IPM Methodology
Overview and Fit Gap
Prep
Incremental Prototype Methodology
IPM is a building block approach divided into phases we call “prototypes.”
Each prototype builds upon the one that came before, delivering new
functionality to meet organizational needs without the uncertainty associated
with a more traditional “waterfall” approach.
Data conversion occurs repeatedly during the prototypes, as does user testing.
When the system goes into production, there are no surprises—only a
smooth‐running system and a workforce that knows how to use it.
The methodology consists of five phases or prototypes:
Prototype 1: Discovery
Prototype 2: Configuration
Prototype 3: Complex Extensions
Prototype 4: Environmental Adaptations
Prototype 5: Deployment
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Incremental Prototype Methodology
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Incremental Prototype Methodology
There are many benefits to this approach:
• Each prototype starts small and focuses on manageable pieces of the larger
organization, thus learning and change is incremental
• Success with these prototypes is early and often, achieving positive momentum
early in the project
• Each prototype enables active user team participation in the project, learning the
system with a “hands-on--real life” approach
• The first conversion of complex systems data begins with a sample pilot
population, and with each prototype the conversion scope increases incrementally
expanding users’ data validation—again changes presented in manageable
increments
• Because the evolving system is thoroughly tested and evaluated repeatedly by
user team members and end‐users, our approach ensures that the system meets
all the requirements, and uncovers any business, configuration, or customization
problems early.
• At the end of each prototype, a working and increasingly complete system
emerges.
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Incremental Prototype Methodology
•The Project Charter establishes how the project team agrees
to interact between themselves, the Project’s Stakeholders,
and constituents; and formulates the high-level implementation
strategy for each major project component.
•Fit/Gap establishes the core business and technical
requirements for the initial implementation of the PeopleSoft
software. The fit analysis will resolve all high priority gaps
using various approaches including process redesign,
workarounds, and technical solutions such as workflow or
reports.
•The Project Plan identifies, at a task level, the work that must
be accomplished by the joint team, the estimated effort
required, resource assignments, and relationship between
tasks.
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Incremental Prototype Methodology
•Basic Configuration—Conduct configuration planning
sessions on the new system to define how the system tables
will be configured to meet UCSB requirements. The
configuration planning sessions will also be an opportunity to
identify any additional end-user training needs.
•Basic Conversion—Define data mapping and data cleanup
requirements for each conversion source. Develop conversion
approach and program. Conversion data is validated.
Conversion scope expands with each prototype.
•User Acceptance Testing—Perform testing to ensure
configuration settings produce desired results.
•Interface, Report, Conversion and Security Planning
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In the Complex Extensions Stage, the prototyping effort adapts
the Oracle software with approved customizations.
•Customizations —Design and develop any customizations
defined and approved during the Fit/Gap and Configuration
Phase based on the project customization standards and
documentation agreed upon in the Project Charter and in
compliance with Oracle recommendations. Unit testing to
verify each component functions as designed.
•Expanded Conversion—Conversion processing is expanded
to incorporate more complex data or historical data based on
conversion scope defined in the Conversion Plan.
•User Acceptance Testing—Perform testing, as mutually
agreed upon during the Project Charter, to ensure that the
system functions as designed including: User Acceptance
testing of individual customization, and modular integration
tests.
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•Interfaces—Design and develop the Interfaces defined and
approved during the Fit/Gap and Configuration Phase.
•Reports—Design and develop the Reports defined and
approved during the Fit/Gap and Configuration Phase. Unit
test to verify each component functions as designed.
•Expanded Conversion—Conversion processing expanded to
incorporate any remaining data based on conversion
requirements defined in Conversion Plan.
•User Acceptance Testing—Perform testing, as mutually
agreed upon during the Project Charter, to ensure that the
system functions as designed including: User Acceptance
testing of individual customization, System Integration tests,
User Acceptance Testing, and Parallel Testing.
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Conduct User Acceptance Testing— Conduct UAT processing to ensure that
the system is operating appropriately. This test will first be run by the core
project team with the addition of some training resources. Here the users will
ensure that the system is acting appropriately and that all objects have been
migrated appropriately. In a second phase of UAT there will be an expanded
testing team. A series of “break me” tests will be run to ensure that the
system will work under most conditions. In addition to this type of testing
expanded users will have the chance to validate that the system will work for
their day to day operations.
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Final Go Live Plan—Develop a detailed schedule of events that must occur
to prepare the production environment and support for “Go Live”.
Go Live Readiness Assessment— Assess whether all aspects of the
organization: the system, users, management, communication and
production support is ready to support “Go Live.”
Conduct End User Training—Develop End User Training Plan, training
manuals and perform end user training to prepare the end users to support
Parallel testing and ultimately production
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Conduct Final Parallel (or Simulated Production) Testing—Conduct parallel
processing in current legacy system and the new systems. Validate that the
new system matches the results of the old system or reflects the
requirements and approved solutions resulting from the Fit/Gap Analysis.
Validate that the system is ready to transition to Production. Transition the
software to the production environment via a structured and planned
approach. For Financials implementations, a system acceptance testing
process occurs. The functional test is a production simulation rather than a
true parallel test. Test cycles (e.g. daily, monthly, quarterly, and year‐end)
are executed for the functional test.
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Final Data Conversion— Transition the software to the production
environment through a structured and planned approach. Conduct Final
Data Conversion to validate the most current data is present for all
applications as planned in the Conversion Plan. Post-Implementation
Support—Once the system is live, it is monitored for a specified period
before being turned over to Production Support. During the monitoring
period, typical activities include resolving system issues as they arise, and
checking performance.
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Crystal Clear?
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FSIP Phase 1 Timeline
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FSIP Key Project Milestones
Phase
Activity
Date
Prototype 1, Discovery
Project Kick-off
October 1, 2012
Project Charter Complete
October 19, 2012
Begin Fit/Gap Analysis
October 22, 2012
Complete Fit/Gap Analysis, Phase 1
November 30, 2012
Configuration Documented, Phase 1
January 2013
Basic Conversions Complete
January 2013
Workflow Development Complete
March 2013
Development Conversions Complete
March 2013
Integration Testing Complete
March 2013
Development Interfaces Complete
March 2013
Report Development Complete
June 2013
User Acceptance Testing Complete
June 2013
Begin End-User Training
February 2013
Security Complete
June 2013
Complete End-User Training
June 2013
Begin Go-Live Deployment
July 2013
Complete Phase 1 Deployment
September 2013
Prototype 2, Configuration
Prototype 3, Complex Extensions
Prototype 4, Env. Adaptations
Prototype 5, Deployment
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Is that all?
Where is the data mapping?
What about data cleansing?
Conversion effort and testing?
Interface effort and testing?
No, those and many more key activities will be organized and planned
as part of the construction of the detailed project plan.
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Prototype 1 – Fit Gap
What is Fit Gap?
Project Phase to formally determine how system meets or fails to meet
business requirements.
An interactive facilitated session to analyze and compare current business
practices and requirements with PeopleSoft functionality
Fit: A business requirement met using delivered System functionality.
Gap: A business requirement that isn’t met using delivered functionality.
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Prototype 1 – Fit Gap
How Does Fit/Gap Work?
Ciber consultants partner with you to review your work
processes/requirements during the fit/gap sessions
Decisions are made as to whether requirements are met (FIT) or not (GAP)
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Prototype 1 – Fit Gap
What is a Subject Matter Expert (SME)?
Recognized as an expert in his/her functional area:
•
job functions
•
business practices
•
policies
•
department procedures
Empowered to make decisions
Strong communication skills
Possess the willingness to change
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Prototype 1 – Fit Gap
Helpful Fit Gap Items
•Documented “As-Is” business processes
•Department org chart
•Data specific to your functional area
•List of existing interfaces and integration points
•Reporting requirements
•What else?
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Prototype 1 – Fit Gap
Fit/Gap Accomplishes…
A review and comparison of business processes against the standard
delivered system.
Identifies areas that may require additional analysis to determine best Fit to
specific institutional requirements.
Provides refinement to specific project task and scope for Project Plan.
Comprehensive documentation of Fits and Gaps.
Come prepared to…
Participate fully and discuss your current business processes, reporting needs,
required interfaces, applicable laws, regulations, security and self-service
options.
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Prototype 1 – Fit Gap
Your Role in the Fit Gap Process
Actively participate as a Subject Matter Expert (SME)
Communicate the vision
Be an advocate
Facilitate buy-in
Remember this is not training
So, Stay focused ...
Be positive…and
Keep an open mind!!
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Prototype 1 – Fit Gap
Next Steps
Complete Fit Gap sessions
Finalize Fit Gap documentation
Review Fit Gap documents with project team
Present Fit Gap documentation to the project Steering Committee for
approval
Finalize project plan
Begin system model
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Questions?
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