Fuel Good 2018: Upgrades Made Easy: The Canadian Museum of History
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Learn how the Canadian Museum of History upgraded to a better solution without a hitch.
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Fuel Good 2018: Upgrades Made Easy: The Canadian Museum of History
- 1. Upgrades Made Easy: How the Canadian Museum of History Upgraded Without a Hitc Miriam Zia
- 2. #FUELGOOD18 YOUR PRESENTER Miriam Zia Senior Business Analyst
- 3. #FUELGOOD18 1. Upgrade project at the Museum. 2. Easy and without a hitch? 3. Stepping through the upgrade journey. 4. Takeaways. AGENDA
- 4. #FUELGOOD18 Upgrade project at the Museum
- 5. #FUELGOOD18 Objective • Where we were: • NAV 2009 RTC (implemented in 2013, 25 users) • AEP (also known as WebApps, over 100 users) • SharePoint 2010 • Customizations • Where we were headed: • NAV 2016, on premise • WebApps, on SharePoint 2013 • Customizations • Our timeline: • Work planning in Fall 2015 • Scope • Budget • Resources • Project start in April 2016 • Go live December 2016
- 6. #FUELGOOD18 How did I fit into all of this? • Project Manager • Business Analyst • Liaison between Museum Finance users and Sparkrock • Infrastructure design • Troubleshooter • Chocolate provider • Gummy bear provider • …
- 7. #FUELGOOD18 Timeline April 2016 September 2016 May June July August Jun - Jul Test environment install May - May Technical infrastructure design and strategy Apr - Apr Procurement Process Aug - Sep Technical testing of Test environment September 2016 December 2016 October November December Nov - Dec Go live prep and deployment Sep - Nov UAT/UAT remediation cycles Sep - Sep Pre-UAT on-site Training
- 8. #FUELGOOD18 In reality April 2016 September 2016 May June July August Aug - Sep Test environment install and Technical testing Jun - Aug Technical infrastructure design and strategy Apr - Jun Procurement Process September 2016 December 2016 October November December Sep - Oct UAT/UAT remediation cycles Nov - Dec Go live prep and deployment Sep - Sep Pre-UAT on-site Training Oct - Oct Pre-UAT on-site Training Oct - Nov UAT/UAT remediation cycles
- 9. #FUELGOOD18 Easy and without a hitch?
- 10. #FUELGOOD18 What does it mean? • What it DOES mean: • You know what to expect and when; • You have the right resources committed to the success of the project; • Communication is maintained at all levels; • Project management effort on both the customer side and Sparkrock; • No surprise issues – you’ll go live with your eyes wide open; • What it DOES NOT mean: • It’s not hard work; • It won’t take time out of everyone’s day; • You can do it on your own; • No bugs will be found; • There will be no bumps along the road.
- 11. #FUELGOOD18 Stepping through the upgrade journey
- 12. #FUELGOOD18 Upgrade diagnostic • Analysis to determine the effort to upgrade your Sparkrock solution to the version available. • Get it done as soon as you start considering an upgrade. • Defines the scope: • Refer back to your original implementation; • What do you want to keep; • What do you want to retire; • What has been replaced with product changes; • Do you have new business requirements? • Defines the anticipated upgrade costs: • Good for budget planning; • … but it’s not the full picture on costs! Do your homework! • Involve the right resources.
- 13. #FUELGOOD18 Project kick-off • Sales to Project handoff with Sparkrock • Make sure that any noteworthy contractual terms and conditions are identified in the handoff document and addressed at the handoff meeting. • Ensure a weekly meeting is held between you and Sparkrock
- 14. #FUELGOOD18 Project kick-off • Internally, set up a Steering Committee for the project that meets weekly.
- 15. #FUELGOOD18 Project kick-off • Internally, set up a Steering Committee for the project that meets weekly.
- 16. #FUELGOOD18 Project kick-off • Internally, set up a Steering Committee for the project that meets weekly.
- 17. #FUELGOOD18 Technical infrastructure design • You need your IT team! • Get the hardware specifications • Can I use my current infrastructure? • Do I need new servers? • Get the desktop requirements • What O/S? • What browser? • What version of Excel do we need? • Get the software requirements • Do I need a new version of SharePoint for WebApps? • Do my existing third-party solutions work with my new NAV version?
- 18. #FUELGOOD18 Training • BEFORE go live. • Update your business processes. • Update your training manuals.
- 19. #FUELGOOD18 User Acceptance Testing • Dedicate a substantial amount of time and resources to UAT. • Cycle through UAT and UAT Remediation in an agile way. • Develop test scripts.
- 21. #FUELGOOD18 User Acceptance Testing • Test every single little (and big) thing • Every business process! Especially the tricky ones; • Any new customization; • All old customizations (NAV or WebApps); • Any third-party tool plugged into NAV; • Browser compatibility for WebApps. • Don’t forget: • Cheques (CAD, USD, etc.); • EFT; • Bank Reconciliation. • Roles and permissions. • Check that your data has been properly transferred.
- 22. #FUELGOOD18 User Acceptance Testing • Dedicate a resource to troubleshooting issues before they are escalated to Sparkrock. • Saves you time; • Reduces frustrations; • Saves you MONEY! • Update the client portal with new issues. • Assess the impact on the business and existing processes; • Classify them intelligently.
- 23. #FUELGOOD18 User Acceptance Testing • If you think you don’t have any bugs, then you haven’t tested enough. • Bugs may go undetected.
- 24. #FUELGOOD18 Go live • Have a Go/No Go meeting with your Steering Committee. • Evaluate the impact of Going vs. Not Going. • Give yourself a lot of time to prepare the deployment. • Cut-over strategy; • Cut-over plan; • Communication plan. • Go live testing: pre and post cutover checks. • Go live support: who will be contacted if issues are found? What’s your escalation process?
- 26. #FUELGOOD18 5 things we would do again • Ensure due diligence during scope definition and at the contract level. • Ensure your critical terms and conditions are communicated to your Sparkrock Project Manager. • Have open and honest conversations between Finance, IT and Sparkrock. • Spend most our effort on: testing and cutover planning. • Accept the inevitable bugs. Go live.
- 27. #FUELGOOD18 5 things we wouldn’t do again • Assume that functionality hasn’t changed. • Forget to test the data migration. • Not have enough time to stress test the system. • Deploy a new test version of WebApps or NAV just before going live. • Give ourselves only 4 months to complete the upgrade.
- 28. #FUELGOOD18 THANKS! Miriam Zia miriam.zia@historymuseum.ca All presentations will be made available after the conference
- 29. #FUELGOOD18 Please take 5mins to fill out your session evaluations One lucky winner will win an Amazon Echo!
- 30. #FUELGOOD18 www.sparkrock.com @sparkrockinc Nonprofit, Human Services & K12 software to help you serve more people, with less effort, stress & expense.
Hinweis der Redaktion
- Have this slide up as people enter the room
- Take 5mins to give the audience a bit of background about you
- DEFINES THE SCOPE what’s in, what’s out, what’s new Sometimes new versions no longer support features that you used to have and relied on. Be willing to look for an acceptable workaround, if this is not feasible, be prepared to push back and make a case for the re-introduction of the feature. COSTS Infrastructure costs, new PCs, OS upgrades, 3rd party solutions plugged to NAV that you need to upgrade? RESOURCES SMEs, people who know the implementation well, people who know the customizations. NOTES Review the report carefully
- HANDOFF Meeting with Sparkrock Sales, Sparckrock Project team, and client. Get on the same page, set expectations. Eg.: target dates that are non-negotiable; bilingual version of EWA to be delivered. WEEKLY WITH SPARK With your steering and spark. Everyone’s hearing the same msg, everyone’s got skin in the game Escalate issues
- STEERING COMMITTEE Everyone on the same page, issues raised immediately and decision taken to direct the project, expectations are adjusted along the way, focus is kept. Project leadership and decision making from the customer side is critical Who should be on the steering committee? Your decision makers. Key accomplishments since last mtn, outstanding action items, planned tasks/milestones for the next period, issues and risks, pending items/decisions Include a dashboard for an overview of the project health.
- Include a dashboard for an overview of the project health. Critical issues found, resources not available, issues with PM?, webapps not delivered on time.
- Closer to go live, you might not have an ALL green dashboard eg., we still had not received the test results from simcor for our cheques. Lots of issues with still open. Might be good to add the “day to go live” as a wake-up call
- Train NAV users before the UAT Don’t forget WebApps users – train as close as possible to go live otherwise they’ll forget. Use the opportunity to look at some processes, that seem to be less than optimum, to make improvements
- Escalate issue to Sparkrock, development, delivery of fix, resume UAT on failures rapid and flexible response to change and bugs Continuous improvement
- These test scripts are live documents.
- 3rd party: document management (kwiktag?), budgeting tools, Jet Reports Permissions need to be significantly adjusted, especially if you come from a few versions behind
- Is the issue blocking progress? Is it a deal breaker for go live? Is it trivial and can be pushed out to the end? Is there a workaround? Is there an impact on go/no go? Are post controls feasible?
- Go/No Go Created a package with the cutover plan, config changes, and a UAT summary. STRATEGY When do you cut access to old NAV? Old WebApps? You need to provide Sparkrock with the db for upgrade. Do you do an extra cheque run? What about any outstanding workflows/processes? Will you test the upgraded DB before going live? When do you switch the new NAV and Webapps on?` PLAN Cutover process involves a series of steps that need to be executed and monitored in order to make the project go live Who will do what, when? Include gates for status updates. Indicate the dependencies clearly. Detail it as much as possible COMMUNITCATE! Who will communicate to whom, on what. Review the detailed cutover plan with all involved.
- But make sure to wrap up the project in a timely fashion.
- Have this slide up as people exit the room.