synergis60: 6 critical steps to implementing data managment
DESCRIPTION
Data management solutions always look good “on paper”. When it's just a matter of proposals and ROI projections on gleaming white stock, the “abstract” seems perfect. It's only when you go live, and real people get involved that things can get messy. If you don't have a clear, strategic implementation plan in place, who knows what could happen. You need a plan. And Synergis has a proven plan. During this webcast, you’ll discover... • Why creating alignment and generating positive buzz are essential to success • What 6 critical steps must be followed to insure successful implementation • Which best practices will make you a hero • The most common pitfalls that impact ROITRANSCRIPT
6 Critical Steps to Implementing Data Management
Todd Cummings, Vice President of Research & DevelopmentSynergis Software
Introduction
Avid fan, student, and evangelist of data and data management solutions and benefitsYears of experience in data managementInvolved in product design, development, production, marketing, implementation, training, support, business development, and partner technologies
Autodesk Vault
Developed by the worldwide leader in CAD software
Three-tier solution to meet the needs of a variety of clients across many industries
Synergis Software
Synergis Software has been
developing, implementing and
supporting engineering data
management solutions for more than
two decades
More than 40,000 worldwide users
across many industries benefit from
our flagship product, Adept
Your Data Management Experts
A proven partner with a
long history
Unmatched depth,
expertise &
experience
Consultative approach
Implementation services
• Assessment and systems design
• Implementation and configuration
• Legacy data import
• Workflow consulting and optimization
• Custom data migration and custom
add-ins
• Training and technical support
Expectations…
Today we’re going to:
• Understand the 6 critical steps to a successful implementation• Learn why creating internal alignment and generating positive buzz are essential to success
• Touch on best practices that will make your project successful
• Identify the heroes who will help support best practices• Understand common pitfalls that can impact ROI and the success of your implementation
Expectations…And we won’t be covering:• In-depth ‘how to’ on the technical aspects of implementing a Data Management solution
• A software demonstration
• Specific product or service recommendations
The 6 Critical Steps…
1. Engage a great team
2. Planning is not optional
3. Know your data
4. Break down barriers to change
5. Extend outside the box
6. Train effectively
7. “Bonus Step”
Engage a Great Team
Your Ideal Project Team…Provides a 360 degree worldview with diverse
representatives from:
• User community
• Department(s)
• IT
Leverages executive sponsorship
• Set tone, expectations & communicates business goals
Internal Project lead: Quarterback, sponsor and monitor
Solutions Partner Project Manager
Critical Project Team Activities
Keep your eyes and ears open
Leverage team member strengths
Complete homework (it’s important)
Communicate to stakeholders
• Thoroughly, regularly and in a way that’s meaningful to them
Break Down Barriers to Change
Participation & Education
• Involve stakeholders throughout the process
Commitment
• Educate, discuss, debate and then ask for buy-in
Ownership
• Ideally, everyone accepts some level of ownership
for implementation success
Break Down Barriers to Change
“Heroes don’t look like they used to…”
The Champion
• “A funct ional leader who supports and promotes the Project. The Champion is responsible for removing organizat ional barriers to Project success.”
Champions come in many forms with many titles
• An ‘opt in’ Champion has the highest likelihood of success
• Recruit and accept more than one!
Enlist Heroes…
Planning is Not Optional
Define and Clarify Your Implementation
Assessment – Project Scope• A process that helps you get very clear about scope• Informs your partner about your project goals, and
desired outcomes• Document baselines – ‘as is’• Captures goals and objectives – ‘to be’• Results in clear statement of work
Define and Clarify your Implementation
Requirements: Capture, clarify, and then document intent
• Who owns the initiative within the organization?
• What problems is the Project trying to solve?
• What are the intended benefits?
• Who is supporting the initiative at the various levels in your organization?
What data will be managed?
• For whom?
• Across which continents?
Define and Clarify your Implementation
Which data/departments will not be included and why?
• On large projects, most critical first
What potential risks are you currently aware of?• New technology• New business processes• ‘As Is’ conditions
Discuss and document how the Team defines and will demonstrate success
• What does ‘winning’ look like
• How will it be measured?
Define, set, and manage expectations• Relates directly to Scope and intent• Early and often• Be redundantly repetitive
Goals and Outcomes
Execute an IPD after the Assessment
• And you have an agreed upon Scope of Work
Design, model, test & validate
• Administrator Training for key stakeholders
• Detailed system design
• Workflows & processes
• Naming schemes
• BOM and Transmittal mapping & design
• Define users, group and access rights
• Finalize training plan
• Backup, disaster recovery, contingencies
Implementation Planning & Design
Know Your Data
Get to the people who know the data
• How ‘clean’ is your data? Do I scrub it all?
• Envision your data in the solution you have selected
• Data ‘owners’ know your company’s data best
• Do Revisions need to be imported?
Tow the line on which data to import
• Refer to your plan!
• Revisit if it becomes absolutely necessary
Data materializes
Know Your Data
‘Me too’ mitigation
• Be firm about Scope (initially)
• Just say ‘No’, or consider a phased approach
• Then add, add, add some more
A DM system connects metadata and documents
Data Validation / Migration Dry Run
Know Your Data
Train Effectively
Train Administrators and Champions early• Train the knowledge experts and trainers before
Implantation, Planning and Design• Provide these people an opportunity to learn without
being interrupted
User Training• Work the plan you modeled during Assessment & IPD • Allow time for “over-the-shoulder” training• Record training
Train Effectively
Extend Outside the Box
To customize or not to customize…
• If requirements are met out of the box, great!
• If requirements are not met out of the box, then
Invest in a Specificat ion
Avoid unnecessary complexity
Understand pros and cons of ‘non-recurring engineering’
Extending your solution outside the box
Bonus: Enjoy Excellent Support
Enjoy Excellent Support!Once implemented, everyone relies on the system• It becomes the critical path gateway to your company’s
electronic assets
Supporting data management is different than CAD• Inter-related, multi-user vs. single workstation, single user
Data management crosses boundaries• Design
• Engineering
• IT
• Global
Remember that when you need help, you may need it
now
The 6 Critical Steps…
1. Engage a great team
2. Planning is not optional
3. Know your data
4. Break Down barriers to change
5. Extend outside the box
6. Train effectively
7. “Bonus Step”