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Scheduled Events

Implementation Kickoff

January 26, 1999

Key Factors for Implementation

  1. vision
  2. planning and preparation (contingency plan)
  3. team work (as well as leadership… different people become leader at different times)
  4. communication (in absence of information, people assume the worst)
  5. commitment

Discussion Topics for the Implementation Planning Meeting

Planning the Journey . Determination of what needs to be done, by whom, and by when, in meeting the goal.

The Speed Cow:
Do, Do, Do; work longer, faster, harder.
When in a hurry, one talks too much, too fast, and doesn't listen.
Quality of thinking and trust go down. Goal:
communication is critical
Be high tech and high touch
Out think strategically.

Implementation Phases
PREP
Get Ready

  • Hold Planning Meeting
  • Attend Project Management Class
  • Study Implementation Manuals
  • Install Hardware
  • Install Software
  • Connect Devices
  • Begin Technical Training
    • PHASE 1 = 30%
    EDUC/TEST Account
    Get Understanding

  • Select Team
  • Review CBT's
  • Prepare for Class
  • Attend Module Class
  • Extend Training
  • Assess Processes
  • Decide Codes & Usage
  • Explore Standard Forms & Reports
  • Consult with Datatel
  • Practice, Practice
  • Map Data & Plan Data Conversion
  • Advertise Progress
    • PHASE II - 50%
    TEST Account
    Get Crazy

  • Built TEST plan
  • Write Procedures
  • Finalize Standard Report
  • Finalize STandard Forms
  • Analyze WP Needs
  • Consult with Datatel
  • Build Ad-hoc Reports
  • Test Conversions
  • Practice MOre
  • Mock "Live" Process
  • Advertise Progress
    • PHASE III - 20%
    LIVE Account
    Get Real

  • Train End Users
  • Set Security
  • Test AD-hoc Reports
  • Enter LIVE Codes
  • Enter Data
  • Run Conversions
  • Go LIVE
  • Celebrate!!
  • Cleanup Data

    • Phase II - testing is very very important. 50% of implementation time is spent on this. People who do testing well are the done that succeed.

    Baloon Juggling Act - by John Bogley and Susan Brick.

    The Meeting Cow:
    Set meeting norms
    Start/top time
    Cut the length
    Don't be a firehose (don't douse other people's enthusiasm)
    Listen
    Stand up
    Challenge thinking (why?)
    Identify yesterday's and today's assumptions
    Set strategies to address tomorrow's assumpton today

    Make sure to celebrate success. It's hard to keep momentum and enthusiasm. Make list of tasks that you will put off until after the live date. You have to write it down so that you don't lose track of them, but don't dwell on it.

    Input from student/faculty/parents. This can be done with focus group of student/faculty participation in implementation teams.

    The Paper Cow:
      Check your inheritance
      Check approval processes
      Three piles: read, distribute, read later (trash)
      Every piece of paper should improve one of these four: (1)quality, (2)service, (3)productivity, (4) motivation

    Exercise with random numbers: Manage the project so that it's not so overwhelming. Once you find the pattern (consecutive numbers are in various quadrants), it's easy to do. You find that when the scope is limited, easier to perform.

    Time-Scope-Resources -three sides of a triangle.

    Various Roles

    Project management team:

    A handout contaiing a possible organizational structure was distributed. This will be modified to fit Whitman, then posted.

    Group Discussion

    Presentors: Carol Harris, Tony Cabaso, Brian Dohe, Stephanie Johnson, Sally Kearsley

    WHEN WE ARE DONE WITH THE IMPLEMENTATION, HOW WILL WE ANSWER THE FOLLOWING QUESTIONS?

    What was the driving mission for the project?

    What goals have we achieved?

    How did we get here?

    Measurable goals? How do we measure success?

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