john wilder collegis, inc. cumrec 2000 may 15, 2000 implementation projects: land mines and other...
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John Wilder
COLLEGIS, Inc.
CUMREC 2000
May 15, 2000
Implementation Projects:Land Mines and Other
Lessons
© 1999 by John Wilder
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System
Implementation
Projects
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“Although each situation is different, chief information officers and provosts who are trying to modernize their universities' administrative systems say without exception that the projects are proving harder, lengthier, and more costly than expected... Many such projects have crept over budget and fallen behind schedule. ”
From: “Delays, Bugs, and Cost Overruns Plague PeopleSoft's Services”, The Chronicle of Higher Education
September 24, 1999 vol 46 Pg. A31-A34, written by Florence Olsen
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Technological University Enrollment
4,850 Undergraduate 4,350 Graduate
Carnegie Research II Medium-sized, with all the complexity
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RPI Administrative Computing
in the 1990s1992
IBM mainframe running Michigan Terminal System
Major applications IA c. 1978, some in house c. 1970’s
Not integrated or state-of-anything
1999 Core: Banner suite GUI, Web, and thin
client All purchased
packages with regular upgrades
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GettingStarted
Stealth
Go Live
It Isn’t OverYet
UpgradesForever
Six
Project
Phases
Foundation
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Banner Project Timeframes
Banner Finance & HR
19 141296
Banner Student & Financial Aid
21 4 10 12 11
Year 5Year 2 Year 3 Year 4Year 1Foundation
GettingStarted
Stealth
Go Live
It Isn’tOver Yet
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Start with: the foundation
Starting with a need not yet defined
Through project approval
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Secure the resources Obtain agreement on objectives
and key principles Build support for the solution Create the culture to get the
work done
Foundation
Needs
Approval
Foundation: Key activities...
Define the needs and objectives
Map business functions Select software Build the technical picture Define project approach Estimate resources: time,
money,people
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Business Solution
The Plan
Technical Solution
Software
Project Definition
1Land Mine 1: Buying Software is the
same as Defining the Solution
Avoid the land mine: Define both the solution (end result) and the plan to get there before starting
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Then Disaster Strikes...
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Fortunately...
“In preparing for battle I have always found that plans are useless, but planning is indispensable.” - Dwight D. Eisenhower
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Journey to the land that time (or plans) forgot...
Starting a project takes time and effort - from nothing to something
Most time is spent securing resources laying hands on the money
getting work underway
purchasing hardware and software
2
Startup
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Short termstartuptasks
Long termplanning &organizing
3The Schizophrenia of Startup
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Start the parade...
Recognize that both near term and long term must be addressed
Long term: Quickly develop high level schemata - milestones, not tasks
Short term: Use the test system and decision-maker training as near term objectives
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SkilledTechnical
Staff
In the short run: don’t break the chain...
TrainingHardware &
Software
TrainingSystem
DecisionMaker
Training
4
ConfigurationDecisions
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Stealth: Under the Radar...
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So is anything going on...5
Others need to know
Make communicationpart of the plan
Set up a schedule for both general and specific information
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I love you, tomorrow...6
Q. How does a project become six months late?
A. One day at a time.
Start preaching
Target intermediate milestones
Talk days, not months
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Things that will shoot you down...
Faith that things will work as expected9
Assuming that Whole = Sum of Parts
8
7 Letting the system block your view of the solution
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Testing is the savior
There is no substitute for running a
representative sample of the work from the
whole business process through the test system
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Going Live!
Limited timeframes No room for errors
It’s all real
So what dowe call it?
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Going “live” is a CRISIS!
Avoidthe Crisis
Managethe Crisis
Solvethe Crisis
Plan and practice thecut-over Work outcontingencies
Problem(not project)management
Depth ofresources Focus untilit’s done
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Not Planning for D+110
Going live can draw too much attention
Schedules can go out the window during the crisis
First impressions count. So do second impressions
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And it isn’t over yet...
Go live is only another beginning
Problems are now “production critical”
Mix of “go lives”, “firsts”, and ongoing problems
“Seconds” can be killers Don’t forget what you
didn’t do before
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Don’t forget the upgrades...
Ongoing changes are a fact of life
Don’t forget the lessons learned
Don’t fall behind
Keep the organization and structure intact
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