete March 2013
Integration Testing Complete March 2013
Prototype 4, Env. Adaptations Development Interfaces Complete March 2013
Report Development Complete June 2013
User Acceptance Testing Complete June 2013
Prototype 5, Deployment Begin End-User Training February 2013
Security Complete June 2013
Complete End-User Training June 2013
Begin Go-Live Deployment July 2013
Complete Phase 1 Deployment September 2013
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FSIP Key Project Milestones
Is that all?Where is the data mapping?What about data cleansing?Conversion effort and testing?Interface effort and testing?
No, those and many more key activities will be organized and planned as part of the construction of the detailed project plan.
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Prototype 1 – Fit Gap
What is Fit Gap?
Project Phase to formally determine how system meets or fails to meet business requirements.
An interactive facilitated session to analyze and compare current business practices and requirements with PeopleSoft functionality
Fit: A business requirement met using delivered System functionality.Fit: A business requirement met using delivered System functionality.
Gap: A business requirement that isn’t met using delivered functionality.Gap: A business requirement that isn’t met using delivered functionality.
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Prototype 1 – Fit Gap
How Does Fit/Gap Work?
Ciber consultants partner with you to review your work Ciber consultants partner with you to review your work processes/requirements during the fit/gap sessionsprocesses/requirements during the fit/gap sessions
Decisions are made as to whether requirements are met (FIT) or not (GAP)Decisions are made as to whether requirements are met (FIT) or not (GAP)
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Prototype 1 – Fit Gap
What is a Subject Matter Expert (SME)?
Recognized as an expert in his/her functional area:• job functions
• business practices• policies• department procedures
Empowered to make decisionsStrong communication skillsPossess the willingness to change
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Prototype 1 – Fit Gap
Helpful Fit Gap Items
•Documented “As-Is” business processes•Department org chart•Data specific to your functional area•List of existing interfaces and integration points•Reporting requirements•What else?
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Prototype 1 – Fit Gap
Fit/Gap Accomplishes…
A review and comparison of business processes against the standard A review and comparison of business processes against the standard delivered system. delivered system. Identifies areas that may require additional analysis to determine best Fit to Identifies areas that may require additional analysis to determine best Fit to specific institutional requirements.specific institutional requirements.Provides refinement to specific project task and scope for Project Plan.Provides refinement to specific project task and scope for Project Plan.Comprehensive documentation of Fits and Gaps.Comprehensive documentation of Fits and Gaps.
Participate fully and discuss your current business processes, reporting needs, Participate fully and discuss your current business processes, reporting needs, required interfaces, applicable laws, regulations, security and self-service required interfaces, applicable laws, regulations, security and self-service options.options.
Come prepared to…
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Prototype 1 – Fit Gap
Your Role in the Fit Gap Process
Actively participate as a Subject Matter Expert (SME)Communicate the vision Be an advocateFacilitate buy-in Remember this is not trainingSo, Stay focused ... Be positive…andKeep an open mind!!
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Prototype 1 – Fit Gap
Next Steps
Complete Fit Gap sessionsFinalize Fit Gap documentationReview Fit Gap documents with project teamPresent Fit Gap documentation to the project Steering Committee for approvalFinalize project planBegin system model
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Questions?