Finish Strong -- Successfully Rolling Out Your Killer QuickBase App

Finish Strong - Successfully Rolling Out Your Killer App

John Head - Director of Enterprise Collaboration

Ken Lamey – Engagement Manager

PSC Group, LLC

#EMPOWER2015

① About Us

② Overview

③ Key Project Phases

④ Polish

⑤ Customer Feedback

⑥ Wrap-up

1 About Us

#EMPOWER2015© 2013 IBM Corporation

John Head

[email protected]

1051 Perimeter DriveSuite 500Schaumburg, IL 60173

(847) 517-7200

(847) 517-7600 fax

Facebook.com/PSCGroup

Twitter.com/PSCGroup

Linkedin.com/company/psc-group-llc

Slideshare.com/PSCGroup

Youtube.com/PSCGroup

Facebook.com/johndhead

Twitter.com/johnhead

LinkedIN.com/in/johndhead

Slideshare.com/johnhead

Youtube.com/johnhead

www.johndavidhead.com

www.pscgroup.com

#EMPOWER2015

Kenneth L. Lamey

[email protected]

1051 Perimeter DriveSuite 500Schaumburg, IL 60173

(847) 517-7200

(847) 517-7600 fax

(224) 659-3054 cell

Facebook.com/PSCGroup

Twitter.com/PSCGroup

Linkedin.com/company/psc-group-llc

Twitter.com/KLLamey

Linkedin.com/in/kenlamey

Kenneth L. Lamey

www.pscgroup.com

Engagement Manager

7

#EMPOWER2015

It’s all in the way we listen

Our Methodology

Application Modernization, Not Migration

InventoryExisting

Application Portfolio

Categorize and Prioritize

Estimate Modernization

Costs

Determine Landing Platform

Network Impact Analysis

Data Center Impact Analysis

Define Security Model on

Landing Platform

EstablishTools &

Standards

Application Transformation

Data Transformation

SunsetLegacy

Environment

Develop Support and Staffing Plan

Application Modernized!

Reduce Licensing of Legacy

Environment

Define Governance

Model

Modify Infrastructure

Establish Development Environment

Specify and Procure

Production Hardware and

Software

Analysis & Design

Prepare for a more data driven, mobile, social and dynamic future

Identify opportunities to enhance processes, workflow and security

Technical Analysis

Business Value Analysis

Cultural Change Analysis

Develop Training Plan and Materials

Train End Users on Modernized

Application

AN

ALY

ZE

MODERNIZE

Overview2

#EMPOWER2015

• This session is for anyone building

applications with Intel Quickbase,

customer or QSP

• Best Practices from the field

• Learn from our mistakes and our success

• To get to the areas of polish to finish

strong, we need to make sure we start

strong and steady

Why Finish Strong?

Key Project Phases3

#EMPOWER2015

① Project Identification

② Discovery

③ Design

④ Development

⑤ Testing / UAT

⑥ Rollout

⑦ Knowledge Transfer and Client Turnover

Key Project Phases

#EMPOWER2015

Listen to the client

Document everything

Have clear understanding of how client does business

Billing procedures clearly understood

Client/Company sponsor vs. Project sponsor vs. Project Figurehead

Setting Expectations

1. Project Identification

#EMPOWER2015

• One of the world's largest and highest valued semiconductor chip makers, based on

revenue

• Initial Client Engagement

• Non-technical Client Project Team

• Diverse Geographic Locations and Time Zones

• All Client Contact Is Remote

• Manage Scope

Client Overview

#EMPOWER2015

• Process Efficiency Gains

• Improved Visibility Into

• Coach request status

• Coach/Client relationship

• Coach/Client metrics

Overall Project Goals

#EMPOWER2015

Deep dive into current state

Deep dive into desired state at end of project

Client interviews

2. Discovery

#EMPOWER2015

• Scout/Coach Source

• Previous CMS Did Not Work

• User Interface Was Not Easy To Use

• Supplemented Spreadsheets With CMS

• Email did not often go out

• Emailed without their knowledge

• Dashboards Limitations - What it had did not give them data they

needed

• Dashboards Limitations - Dashboard functionality mostly did not

work

• Multiple Drill Downs To Get To Data

• No Workflow Capabilities

• Lack of Custom Reporting

• Limited Portfolio Analysis Capabilities

Prior CMS Solution Deficiencies

#EMPOWER2015

• Coaching Management System

• Allows for multiple roles

• Workflow

• Automated email notifications

• Replace Existing Spreadsheets

• Portfolio Analysis Capabilities

Project Scope

#EMPOWER2015

• All Tasks for the Project

• Created Before the Project “Really” Begins

• Includes Ramp Up Tasks too

• Not Just Development Activities

• Test Plan Creation and Execution

• Roll Out Activities

• Project Closure

Project Plan

#EMPOWER2015

Project Plan

#EMPOWER2015

Complete application architecture

Design Document

Wireframes / Mock-ups

Workflow (Visio)

Prototype Dashboard / Reporting

Project Sponsor Signature / Buy-in

3. Design

#EMPOWER2015

New Workflow

#EMPOWER2015

Waterfall vs. Agile

Constant interaction with client

User Stories

Daily Stand-up

Weekly Status Meetings

Weekly Demo with Entire Team

Max two week sprints

Client testing each sprint

4. Development

#EMPOWER2015

Completed Quickbase Application

#EMPOWER2015

Testing takes place during every phase

User Story test plans

Focused Testing phase

Developer Testing

Client Testing

Pilot Phase

All projects have bugs/fixes during UAT

5. Testing / UAT

#EMPOWER2015

Test Plan

#EMPOWER2015

Test Plan

#EMPOWER2015

Test Plan

#EMPOWER2015

Training

Integration / Access

Staggered Access

6. Rollout

#EMPOWER2015

Documentation

Train the Trainer

Support Agreement / Plan

7. Knowledge Transfer and

Client Turnover

#EMPOWER2015

Application User Documentation

Polish4

#EMPOWER2015

① Client Management

② Delivery Excellence

③ Communication

④ Adoption

POLISH

#EMPOWER2015

• Organizational Change is hard

• Change Management process must be defined

• Break large projects into phases

• Identify the key workers – not just decision makers : INTERVIEW

• Avoid “analysis paralysis”

• Stakeholder review – constantly

• Manage Scope

1. Client Management

#EMPOWER2015

• Daily Stand-ups / Status Meetings with teams

• Project Manager manages scope and tasks, not developer

• All scope changes reviewed by entire team

• Project Peer code review

• Peer Testing

• Company Project Reviews

• Executive Overview

2. Delivery Excellence

#EMPOWER2015

• Project Team Site

• Weekly Status Reports

• Monthly Executive Touch Points

• Scope Changes

3. Communication

#EMPOWER2015

• Complete project tracking

• Starts with signed Statement of Work

• Project Plan

• Weekly Status Reports

• Scope Changes

• Test Plans

• All other documentation

• Accessible by everyone on team

Project Team Site

#EMPOWER2015

• Clearly documented weekly status reporting

• What was done

• What’s next

• Exact Hour/$ Status

Weekly Status Reports

PSC Group – Project Status Update Intel : P05010 Intel Coaching Management Application Status Report for Week Ending 03-27-2015

Hours

Resource PSC Project Description Project Number

Sat Sun Mon Tue Wed Thu Fri Week Total

Project To Date

Ken Lamey Store Schedule Items - Support

P0510 1 3 5 3 2 14 263.5

Total 1 3 5 3 2 14 263.5/ 360

Tasks Reconciliation for Last Week (Tasks started with a ‘*’ were unanticipated or not expected this week)

Item Resource Status Comments

Project Coordination/Onboarding Ken In Process Daily standups, status reporting and project coordination, Weekly Standup to review progress with the team on Friday. Worked with Lorena to coordinate awaiting testing and new findings.

Testing Ken In Process Tested the application with both the engagement manager role and coaches roles

Form Updates Ken In-Progress Miscellaneous forms updates including removing availability fields and spelling corrections. Modified the selection list for coaches to not display the type of coach twice. Updated the occurrences of interested coach to potential coach.

Coach Role Ken Complete Implemented, consolidated and reviewed multiple requirements list for hidden fields for coaches. Implemented and tested the coach role for access to all forms and home page.

Coach Dashboard Ken Complete Added the filtered reports to coach’s view. Modified fields to display correctly on reports and access.

Emails Ken Complete Completed misc. enhancements to the emails including the creation of another set to be sent to the engagement managers for phase one to send the CRF attachment separately. Modified the availability email to reflect reply to this email since coaches will not have access initially. Reviewed revised email matrix requirements and verified emails.

Coach Reports Ken Complete Enhanced the coaches’ reports to display fields as designated.

Tasks Outstanding Task Resource Description

Client Inventory Report Ken Ability to email a coaching inventory report for updates.

Coach request Document Attachment

Ken Ability to add one link for the Coach request document link for coaches and have it flow through to the emails.

Engagement tracking report Ken Generate a report to provide engagement tracking data.

Issues Outstanding Issue Resolution Date

/ Status Resolution

#EMPOWER2015

• Larger projects might required monthly executive touch points

• Include IT if possible

Monthly Executive Touch Points

#EMPOWER2015

• All changes in scope should be documented

• Positive

• Negative

• Zero hour/$ impact

• In writing

• Signed by project leader on client and developer

• Shared with entire team in project site

Scope Changes

#EMPOWER2015

• Ease of Use

• Single Sign On (SSO)

• Track Usage

• User Feedback

• IT Support and Coordination

– S

4. Adoption

#EMPOWER2015

• Seamless Interface

• Prevents Multiple Application Sign on Prompts

• Improved User Experience

• Requires IT Assistance with Intuit

• Requires QuickBase Platform Plan

SSO (Single Sign-on)

#EMPOWER2015

• Know Who is Using the Application

• Know When the Application is Being Used

• Know What in the Application is Being Used

• Account Admin

• Users Menu Option

• Custom Code

Track Usage

#EMPOWER2015

• The Best Designed Application Can Be Better

• Issues and Problems

• Request for New Features

• Easily Accessible and Simple to Use

• QuickBase Application

• Email

User Feedback

Customer Feedback5

#EMPOWER2015

• Customer Satisfaction Survey

• Review on QSP site

• Internal Newsletter – Sell to co-workers

• Case Study – sell externally

Customer Feedback

Wrap-up6

#EMPOWER2015

Communicate

Organize

Solve Problems/Make Decisions

Build Good Teams

Its Not Over After Roll Out

Wrap-up