CAT-MIS Project Management
Communicat Accounting Transition to Management Information System – Project Management Communicat utilises our proven CAT-MIS Project Management method for the implementation of major accounting software solutions. CAT-MIS can be tailored to suit your exact requirements and is
documented and agreed to at the outset of the project. This ensures that all areas of the implementation process are discussed and addressed and realistic expectations are set.
An implementation framework reflecting respectively Communicat’s and the Client’s roles and
responsibilities can then be agreed to in an informed manner through a thorough understanding of the project scope, objectives, activities and resource requirements. This structured and proven approach will allow you to control the process and understand the direction of the project and requirements of all the parties at the earliest opportunity.
Communicat’s approach to software implementation will enable you to achieve the most efficient, effective and economic utilisation of your resources. This will be achieved in the minimum time possible and at least cost to you.
The CAT-MIS methodology includes three major components which are detailed in the following sections: Ø Project Approach,
Ø Project Management, and Ø Quality Assurance.
NOTE:
Communicat’s CAT-MIS methodology and project approach information is provided as “Commercial-in-Confidence”. This information may not be discussed or disclosed to any person without the written approval of Communicat.
Project Approach
The approach Communicat will be utilising for implementation into your organisation is based upon the following ten Phase approach which is outlined in detail in this section:
Phase 1 Project Scoping Phase 2 Project Team Training Phase 3 Software Installation Phase 4 System Design Phase 5 System Build Phase 6 User Training Phase 7 Data Migration
Phase 8 Acceptance Testing & Dress Rehearsals Phase 9 Live Operation
PHASE 1.0 - PROJECT INITIATION Overview:
The aim of the project initiation phase is to confirm the project requirements in terms of scope, time-scales and participants and agree an implementation framework reflecting the respective Communicat and Client’s roles and responsibilities. This will involve setting realistic expectations to ensure the success of the project and will lay the foundation for everything that follows. This critical phase of the project includes: Ø Identification and agreement of project scope and objectives,
Ø Assessing and Communicating project risks to the client,
Ø Clearly defining scope of Communicat and the client’s efforts and responsibilities,
Ø Identification and agreement of project management and quality control procedures including project reporting mechanisms and frequency,
Ø Approval of project approach, plan, deliverables and budget, and Ø Approval of these Terms of Reference reflecting all of the above.
The method will be one of review of the ten Phases of the CAT-MIS as detailed in this document.
Assumptions:
Ø An initial order will have been issued to Communicat prior to the Project Initiation Phase.
PHASE 2.0 - SOFTWARE INSTALLATION Overview:
This phase will involve the software installation on the client’s hardware platform by a Communicat Technical Consultant. Involvement of the Client’s system administrator is of value at this stage to assist with system access and software installation.
Deliverables: Software Modules:-
PHASE 3.0 - PROJECT TEAM TRAINING Overview:
It is common practice to first train a nucleus of client personnel on all of the functionality of the software. This training is concerned with the mechanics and features of the software, exploring the scope of the systems. It is not exhaustive and not an appropriate end user forum. Once a broad understanding of the product capabilities has been established the Client can then focus on their specific application of the software. This will ensure that the system specifiers can contribute in full to the decision making process in the next phase (System Design).
Deliverables:
Ø Overview training on agreed software modules.
Assumptions:
Ø Relevant Client personnel involved in the Design Phase will attend all training sessions. Ø A maximum of four of your key people will attend each project team training session. Ø A suitable training environment will be provided at Communicat.
Ø The Client will determine the apportionment of training time on each module by consultation and agreement with the Communicat consultant.
PHASE 4.0 - SYSTEM DESIGN Overview:
System design will follow on immediately from the Project Team Training. This process involves making decisions as to how each of the application areas are best configured to meet your stated requirements. This phase will take the form of a “hands on'” workshop activity.
A System Design document will also be produced reflecting key set-up decisions and basis of build for circulation and sign off by the Client before actual system build activities commence. It is important that the scope and purpose of this document is agreed and clearly understood including the level of design detail to be reflected.
Deliverables:
Ø Communicat design workshop.
Ø System Design document reflecting principal set-up decisions & initial reporting requirements. Ø Revised Terms of Reference (where appropriate).
Assumptions:
Ø All required design decisions are made in a timely manner to enable completion of the System Design document in the required time-scales.
Ø A definitive list of report requirements is provided.
Ø The initial project plan may need to be updated after this phase if necessary. Ø A suitable development environment is provided.
PHASE 5.0 - SYSTEM BUILD Overview:
This phase will involve the three following areas:
1. System Configuration
The key objective is to configure the software and deliver in accordance with the signed off System Design document. Interfaces should also be developed at this Phase, concurrently with software configuration (as defined and agreed in the System Design document).
Each application will be set-up and parameterised according to the criteria defined in the design specifications. This entails configuration of working directories and databases, establishing database definitions, defining transactions and associated journals and implementing basic security.
At the end of this process a skeleton system will be available for user acceptance testing (UAT) and end user training. Whilst the full data set will not be loaded, the system will include a limited amount of reference data, sufficient to undertake system test activities. It is envisaged that three copies of the final system will be provided as part of this activity for training and test purposes.
2. Generation of Management Reports (Optional)
As part of the implementation, a set of the Client’s standard reports will need to be developed. (As defined and agreed in the System Design phase).
3. System Documentation (Optional)
This will involve the development of the following: Ø End User Procedures (optional),
Ø Customised training material (optional), and Ø User Acceptance Test Plan (optional).
Deliverables:
Ø Production of system in accordance with System Design document. Ø Two further copies of configured database i.e., training and test. Ø Management Reports (optional)
Ø End User Procedures (optional) Ø End User Training material (optional). Ø User Acceptance Test Plan (optional).
Assumptions:
Ø Sign off of the System Design document is achieved prior to build activities OTHERWISE client sign off of Project Status Report to continue services, and system build activities in particular, regardless. Ø The Client will provide appropriate test data as agreed to complete and test build deliverables. Ø The above testing does not constitute user acceptance testing.
PHASE 6.0 - END USER TRAINING Overview:
The purpose of this phase is to introduce and train users on the new system, its scope and functionality. The training agenda and required training materials will have been identified as part of the detailed planning and scoping as agreed during Phase 1 - Project Initiation.
Typically a two-stage approach is adopted to such training.
• Stage one is high level and particularly geared towards managers. However, often all users attend this session to achieve a broad understanding of the overall system and the inter-dependency of the
departments involved in the system.
• Stage two, standard user profiles are developed and mapped to each of the application areas of the system and detailed modular training sessions delivered. Here we will be training the day to day users of the system in job specific tasks that involve the new systems. Generic training courses may also be delivered instead of a more tailored approach.
Deliverables:
• Identified modular training sessions:
Assumptions:
• A detailed training plan has been undertaken and agreed agenda in place. • The necessary training materials have been previously agreed and are in place. • A suitable training environment and facilities are provided.
PHASE 7.0 - DATA MIGRATION Overview
An initial planning activity should have been undertaken as part of the business mapping and design phase and the scope and method of data transfer determined.
This early planning will have identified any interfaces to be developed for the purpose of data transfer, any clean up tasks necessary and with regard to manual data entry, what needs to be entered and by whom. Interfaces will have been developed as part of the system build phase. The data conversion cycle should include the transfer of year to date balances across from the current general ledger system to the new system. In addition, all creditors and debtors master file and outstanding balance details should be transferred into the new system.
Manual data entry is often usefully assigned to users on completion of their end user training as a further system familiarisation exercise and may be appropriate for some areas of data transfer.
Deliverables:
• Assistance in execution of cut-over activities.
Assumptions:
• Detailed planning has previously been undertaken and detailed task plan agreed & in place. • Communicat is able to assist in the process.
PHASE 8.0 - USER ACCEPTANCE TESTING Overview:
The purpose of this activity is to ensure the delivered system is fully tested and signed off to the Client’s satisfaction. It is important to ensure that the completed system is capable of performing in the Client’s environment. User acceptance testing should be a verification process to ensure the delivered system correctly addresses the Client’s business and operational procedures. Acceptance test plans will have been built and agreed during system build.
The Client’s project team will own and drive this activity and may elect to involve other users to ensure the new systems work for them in an environment that imitates real life. Under the guidance of Communicat, the Client will operate the system on a pre-agreed set of data making sure that the system responds in a way that enables he Client to complete their normal functions. There will be testing for completeness and suitability as well as accuracy of results.
During this Phase, change control should be rigorously applied to ensure that the system does not grow outside its original scope or that changes are applied which could have an unpredicted knock on effect in other areas of the application.
If a pilot or parallel run activity is to take place it is still important that a limited amount of testing is undertaken by the project team beforehand. Having completed the system building, a test pack of appropriate data and business scenarios should be generated and processed through the system in a series of acceptance tests. Satisfactory completion of these tests will allow the system to be signed off for pilot/parallel running.
Communicat would recommend our presence during the tests to ensure a timely resolution to issues raised.
Deliverables:
• Advice, guidance and issue resolution during test execution. • Test Review (the Client’s Responsibility).
• Test Results (the Client’s Responsibility).
Assumptions:
• The Client’s will undertake test execution and recording of test results. • Communicat will participate in the Test Review.
PHASE 9.0 - LIVE OPERATION Overview:
Typically a full parallel run is not required. The system will be using tried and tested products and user acceptance will have proven their ability to address the user requirements and operational procedures. Provided that controls and checks have been built into the data migration exercise then we will know that the new systems will have commenced from a stable and accurate base. The most likely area for data errors to occur will be from incorrect operation of the system in the early days.
A pre-defined live running phase should therefore be agreed where careful monitoring of the system and its operation is undertaken and resulting feedback and suggestions noted. These documented notes will provide the basis of the Post Implementation Review.
It is important that responsibility is assigned within The Client’s project team for the monitoring, collation and documenting of all live running issues.
Deliverables:
• Communicat assistance in live running as agreed.
Assumptions:
• A pre-defined formal live running period has been agreed.
PHASE 10.0 - POST IMPLEMENTATION REVIEW Overview:
Approximately eight weeks after the live date, Communicat will return to the Client’s office to evaluate the success of the implementation in meeting the Client’s specified objectives. This post implementation review will provide a forum for assessing and addressing all resulting feedback from the live running phase. This may include a revisiting of certain set-up or operational decisions and also additional requirements previously unidentified or outside of the original scope of the project. It is also an ideal forum for conducting a further training needs analysis.
The post implementation review then becomes the opportunity to totally appraise the new system in light of everything that has been learned to date. The findings of the post implementation review should be presented to the Project Steering Committee and recommendations for any further work and sign-off for the completed application.
Deliverables:
• Assistance in Post Implementation Review. • Post Implementation Review Report.
PROJECT MANAGEMENT AND CONTROLS
Project Management
• Communicat will have overall responsibility for the management of this implementation including production and maintenance of a definitive project plan;
• Communicat will advise as required on the content of such a plan;
• Communicat will monitor the progress of agreed Communicat activities and report on any deviance to the agreed Terms of Reference or planned time-scales for deliverables.
Project Control Procedures
Change Request Form (CRF):
Change control procedures should be agreed at the outset of the project and detailed within the Terms of Reference. Unless otherwise agreed and stated, it is assumed that Communicat’s standard Change Request Form (CRF) will be adopted where required. Communicat will use one form to record all requests by either party for any changes to the agreed software implementation. All the parties should be familiar with the CRF and sign off process. Communicat's standard change control procedure is assumed unless an alternative is explicitly stated. (Refer to Attachment - Change Request Form).
There are three general categories of change control, change in scope, delay, change in estimates. Each of these is discussed below.
Change in Scope:
This type of change control documents a modification in the definition of tasks to be carried out. This is usually caused by adding or deleting activities, (for example, the requirement to interview more of the Client’s personnel). Changes in scope almost always affect project costs and target dates.
Delay:
This type of change control documents situations that cause the project team to be delayed in performing its work due to circumstances or events beyond its control. Delays can be caused by: Ø User delays in responding to requests for information or approvals.
Ø Change in Estimates: This type of change control documents variances that are recognised in advance as affecting a group of tasks. A change request should be generated and all affected project costs and target dates should be re-estimated.
PROJECT QUALITY ASSURANCE:
The purpose of this quality plan is to clearly define the control procedures to be adopted to ensure all Communicat deliverables adhere to Communicat’s standard quality procedures and are achieved in accordance with the Terms of Reference. Ownership and management of the project must be established. The approach to quality assurance should be detailed and procedures for completion and approval of deliverables clearly stated.
• Terms of Reference
This document is only considered approved when both The Client’s and a Communicat signatory, other than the author of the document is evidenced.
• System Design Document
This document must be signed off by the Client before commencing with the next phase in the project - System Build.
• Project Status Reports (To be agreed)
These reports will be produced as agreed for review and sign off by both the Client and Communicat.
• Project Plans
Where Communicat have responsibility for production and maintenance of the project plan, such a plan will be reviewed and signed off internally prior to issue to the project team.
COMPLETION AND APPROVAL OF DELIVERABLES:
These mechanisms are used to report & secure agreement on completion of deliverables:
• Service Report
A Service Report will be completed by the assigned Communicat consultant(s) on a weekly basis and issued for sign off by the Client’s Project Manager. These reports will reflect all activities undertaken and deliverables completed within that time period. Once the Client’s sign-off has been achieved, the report will then be submitted to Communicat for review.
• Deliverables Sign Off
All Communicat deliverables will be approved and signed-off by a Client’s representative.
Resource Estimate
Please refer to separate spreadsheet document.
TERMS AND CONDITIONS:
Ø Consultancy will be charged at the currently scheduled hourly rates (min. 4 hrs @ session): Ø Expenses incurred for travel, e.g. airfares are not included in the daily rates quoted. All expenses
will be re-charged at cost. Where attendance on site at the client’s office is required and duration of attendance required is less than a full day, a call-out fee will apply.
Ø A standard day is considered to be 8 hours, normally between 9.00am and 6pm. The minimum charge unit is half a day.
Ø Cancellation of this consultancy service must be notified to Communicat in writing. Cancellation within one complete working day of commencement will incur the full consultancy service charge. Cancellation within three working days of commencement will incur half the consultancy service
