Project Initiation and Planning
Pre-project call
Once commercials are finalised and signed off, the first step will be an initial pre-project call to discuss basic prerequisites. This will be between an account manager / sales lead and your Project Manager.
On the call you will discuss key points around:
- Project manager (PM) assignment (including contact details if confirmed at this stage)
- The theme / design questionnaire (based on the design approach undertaken)
- Providing brand guidelines and your logo (in SVG/EPS format)
- Providing internal IPs so they can be whitelisted when setting up the infrastructure
- DNS records (i.e. will the site be going live with a new domain or replace an existing one)
- Any key dates / deadlines that you need to meet
- Ensuring you have read and understood product mix and dependencies documented in "Confirm integration System Requirements, prerequisites and technical information"
Following the pre-project call, the assigned PM will reach out to you to arrange and suggest dates for a formal project start meeting (PSM).
Project Start Meeting (PSM)
The Project Start Meeting (PSM) is the start of the first major phase of the implementation process. During project start, ALL areas of the project should be discussed.
The outcome of the PSM is to ensure all stakeholders involved in the project have a clear understanding of key deliverables, phases of the project and key resources that will be required.
The PSM meeting takes approximately 2-3 hours and can vary based on the type and number of people joining.
Following the PSM, a project plan will be produced taking into account any additional actions identified.
Note for Partners: Jadu has a templated PSM slide deck. Please note, the slides should be tailored taking into account any additional requirements or features that are/are not required on a customer-by-customer basis.
Project plan
A project plan will be provided following the PSM detailing the key activities, dependencies, resources and start / end dates of tasks.
The plan will include multiple streams of work happening in parallel. For instance, while the infrastructure is being set up the design phase will also be progressing in the background. This helps to ensure the most efficient, and shortest, timeline possible without compromising on quality or missing key steps.
Please note in order to commit to the plan, required resources from all parties must be secured - including checking date availability with Jadu for tasks that require Jadu resources (e.g. setup and installation).
Note for Partners: The templated project plan can be used as the foundation. You can add and remove tasks as required based on each project's different nuances.
Project Team: Setting up for Success
Implementing Jadu Community Central provides the framework for digital service delivery, allowing powerful integration into Brightly Confirm.
Jadu Community Central, like any enterprise information system, is more than just a software product. The platform requires skilled implementation by a trained, experienced technical project team. Jadu and its implementation partners offer professional implementation services to install, configure and train your team - however your organisation needs to make the investment in resources to get the most value from the platform.
Jadu Community Central requires a team to support its administration, maintenance, upgrade and overall management. Most will have a web team and IT team capable of managing the implementation of Community Central.
Since Jadu Platform is a ‘low code’ system out of the box, the management and administration (building of online forms and publishing of web pages) can be managed by a mix of IT, web and business analyst teams.
Roles in the team broadly break down like this:
- Project Manager: An experienced, certified Project Manager with waterfall and/or Scrum skills and a proven experience of IT and enterprise Software project delivery
- Business Analyst: One or more business users experienced in process design and mapping, good at working with people and processes.
- Brightly Support/Understanding of Brightly Confirm: An individual who understands the Brightly Confirm Asset management system and understands configurations and data of the Confirm instance.
- Network engineer(s): Capable of applying DNS records, providing IPs for whitelisting and general understanding of software stacks.
- Web professional: A digital team, web manager, website administrator, form / service implementation leads will need to lead and assist on adding content and development of forms and services.
- Optional Developers: A team of developers can also be employed to further extend and develop templates, widgets and custom developments. See section on in house developments.
Project Documentation and Templates
You can use your preferred tool for storing project documentation such as project plans, risk registers, highlight reports etc. Smartsheets is one example of such a web based tool to store documents and create project plans.
Jadu has built templates of reusable documents that you could use as a starter and modify as required. Project templates included are:
Communication
Typically a weekly call should be set up between both PM’s / project teams to ensure the project stays on track, and risks etc. can be discussed and mitigated.