dePillis Greek Countdown Method to Launch IT Projects

White Paper Profitable IT Change Across Cultures Recommendations for Future Implementation of Projects Based on dePillis experiences from site integration, and data separation, and data warehousing projects executed at international technology sites GJ dePillis –091007-A

Why Use A Structured Method? Reasons for using a method based on “Lessons Learned” Constant improvement Allows company growth and acquisitions to execute more smoothly Increased employee moral during turbulent times Cost and time savings Once standard tasks are accomplished, site specific tasks can be focused on Good practice Smoother working relations with other departments

Terms Acronyms and Terms MPM --Matrix Project Manager. This is the person in charge of the entire move effort. Infrastructure project managers and Application program and project managers will report to the MPM. SLA --Service Level Agreement DR ---Disaster Recovery Plan used to ensure business systems are able to function by running a “back up” when a disaster has rendered current systems unavailable. OMT ---Overall Move Team includes the entire project team. Core OMT or Core Team --refers to solely the group of people who worked directly with the MPM. This would be a tester, technical writer, business analyst.

Understand Implementation Process Assess current environment Inventory what they have today Assess what is needed Ask what they need tomorrow Assess the gap of what the site needs, but does not have (Gap) List system components that were needed What computer systems can satisfy the gap? List types of personnel that were needed What types of resources will be needed to maintain or implement the systems needed?

High Level Overall Move Process

1.0- Site Assessment Details Change Process

1.0 Questions Is this site going through a reorganization? What are the local holidays and when will the site be closed? Is the site going through a data separation? Is the site going through a data merge/ cloning process? Are there any black-out or freeze dates that work will not be done on (by system, by site, by local holidays, etc…) What is the vacation schedule of your key contacts? Has local site prepared testing environment properly? What training is needed? What times zone does this site operate in? If several older projects have already been underway by the local site, how will those legacy requirements be adjusted and/or impacted by the new requirements of this project?

2.0-Create Communication Process

2.0 Communication Process Details Change Process

2.0 Questions How will information be sent to the team? Will it be emailed or stored on a website? Will mass-voicemails be sent out? How often will in-person meetings be held? How often will voice conference meetings be held? Have email lists been created? One for executive, one for developers, and one for the entire team? Are teams aware of what is expected of them and how/when they need to interact with other teams?

2.1 Create Reporting Structure

2.1 Reporting Structure With Leads

2.1- Alternate Reporting Structure Direct Reports

2.1 Questions What reporting structure works best for the MPM? Direct reports or having leads? How often will the MPM need to meet with the Core Team and how often with the OMT? How will the MPM select the team? Has the MPM verified with resource management how much time they can dedicate to this project?

3.0 Tracking Process Details Change Process

3.1 Create Defect Tracking Process

3.1 Defect Tracking Details Change Process

3.2 Create Defect Pre Production Logging

3.2 Before Go Live Defect Tracking Change Process

3.3 Create Defect POST Production Logging

3.3 Production (After Go Live) Defect Tracking

3.4 Create Defect Transition Support

3.4 Defect Tracking & Transition Support Change Process

3.0 + Questions How will the issues vs defects be tracked? Will a database be created or will a spreadsheet be used? Are resources clear on what testing they are responsible for? Has testing included new systems that the site will implement as well as older systems that are being moved? Is the process understood how issues and defects will be tracked during Pre production Transition & Testing Post production

4.0 Create Inventory Checking Process

4.0 Inventory Checking Details Change Process

5.0 Testing Details Change Process

6.0 Implementation (Go Live) Details Change Process

Count Down: ZETA-12 Months to 8 Months Before Execute all tasks as rehearsed Day of Close open issues (if possible) 1 day Final checks & verifications 2 day Review each persons duties for implementation day Confirm all documentation is complete 1 wk Prioritize any remaining open issues MPM submits request to close TSA 2 wk All teams should be done with functional testing Review Implementation Plan 1 mo Start closing outstanding issues by reviewing ISSUES & DEFECTS 2 mo Date Task Will Be Executed 3 mo 4 mo 6 mo 8 mo 12 mo Before Who Will Execute Plan for new systems & equipment needed Hold regular meetings with OMT Verify all teams have what they need so testing can start Plan for testing of systems Verify anything ordered has been received or is on it’s way Hold regular onsite meetings Collect issues Establish SLA & Budget Select core team High Level Task

Count Down: EPSILON-6 Months- 3 Months Before Execute all tasks as rehearsed Day of Close open issues (if possible) 1 day Final checks & verifications 2 day Review each persons duties for implementation day Confirm all documentation is complete 1 wk Prioritize any remaining open issues MPM submits request to close TSA 2 wk All teams should be done with functional testing Review Implementation Plan 1 mo Start closing outstanding issues by reviewing ISSUES & DEFECTS 2 mo Date Task Will Be Executed 3 mo 4 mo 6 mo 8 mo 12 mo Before Who Will Execute Plan for new systems & equipment needed Hold regular meetings with OMT Verify all teams have what they need so testing can start Plan for testing of systems Verify anything ordered has been received or is on it’s way Hold regular onsite meetings Collect issues Establish SLA & Budget Select core team High Level Task

Count Down: DELTA-2 Months Before Execute all tasks as rehearsed Day of Close open issues (if possible) 1 day Final checks & verifications 2 day Review each persons duties for implementation day Confirm all documentation is complete 1 wk Prioritize any remaining open issues MPM submits request to close TSA 2 wk All teams should be done with functional testing Review Implementation Plan 1 mo Start closing outstanding issues by reviewing ISSUES & DEFECTS 2 mo Date Task Will Be Executed 3 mo 4 mo 6 mo 8 mo 12 mo Before Who Will Execute Plan for new systems & equipment needed Hold regular meetings with OMT Verify all teams have what they need so testing can start Plan for testing of systems Verify anything ordered has been received or is on it’s way Hold regular onsite meetings Collect issues Establish SLA & Budget Select core team High Level Task

Count Down: GAMMA-1 Month to 2 Weeks Before Execute all tasks as rehearsed Day of Close open issues (if possible) 1 day Final checks & verifications 2 day Review each persons duties for implementation day Confirm all documentation is complete 1 wk Prioritize any remaining open issues MPM submits request to close TSA 2 wk All teams should be done with functional testing Review Implementation Plan 1 mo Start closing outstanding issues by reviewing ISSUES & DEFECTS 2 mo Date Task Will Be Executed 3 mo 4 mo 6 mo 8 mo 12 mo Before Who Will Execute Plan for new systems & equipment needed Hold regular meetings with OMT Verify all teams have what they need so testing can start Plan for testing of systems Verify anything ordered has been received or is on it’s way Hold regular onsite meetings Collect issues Establish SLA & Budget Select core team High Level Task

Count Down: BETA-1 Week to 2 Days Before Execute all tasks as rehearsed Day of Close open issues (if possible) 1 day Final checks & verifications 2 day Review each persons duties for implementation day Confirm all documentation is complete 1 wk Prioritize any remaining open issues MPM submits request to close TSA 2 wk All teams should be done with functional testing Review Implementation Plan 1 mo Start closing outstanding issues by reviewing ISSUES & DEFECTS 2 mo Date Task Will Be Executed 3 mo 4 mo 6 mo 8 mo 12 mo Before Who Will Execute Plan for new systems & equipment needed Hold regular meetings with OMT Verify all teams have what they need so testing can start Plan for testing of systems Verify anything ordered has been received or is on it’s way Hold regular onsite meetings Collect issues Establish SLA & Budget Select core team High Level Task

Count Down: ALPHA-1 Day Before to 1 Day After Execute all tasks as rehearsed Day of Close open issues (if possible) 1 day Final checks & verifications 2 day Review each persons duties for implementation day Confirm all documentation is complete 1 wk Prioritize any remaining open issues MPM submits request to close TSA 2 wk All teams should be done with functional testing Review Implementation Plan 1 mo Start closing outstanding issues by reviewing ISSUES & DEFECTS 2 mo Date Task Will Be Executed 3 mo 4 mo 6 mo 8 mo 12 mo Before Who Will Execute Plan for new systems & equipment needed Hold regular meetings with OMT Verify all teams have what they need so testing can start Plan for testing of systems Verify anything ordered has been received or is on it’s way Hold regular onsite meetings Collect issues Establish SLA & Budget Select core team High Level Task

Notes THANK YOU!! All questions should be directed to G.J. dePillis Please submit questions or in an email to: [email_address] or [email_address]

dePillis Greek Countdown Method to Launch IT Projects

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dePillis Greek Countdown Method to Launch IT Projects