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Vanderbilt University Medical Center
Project Implementation
Process (PIP)
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Guidelines

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Project Implementation Process.
Guidelines
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OVERVIEW .......................................................................
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PROJECT PLANNING PHASE..........................................................
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5
PHASE PURPOSE ..................................................................
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................... 5
TASK: TRANSITION FROM PEP TO PIP ...............................................
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5
TASK: PROJECT KICK-OFF/DEFINE PROJECT OVERVIEW..................................
............................................................. 7
TASK: ORGANIZE PROJECT TEAM AND WORK GROUPS.....................................
............................................................. 8
TASK: DEFINE ISSUE AND SCOPE MANAGEMENT PROCESS ................................
........................................................... 9
TASK: SOLICIT INPUT USING IMPACTS CHECKLIST ....................................
................................................................... 10
TASK: CREATE HIGH-LEVEL PROJECT PLAN............................................
..................................................................... 11
PROJECT DESIGN PHASE ...........................................................
................................................................................
..12
PURPOSE.........................................................................
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....................... 12
TASK: DESIGN KICK-OFF/REVIEW PROJECT OVERVIEW DOCUMENTATION.....................
........................................ 12
TASK: CREATE SYSTEM DESIGN .....................................................
................................................................................
. 12
TASK: CREATE PROCESS DESIGN ....................................................
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. 13
TASK: CREATE DETAILED PROJECT PLAN..............................................

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BUILD & UNIT TEST PHASE.........................................................
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15
PURPOSE.........................................................................
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....................... 15
TASK: BUILD KICK-OFF/REVIEW SYSTEM DESIGN ......................................
................................................................. 15
TASK: ORDER & RECEIVE SYSTEM COMPONENTS.........................................
............................................................... 16
TASK: PERFORM DATA CONVERSION...................................................
........................................................................... 16
TASK: CONSTRUCT SYSTEM PER SYSTEM DESIGN .......................................
................................................................. 16
TASK: EXECUTE UNIT TEST PLAN....................................................
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17
OVERVIEW........................................................................
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TASK: INSTALL & CONFIGURE TEST SYSTEM...........................................
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TASK: VERIFY PROCESS DESIGN ....................................................
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TASK: REVIEW AND REVISE DETAILED PROJECT PLAN...................................
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QA/INTEGRATED TEST P HASE.......................................................
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PURPOSE.........................................................................
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TASK: QA KICK-OFF/REVIEW PROJECT DOCUMENTATION..................................
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TASK: DOCUMENT TEST REQUIREMENTS................................................
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TASK: CREATE QA TEST PLAN.......................................................
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. 20
TASK: EXECUTE QA TEST PLAN......................................................
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20
TASK: REVIEW AND REVISE DETAILED PROJECT PLAN...................................
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TRAINING AND GO-LIVE PHASE......................................................
.........................................................................22
PURPOSE.........................................................................

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TASK: TRAINING KICK-OFF/REVIEW PROJECT DOCUMENTATION............................
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TASK: CREATE TRAINING PLAN......................................................
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TASK: EXECUTE TRAINING PLAN.....................................................
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TASK: CREATE GO-LIVE PLAN.......................................................
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TASK: PERFORM DRESS REHEARSAL...................................................
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TASK: PERFORM PRE-GO LIVE REVIEW/TECHNICAL REVIEW??? ...........................
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TASK: EXECUTE GO-LIVE PLAN .....................................................
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TASK: MONITOR GO-LIVE...........................................................
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CLOSE OUT PHASE.................................................................
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PURPOSE.........................................................................
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TASK: DEVELOP PROJECT CLOSE OUT SUMMARY.........................................
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TASK: POST PROJECT DOCUMENTATION................................................
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TASK: TRANSFER SYSTEM MAINTENANCE RESPONSIBILITY................................
....................................................... 27
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TASK: CONDUCT PROJECT CLOSE OUT CELEBRATION AND RECOGNITION.....................

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TASK: MODIFY ROI AND SET ROI FOLLOW UP DATE.....................................
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Project Implementation Process.
Guidelines
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Project Implementation Process (PIP)
Guidelines
Overview
This document contains guidelines for managing Informatics Implementation Projec
ts. This
document is general in nature and not intended to treat the subject of project m
anagement in depth.
The purpose of this document is to provide a standard process for implementing p
rojects. This
process includes common terms, definitions, form templates, and a repository for
all project
documentation. Another goal of documenting the Project Implementation Process is
to define roles
and responsibilities and thereby set expectations for the project teams.
Typically, Informatics Implementation Projects involve the implementation of a v
endor software
product, a software release, a system enhancement, or an in -house developed sof
tware product.
Usually, one or more user departments are involved as well as vendor representat
ives, Informatics
staff, and external consultants.
Prior to starting the Project Implementation Process (PIP), projects must have s
uccessfully
completed the Project Evaluation Process (PEP) and the project has been approved
for
implementation. The Project Evaluation Process includes performing a needs analy
sis, an
architecture review, and vendor contracting. The project evaluation could result
in the definition of
one or more projects to be implemented. Several distinct implementation projects
rather than one
large implementation could limit risk and aide in scope and resource management.
The Project Evaluation Process (PEP) Documents are available at the following
location: http://www.mc.Vanderbilt.Edu/infocntr/infosys/isc.
The Project Implementation Process (PIP) includes the following phases:
Phase
Project Planning Phase

Design Phase
Build and Unit Test Phase
Integrated Test Phase
Training and Go-Live Phase
Close Out Phase
Table. Project Implementation Process Phases
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Project Planning Phase

Phase Purpose
The purpose of the Project Planning Phase is to define the scope and approach, d
etermine the
resources needed, and create a high-level plan for the project. This phase sets
the stage for the
remainder of the implementation project. This phase also includes a formal trans
ition from the
Project Evaluation Process (PEP) to the Project Implementation Process (PIP). In
put is solicited
from many Informatics groups (e.g. Help Desk, Change Control, Data Center, Netwo
rk Security,
Database Team, Disaster Recovery, etc.) using an Impacts Checklist. In addition,
the manner in
which issues and scope changes will be communicated and managed for the project
is also defined
within th is phase.
Milestones
-Exec. Steering
Committee Approval of
Project Overview
Document
--Exec. Steering
Committee Approval of
High-Level Project Plan
Task: Transition from PEP to PIP
Task Responsibility: Implementations Project Manager (IPM)
Additional Resources Required: Information Service Consultant (ISC)
Task Deliverables: Transition from PEP to PIP Checklist
Task De pendencies: Approval to Implement Milestone from The Project
Evaluation Process (PEP)
Milestones: N/A
This purpose of the Transition from PEP to PIP task is to transition the project
from the evaluation
stage to the implementation stage. Included in this transition is transferring b
oth the knowledge
and the documents created by the Information Service Consultant (ISC) during the
Project
Evaluation Process. These documents not only provide an identification of the ob
jectives and
functionality that will be delivered as part of the project but also serve as an
understanding of the
detailed functional requirements for this project between Informatics staff, ven
dors (if applicable),
and the user departments.
At the time the project has been approved for implementation, a Transition from
PEP to PIP
Checklist with all applicable documentation attached is filled out by the Inform
ation Service
Consultant and given to the Implementation Project Manager. The Implementation P
roject

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Project Implementation Process.
Guidelines
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Manager will review all evaluation documentation and initiate a transition meeti
ng with the
Information Service Consultant in order to further transfer project information.
The Transition from PEP to PIP Checklist includes the following documents creat
ed during the
Project Evaluatio n Process (See Appendix A for an example Transition from PEP t
o PIP
Checklist):
Project Executive Summary Form. The Project Executive Summary Form is
filled out by the project requestor, which when approved by the Purpose Team,
initiates the evaluation. This form includes a description of the expected benef
its
and measurable outcomes as well as any estimated costs. The Executive
Sponsor also must be identified on this form. The Executive Sponsor typically
names an official Project Sponsor to drive the d irection of the implementation
effort. The Purple Team, a priority setting group, uses Project Executive
Summary Forms to prioritize evaluation projects as well as implementation
projects.
Problem Analysis/Definition, Proposed Solution and Return On Investment
(ROI) Analysis . The Information Service Consultant creates these documents
where the Business Problem is clearly defined and its operational impact
analyzed. Alternative solutions to the business problem, along with the
recommended solution, are identified. The rationale behind recommending the
proposal is clearly stated. An ROI analysis should be completed. This ROI
should compare the estimated cost of implementing the solution to the benefits
and/or the costs of not implementing the proposal.
Project Scope Definition. During the evaluation process, the Information Service
Consultant creates a Project Scope Definition. This document specifies the
features and functions will be included in the project. It will establish the br
oad
timeline of the implementation, including the limits of each implementation
phase.
Architecture. Detail design documentation should identify the technical
requirements, interface and systems impact, design constraints, and the proposed
approach for developing the solution.

Requirements Document. A formal Requirements Document (RFP or RFI) is

developed and completed during the Evaluation Process (also called Detailed
Functional Specifications). This document is created for both a vendor solution
type implementation well as an in -house developed software type
implementation. This document lists all equipment, materials, resources, and
functions and features that are required for the project. This document should b
e
as specific and detailed as possible thereby setting the stage for a successful
implementation. A record should be kept of all vendor proposals and
communications, including documentation of the rationale for choosing the
selected vendor.
Contract. A copy of all final agreements for products and services related to th
e
project is documented.
Schedule of Deliverables. This document serves as the basis of the detail Projec
t
Implementation Plan. It provides a delivery schedule of the requirements and
functionalities that will be delivered as part of the project, as well as identi
fy the
party responsible for completing each deliverable.
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Task: Kick Off Project with Executive Steering Committee

Task Responsibility: Executive Steering Committee including The Project
Sponsor
Additional Resources Requi red: Implementations Project Manager (IPM)
Task Deliverables: Project Overview Document
Task Dependencies: Transition from PEP to PIP Task
Milestones: Approval of Project Overview Document
The purpose of the Project Kick-off task is to initiate the implementation proje
ct. Included in this
initiation is defining the purpose of the project using the documents created du
ring the Project
Evaluation Process (PEP) as input. If a Project Sponsor has not yet been named,
the
Implementations Project Manager will request one from the Executive Sponsor. The
Executive
Steering Committee, lead by the Project Sponsor, is responsible for creating thi
s Project Overview
Document. This document is used to provide direction not only to the Project Tea
m, vendors, but
als o to any work groups that are formed in order to complete project tasks (ref
er to Template 1Project
Overview Document).
Included in this task, the Implementation Project Manager along with the Project
Sponsor will
organize an Executive Steering Commit tee Kick-Off Meeting if the committee is n
ot already in
existence. During this meeting, the Executive Steering Committee meeting frequen
cy, meeting day
and times, and meeting location will be agreed upon and work will start on the P
roject Overview
Document. The Implementation Project Manager will distribute meeting agendas in
advance of
the meetings and a selected scribe who will distribute minutes a few days after
each meeting is
held.
Role of Project Sponsor
The role of the Project Sponsor is to chair the Executive Steering Committee as
well as champion the project. Typically, the Executive Sponsor who originally
approved the Project Executive Summary Form designates someone as the
Project Sponsor at the time the project is approved for implementation. The
Project Sponsor is expected to attend all Executive Steering Committee meetings,
be available as needed for Project Team Meetings, attend dress rehearsal testing
,
and also attend any project close out and celebration meetings.The Project
Sponsor must have budget authority in order make scope changes to the project.
Role of Executive Steering Committee
The role of the Executive Steering Committee is to provide the high-level
business direction for the implementation project. This committee generally
meets monthly or quarterly throughout the project to review progress and
provide issue resolution. This committee is responsible for creating the Project

Overview Document. Once it has been created, the Executive Steering

Committee must approve it before the project can proceed.
The Project Overview Document is comprised of the following information:
Executive Summary. This section should clearly state the nature and objectives
of the project from a business perspective.
Implementation Approach. An overview of the implementation approach should
be stated. For example, a pilot system could be implemented, followed by a
phased rollout to all other departments. A multitasking approach may be
recommended to reduce the critical path for the project. The implementation
approach may be driven by the architecture identified in the evaluation phase.
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Project Implementation Process.
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Implementation Phases and Milestones. High-level project phase timelines as
well as milestones should be identified, along with the target dates for achievi
ng
each milestone.
Project Objectives and Measurements. The specific objectives of the project
should be clearly stated, and a measurement must be identified for each
objective. These critical success measurements determine what makes a
successful project implementation. For example, a project may be completed on
time and under budget, but if the department staff fails to successfully impleme
nt
the system into their operations, the project could not be called a success. The
factors must be able to be measured. Often baseline data must be gathered before
and during project implementation.
Resource Requirements. A list of resources required for the project should be
developed. This document should include internal staff, consultant services,
hardware, software, cable, power, space, etc. In addition to the resources
required for project implementation, any resources required for ongoing
management and maintenance should be clearly identified. The resource
requirements should also be incorporated into t he project plan.
Risk Analysis and Contingency Plans. An analysis of the various risks associated
with the project should be identified, and contingency plans should be developed
for all significant risk factors.
Evaluation Documentation Attachments
Task: Organize Project Team and Work Groups
Task Responsibility: Executive Steering Committee
Additional Resources Required: Implementations Project Manager (IPM), Project Te
am,
applicable Work Groups
Task Deliverables: Team Structure Document, Project Team Vacation
Schedule
Task Dependencies: Approval of Project Overview Document Milestone
Milestones: N/A
The purpose of the Organize Project Team and Work Groups task is to define the n
ecessary human

resources as well as define the roles and responsibilities of the people partici
pating in the project.
The Executive Steering Committee, lead by the Project Sponsor, is responsible fo
r defining and
approving the Project Team and any necessary work groups. All Executive Steering
Committee,
Project Team, and Project Work Group members are documented in a Team Structure
Document.
(Refer to Template 2 -Team Structure Document).
Role of the Project Team
The role of each Project Team member is to define and approve the detailed
project plan as well as perform the tasks needed to complete the project. Each
team member is expected to attend all Project Team meetings (sending a
replacement person from their area on any days they cannot attend a meeting) in
order to provide a continuous status of the tasks assigned to them. Each member
typically represents an area of the organization.
Role of the Project Work Groups
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The role of each Project Work Group is to perform the specialized tasks needed
to complete the project. These work groups have specific objectives that they
need to meet (e.g. perform user training, perform integrated testing, etc.). Eac
h
work group member is responsible for attending all work group meetings
(sending a replacement person from their area on any days they cannot attend a
meeting).
Role of t he Project Work Group Leader
The role of each Project Work Group Leader is to lead the work group including
initiating standard meeting days, times, and locations. Each work group leader
is responsible for distributing agendas in advance of the meeting (copying the
Implementations Project Manager). Meeting minutes should be generated by a
designated scribe and should be distributed within a few days of the meeting
(copying the Implementations Project Manager). The work group leader is
responsible for bringing any issues or scope change requests back to the Project
Team. The work group leader is also responsible for reporting status back to the
Project Team at each Project Team meeting.
Examples of Project Work Groups that may be formed include the following:
Testing Work Group (coordinates the QA/Integrated testing for the project)
Training Work Group (coordinates the training for the project)
Technical Work Group (performs the design, build, and unit test of the system so
lution)
Work Flow Process Work Gr oup (defines the work flow process changes required fo
r the
project)
Once the Project Team is defined, a Project Team Kick-Off Meeting is held (Refer
to Template 4Project
Team Kick-Off Meeting Agenda). At this meeting, the Project Overview Document an
d
Team Structure Document are distributed and reviewed. The Project Team meeting f
requency,
meeting day and times, and meeting locations are agreed upon. A Project Team Vac
ation Schedule
should also be created at this meeting in order to determine resourc e availabil
ity. The
Implementation Project Manager will distribute meeting agendas in advance of the
meetings and a
selected scribe will distribute minutes a few days after each meeting is held.
Once the Project Team has met and the project team members have a good understan
ding of the
project, each Work Group Leader (who is also on the Project Team) is responsible
for holding
Work Group Kick Off Meetings.
Any questions or issues that the Project Team or a Work Group may have regarding
the project that
cannot be resolved within the project team are documented and brought back to th
e Executive

Steering Committee by the Implementations Project Manager. As a result of any ne

eded
clarifications, the Executive Steering Committee may update the Project Overview
Document at
any point in the lifecycle of the project.
Task: Define Issue and Scope Management Process
Task Responsibility: Implementations Project Manager (IPM)
Additional Resources Required: Executive Steering Committee, Project Team, and
applicable Work Groups
Task Deliverables: Report of Issues and Scope Change Requests
Task Dependencies: Organize Project Team and Work Groups Task
Milestones: N/A
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Project Implementation Process.
Guidelines
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The purpose of the Define Issue and Scope Management task is to establish the pr
ocess for
commu nicating and resolving any issues or scope change requests that may come u
p during the
project. All issues and scope change requests must be communicated to the Implem
entation
Project Manager and a Report of Issues and Scope Change Requests will be include
d as part of the
standard project documentation that the Implementations Project Manager distribu
tes on a regular
basis to the Project Team and the Executive Steering Committee.
Definition of Project Issue
A Project Issue is a problem that arises for which an obvious solution is not
readily apparent or there is a disagreement for which course of action should be
taken to resolve the problem. Issues arise in every project and arise within the
scope of the project but need clarification and resolution.
A project issue may be raised by anyone involved with the project (Project Team
member, Work
Group member, Executive Steering Committee member), during any point during the
project life
cycle. Each Project Issue is logged on the Report of Issues and Change Requests
and requires
follow-up and must have a primary responsibility person assigned to resolve it a
long with a target
resolution date. Issues may be escalated first to the Project Team for resolutio
n and if needed to the
Executive Steering Committee.
Definition of Scope Change Request
A scope change is when an enhancement or change in required project resources
is requested that is beyond the scope of the project as defined in the Project
Overview Document.
Each scope change request is logged on the Report of Issues and Change Requests
and discussed
during the Project Team Meetings. Once the Project Team approves the request it
is escalated to
the Executive Steering Committee. This committee then evaluates it for either in
clusion or

exclusion within the project. If the Executive Steering Committee approves the c
hange for
inclusion in the project, the impact will be assessed and the project plan may n
eed to be revised
accordingly. If it is not approved for inclusion, the change request will be doc
umented as a future
enhancement in the CSR Database in order to be considered for future implementat
ion. In some
cases, the change request may be significant enough to bring the project back to
the Purple Team
for re -prioritization of the project.
Task: Solicit Input Using Impacts Checklist
Task Responsibility: Implementations Project Manager (IPM)
Additional Resources Required: Disaster Recovery, Help Desk, Network Security,
Change Control, HIPAA Team, Database Team, Data
Center
Task Deliverables: Imp acts Checklist
Task Dependencies: Organize Project Team and Work Groups Task
Milestones: N/A
The purpose of the Solicit Input Using Impacts Checklist task is to communicate
the project to
various impacted internal Informatics as well as solicit their input and buy-in
for the project. The
impacted areas may include but are not limited to the following: Disaster Recove
ry, Help Desk,
Network Security, Change Control, Database Team, The HIPAA Team, and the Data Ce
nter. A
formal review of these areas should continue at various points in the implementa
tion project
lifecycle including at the time of the Technical Review?, Project Review and als
o at the Pre -Go
Live Review.
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Task: Create High-Level Project Plan

Task Responsibility: Project Team
Additional Re sources Required: Executive Steering Committee, Work Groups
Task Deliverables: High-Level Project Plan
Task Dependencies: Solicit Input Using Impacts Checklist Task
Milestones: Executive Steering Committee Approval of High-Level
Project Plan
The purpose of the Create High-Level Project Plan task is to define the phases a
nd a rough timeline
for various tasks within the phases. The plan is created (using Microsoft Projec
t) during the
preliminary Project Team Meetings. Once the Project Team created and approved th
e project plan,
the Implementations Project Manager presents the plan to the Executive Steering
Committee. Any
requested changes are brought back to the Project Team and incorporated and the
approval is
achieved from the Executive Steering Committee before proceeding to the next pha
se of the
implementation project.
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Project Implementation Process.
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Project Design Phase
Phase Purpose
The purpose of the Project Design Phase is to design the project solution both f
rom a technical as
well as an operational perspective that meets the business requirements of the p
roject (as identified
in the Project Overview Document). From a technical perspective, a system design
is created and
includes the specific features and functions as well as the detailed technical s
pecifications for both
application and interface construction. From an operational perspective, a Proce
ss Design is
created which includes changes or additions to any current operational procedure
s that will be
required to use the completed system.
Milestones
Project Team Approval
of Application Design,
Technical Design
Review
Project Team Approval
of Process Design
-Project Team Approval
on Detailed Project Plan
Task: Design Kick-Off
Task Responsibility: Technical Work Group
Additional Resources Required: Implementations Project Manager (IPM)
Task Deliverables:
Task Dependencies: Solicit Input using Impacts Checklist Task
Milestones: N/A
This purpose of the Design Kick-Off/Review Project Overview task is for the Tech
nical Work
Group to review all project documentation and gain an understanding of the purpo
se of the project
as well as the business and functional requirements of the project. This review
includes the Project
Overview Document (with all accompanying evaluation documents) created by the Ex
ecutive
Steering Committee during the previous phase.

Task: Create System Design

Task Responsibility: Technical Work Group
Additional Resources Required: Implementations Project Manager (IPM), Project Te
am
Task Deliverables: System Design Docu ment
Task Dependencies: Design Kick-Off/Review Project Overview Task
Milestones: Project Team Approval of Application Design, Technical
Design Review
This purpose of the Create System Design task is for the Technical Work Group to
design a
technical s ystem solution that meets the needs of the project according to the
Project Overview
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Document. This System Design should, whenever possible, follow Universal Modelin
g Language
standards.
The System Design Document should include the following:
Application Design. This includes the functions, features, reporting, reporting
Distribution, user security aspects of the application. It should be detailed an
d specific in
nature (e.g. include diagrams, prototypes and/or mockups).
Database Design. This is the design of the database changes or additions require
d in order
to support the system solution. Where the database resides, the type of database
, and the
specific database design is included.
Interface & Data Communication Design. The Interface Design includes all the sys
tems
that need to be interfaced to one another and the format of the data being sent
and being
received to each system.
Final System Architecture Design. An Architecture Review was performed during th
e
Project Evaluation Process. As the sys tem is designed, the system architecture
may need
to be revised accordingly. This is the final system architecture resulting from
the system
design. The System Architecture should include which servers are being used for
what
purposes (e.g., database server, business/application server, any firewalls, etc
.). It should
also include an approved Disaster Recovery plan.
Unit Test Plan. This should include the plan for unit testing the developed appl
ication. It
should include unit test scenarios, results of t esting, and unit testing assign
ments. It does
not typically include the testing of interfaces, which is typically performed du
ring the
Integrated/QA Testing Phase.
Once the Application Design is completed, it is presented to the Project Team. O
nce the project
team has approved the Application Design, the Process Work Group can proceed wit
h the Create
Process Design Task in this phase. The additional design documents (Interface De
sign, System
Architecture, Database Design, User Security Specifications, Unit Test Plan) are
then created by
the Technical Work Group and presented to a Technical Design Review Board.
The role of the Technical Design Review Board is to review from a technical pers
pective all
systems designs. Need some more beef here
Who is on this board?

Task: Create Process Design

Task Responsibility: Process Work Group
Additional Resources Required: Implementations Project Manager (IPM)
Task Deliverables: Process Design Document
Task Dependencies: Project Team Approval of Application Des ign Milestone
Milestones: Project Team Approval of Process Design
This purpose of the Create Process Design task is to define the process procedur
es needed in the
various impacted business areas in order to use the proposed system solution. Th
e Process Work
Group will start this task as soon as the Project Team has approved the Applicat
ions Design portion
of the System Design.
The Process Design should include documenting and/or reviewing existing operatio
nal flow
procedures, revising or creating new operational flow procedures required in ord
er to use the
proposed system solution, and documenting any policies and procedures required.
The Process
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Project Implementation Process.
Guidelines
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Design Document is then presented to the Project Team, revised if necessary, and
then approved by
the Project Team.
Task: Create Detailed Project Plan
Task Responsibility: Project Team
Additional Resources Required: Implementations Project Manager (IPM), Work Group
s
Task Deliverables: Detailed Project Plan
Task Dependencies: Process Design and System Design tasks
Milestones: Approval on Detailed Project Plan
This purpose of the Create Detailed Project Plan task is for the Project Team to
create a detailed
Project Plan with detailed tasks for each remaining phase of the implementation
project. Input is
solicited from each work group. This detailed project plan is created and then w
ill be revised at the
conclusion of each subsequent phase of the implementation project based upon the
information that
is available at that time.
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Build & Unit Test Phase

Phase Purpose
The purpose of the Build and Unit Test Phase is to construct the system solution
and test the
applications constructed as well as the Process Design. During this phase, the h
ardware, software,
network, cable, and power items are ordered and rece ived. In addition, data fro
m an existing system
is converted as needed.
Milestones
Approval of Data
Conversion
Approval of Unit Te st
Results
Approval of Revised
Process Design
-Project Team Approval
on Detailed Project Plan
Task: Build Kick-off/Review System Design
Task Responsibility: Technical Work Group
Additional Resources Required: Implementations Project Manager (IPM)
Task Deliverables: N/A
Task Dependencies: Completion of System Design Phase
Milestones: N/A
This purpose of the Build Kick-off/Review System Design task is for the Technica
l Work Group to
review the system design created in the previous phase in order to prepare for s
ystem construction.
All system design documentation along with the Project Overview is presented and
discussed with
all Technical Work Group members in order to facilitate understanding of the pro
ject and the
system solution.
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Project Implementation Process.
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Task: Order & Receive System Components
Task Responsibility: Impleme ntations Project Manager (IPM)
Additional Resources Required:
Task Deliverables:
Task Dependencies: Technical Design Review Milestone
Milestones: N/A
This purpose of the Order & Receive System Components task is for the Implementa
tions Project
Manager to order the system components needed for the project. System components
can include
the following:
Hardware
Software
Network
Cable
Power
Data Center Floor Space
Task: Perform Data Conversion
Task Responsibility: Data Conversion Work Group
Additi onal Resources Required:
Task Deliverables:
Task Dependencies:
Milestones: Approval of Data Conversion
This purpose of the Perform Data Conversion task is for the Data Conversion Work
Group to
convert any data from an existing system into the new system. Not every implemen
tation project
will include the need for data conversion but most will. Included in this task i
s analyzing the
current data, creating a data conversion plan including a description of what da
ta needs to be
converted along with detailed tasks and assignments, and executing the data conv
ersion plan.
Executing the data conversion plan typically involves creating data conversion p
rograms/utilities
and performing a dry run of the data conversion into the test system. Careful tr
ac king of the time
required for data conversion will later needed to estimate the amount of time to
install the solution

during the go-live phase. Once the data has been converted into the test system,
approval of the
data converted by the Project Team must occur.
Data cleanup is also part of this task. Codes may change, duplicates may need to
be removed, and
old data may need to be removed. The vendor may have tools to help with this, or
utilities may
need to be developed.
Task: Construct System per System Design
Task Responsibility: Technical Work Group
Additional Resources Required:
Task Deliverables:
Task Dependencies: Build Kick Off/Review System Design Task
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Milestones: N/A
This purpose of the Construct System per System Design task is for the Technical
Work Group to
construct the system solution according to the System Design Document. Included
in this task is
also developing the Technical procedures that accompany the system components. S
ystem
components impacted can include the following:
Applications (e.g., screens, reports, etc.)
Databases
Interfaces
Examples of technical procedures that must accompany new or modified system comp
onents are
the following:
Backup procedures
Database maintenance procedures
System maintenance procedures
Disaster Recovery procedures
Change Control procedures
Help Desk procedures
Data Center Operations procedures
Task: Execute Unit Test Plan
Task Responsibility: Technical Work Group
Additional Resources Required:
Task Deliverables: Completed Unit Test Plan
Task Dependencies: Construct System per System Design task
Milestones: Approval of Unit Test Results
Overview
This purpose of the Execute Unit Test Plan is for the Technical Work Group to te
st each system
component according to the Unit Test Plan created during the System Design Phase
. Unit testing
includes testing each system component and verifying both its inputs and outputs
. It does not
include testing between systems (e.g. between Medipac and the various Ancillary
systems). This
integrated testing is performed in the next phase.
Task: Install & Configure Test System
Task Responsibility: Technical Work Group
Additional Resources Required: Data Conversion Work Group
Task Deliverables: Installed & Configured Test System
Task Dependencies : Construct System per System Design task
Milestones:
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This purpose of the Install & Configure Test System task is for the Technical Wo
rk Group to install
and configure the test system. Included in this task is the final data conversio
n into the test system
by the Data Conversion Work Group. Once this task is completed the Verify Proces
s Design Task
can start.
Task: Verify Process Design
Task Responsibility: Process Work Group
Additional Resources Required: Data Conversion Work Group
Task Deliverables: Installed & Configured Test System
Task Dependencies: Construct System per System Design task
Milestones:
The purpose of the Verify Process Design task is for the Process Work Group to a
ttend vendor
training in order to learn the new system as well as set the system by setting u
p appropriate profiles
and parameters. After the system is setup accordingly and the test system has be
en installed and
configured, the process design created during the System Design Phase can be ver
ified and revis ed
if necessary. The Project Team prior to the next phase of the project, Integrate
d Test, must perform
approval of the final Process Design.
Any work flows in the user area that are changing because of new processes need
to be tested with
appropriate forms, new written procedures and any other process related steps th
at may or may not
involve the automated system itself.
If the project does not include any in house developed applications, but is solely
a vendor
solution with interfaces, this task can be moved into the System Design Phase af
ter the Process
Design has been created. In this case, the sooner the Process Work Group can get
training and start
to use the system, the better.
Task: Review and Revise Detailed Project Plan

Task Responsibility: Project Team

Additional Resources Required: All Work Groups
Task Deliverables:
Task Dependencies: Completion of all prior tasks in this phase
Milestones: N/A
The purpose of the Review and Revise Detailed Project Plan task is for the Proje
ct Team, along
with input from the various work groups, to review the progress on the project p
lan to date and
revise it as needed based upon the information known at this stage of the implem
entation project
life cycle. This is the last task performed in the Build and Unit Test Phase and
all prior tasks must
be completed prior to this task.
File: R:../Implementations/Guidelines for Projects/0-Overview/pip-overview Page:
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QA/Integrated Test Phase

Phase Purpose
The purpose of the QA/Integrated Test Phase is for the Testing Work Group to per
form Quality
Assurance and Integrated Testing of the system solution including all interfaces
. For a description
of the various types of testing (unit testing, functionality testing, and integr
ated testing), refer to the
QA Best Practices Document.
A QA Lead from the Implementations Team is assigned to each project and is in ch
arge of
coordinating this phase and reporting issues as well as status back to the Imple
mentations Project
Manager. At this point in the life cycle of the project, the requirements and sy
stem design must be
frozen in order for a pro per QA/Integrated test effort to occur. Any changes to
requirements or
design during this phase or afterwards will require re -testing.
First a QA Test Plan is created and then the Testing Work Group executes it. Inc
luded in the QA
Test Plan is a listing of all of the test requirements (what needs to be tested)
. The Project Team
approves the testing requirements and then the Test Work creates the remainder o
f the QA Test
Plan (how it needs to be tested and by whom). The Testing Work Group along with
the
Implementation Project Manager approves the QA Test Plan.
Once the approvals have taken place, execution of the QA Test Plan takes place.
The QA Test
Lead reports testing status back to the Project Team at least on a weekly basis
in order to facilitate
communication.
Milestones
Approval of Test
Requirements
Approval of QA Test
Plan
Approval of QA Test
Results
Approval of Unit Test
Results
Task: QA Kick-off/Review Project Documentation
Task Responsibility: Testing Work Group
Additional Resources Required: Implementations Project Manager (IPM)
Task Deliverables: N/A
Task Dependencies: Approval of Process Design Milestone
Milestones: N/A
This purpose of the QA Kick-off/Project Documentation task is for the Testing Wo
rk Group to
review all project documentation order to facilitate understanding of the projec
t and the system

solution. Once approval has been achieved on the Process Design, the QA Work Gro
up can start
its process using this Process Design and other project documentation as input.
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Project Implementation Process.
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Task: Document Test Requirements
Task Responsibility: Testing Work Group
Additional Resources Required: Implementations Project Manager (IPM)
Task Deliverabl es: Requirements Document portion of the QA Test Plan
Task Dependencies: Kick-Off QA/Review Project Documentation Task
Milestones: Project Team Approval of Test Requirements
This purpose of the Document Test Requirements task is for the Testing Work Grou
p to review all
project documentation and the Process Design and create a Test Requirements Docu
ment. The
Test Requirements are a categorized listing by operational area describing what
needs to be tested
(Refer to the QA Test Best Practices Document for more details on test requireme
nts).
Task: Create QA Test Plan
Task Responsibility: Testing Work Group
Additional Resources Required: Implementations Project Manager (IPM)
Task Deliverables: QA Test Plan
Task Dependencies: Document Test Requirements task
Milestones: Testing Work Group & IPM Approval of QA Test Plan
This purpose of the Create QA Test Plan task is for the Testing Work Group to de
fine how each
test requirement will be tested (step-by-step). The QA Test Plan includes a desc
ription of all of the
test scenarios as well as test assignments and timeframes of those assignments.
A test scenario can
be satisfied by either a manual test (user inputting data into a test system) or
an automated test
(using the Testing Tool to automate data entry). Refer to the QA Test Best Pract
ices for more
details on test requirements.
Task: Execute QA Test Plan
Task Responsibility: Testing Work Group
Additional Resources Required:
Task Deliverables:
Task Dependencies: Create QA Test Plan task
Milestones: Testing Work Group & Project Team Approval of QA
Test Results

This purpose of the Execute QA Test Plan task is for the Testing Work Group to p
erform the QA
and Integrated Testing according to the QA Test Plan created and approved during
the previous
task. Once the Testing Work Group has completed the testing satisfactorily, they
approve the test
results and bring them back to the Project Team for approval. The Project Team a
t this point can
either approve the QA Test Results or request additional testing. Once the Proje
ct Team is satisfied
with the test results, they approve them. Refer to the QA Test Best Practices fo
r more details on
test requirements.
Once testing has started, all system changes must be carefully tracked and commu
nicated to t he QA
Lead to 1) determine what must be re0tested and 2) assure the change is part of
the go0live plan. In
general, the defect tracking should provide the list of changes. The Project Man
ager, QA Test
Lead, and Technical Work Group all have responsibilit y to make sure that the li
st of changes is
complete. Weekly meetings or some other method may be required in order to ensur
e proper
communication. This is the key to having the integrated testing be successful.
File: R:../Implementations/Guidelines for Projects/0-Overview/pip-overview Page:
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Task: Review and Revise Detailed Project Plan

Task Responsibility: Project Team
Additional Resources Required: All Work Groups
Task Deliverables:
Task Dependencies: Completion of all prior tasks in this phase
Milestones: N/A
The purpose of the Review and Revise Detailed Project Plan task is for the Proje
ct Team, along
with input from the various work groups, to review the progress on the project p
lan to date and
revise it as needed based upon the information known at this stage of the implem
entation project
life cycle. This is the last task performed in the QA/Integrated Test Phase and
all prior tasks must
be completed prior to this task.
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Project Implementation Process.
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Training and Go-Live Phase
Phase Purpose
The purpose of the Training and Go -Live Phase is for the Training Work Group to
create and
execute the tra ining plan and for the Project Team to prepare for going live wi
th the system
solution. Included in go-live preparation is planning and performing a dress reh
earsal, planning a
back-out plan, defining a go-live day plan, and training and documenting various
internal groups
such as the following:
Help Desk
Technical Support/Operations Support
Application Support (Technical Teams where application development was performed
e.g., Epic Team, Medipac Team, Information Technology groups, etc.)
Once the Go -Live plan has been established and the Project Team has approved th
e QA test results,
the Technical Work Group and the Implementations Project Manager performs a Pre
-Go-Live
Review with the following internal VUMC Informatics Groups:
Change Management
Disaster Recovery
Milestones
Approval of Training
Plan
-Pre-Go-Live Review
Go/No-Go-Live Decision
by Exec Steering &
Project Team
-Verification of
Installation
Task: Training Kick-off/Review Project Documentation

Task Responsibility: Training Work Group

Additional Resources Required: Implementations Project Manager (IPM)
Task Deliverables: N/A
Task Dependencies: Approval of Process Design Milestone
Milestones: N/A
File: R:../Implementations/Guidelines for Projects/0-Overview/pip-overview Page:
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This purpose of the Training Kick-off/Review Project Documentation task is for t

he Training Work
Group to review all project documentation order to facilitate understanding of t
he project and the
system solution. Once approval has been achieved on the Process De sign, the Tra
ining Work
Group can start creating the training plan process using this Process Design and
other project
documentation as input.
Task: Create Training Plan
Task Responsibility: Training Work Group
Additional Resources Required: Implementations Project Manager (IPM)
Task Deliverables: Training Plan
Task Dependencies: Training Kick-Off/Review Project Documentation Task
Milestones: Training Work Group & Project Team Approval of QA
Test Plan
This purpose of the Create Training Plan task is for the Training Work Group to
create a plan for
training the impacted users on the new system solution. The Training Work Group
then will
present the Training Plan and achieve Project Team approval. Included in the tra
ining plan are the
following:
Impacted Users List
Skill Set Criteria per User Group
Policies and Procedures
Training Materials
Training Rooms Scheduling
Train the Trainer
On-going Training
Training Assignments including timelines
Task: Execute Training Plan
Task Responsibility: Testing Work Group
Additional Resources Required:
Task Deliverables:
Task Dependencies: Create Training Plan
Milestones: Testing Work Group & Project Team Approval of QA
Test Results
This purpose of the Execute Training Plan task is for the Testing Work Gro up to
execute the
training plan established during the previous task.
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Project Implementation Process.
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Task: Create Go-Live Plan
Task Responsibility: Project Team
Additional Resources Required: Test Work Group, Train Work Group
Task Deliverables: Go -Live Plan
Task Dependencies: Appro val of Training Plan Milestone
Milestones: Pre-Go-Live Review and
Go/No -go Live Decision by Project Team/Exec Steering
This purpose of the Create Go -Live Plan task is for the Project Team to define
the process of going
live with the system solution. The first step to preparing for go-live is to pla
n the go-live effort and
the back-out plan. Additional portions of the go-live plan include the documenta
tion and training
of the Help Desk, Operations/Tech Support, Application Support, and performing a
ny appropriate
pre -installation steps.
Task: Perform Dress Rehearsal
Task Responsibility: Project Team
Additional Resources Required: Test Work Group, Train Work Group, Tech Work Grou
p
Task Deliverables:
Task Dependencies: Create Go -Live Plan
Milestones:
The purpose of the Perform Dress Rehearsal task is to test the installation or g
o-live process before
going live. Once the go-live plan is completed, and then a dress rehearsal testi
ng effort is
performed. This is when the system is installed into a training region and the i
nstallation effort
itself is tested. Whenever possible, the back-out plan should also be tested dur
ing the dress
rehearsal effort.
Task: Perform Pre-Go Live Rev iew/Technical Review???
Task Responsibility: Project Team
Additional Resources Required:
Task Deliverables:
Task Dependencies: Create Go -Live Plan
Milestones:

The purpose of the Perform Pre -Go Live Review is

Task: Execute Go-Live Plan
Task Responsibility: Project Team
Additional Resources Required: Test Work Group, Train Work Group, Tech Work Grou
p
Task Deliverables:
Task Dependencies: Create Go -Live Plan Task
Milestones: Verification of Installation
File: R:../Implementations/Guidelines for Projects/0-Overview/pip-overview Page:
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This purpose of the Execute Go -Live Plan task is for the Technical Work Group t
o install or
promote the system components into production. Designated members of the Test an
d Train Work
Groups will be there to verify the installation effort. If the installation is n
ot successful, the b ackout
plan will be performed and the installation will occur at a later point. In addi
tion, the
Implementations Project Manager will be on hand to provide any coordination of g
o-live tasks.
Task: Monitor Go-Live
Task Responsibility: Project Team
Additional Resources Required: Test Work Group, Train Work Group
Task Deliverables: Post Go -live Issues
Task Dependencies: Create Go -Live Plan Task
Milestones: Verification of Installation
Go/No -Go-Live Decision by Exec Steering & Project Team Test
Pl
This purpose of the Monitor Go -Live task is for the Project Team to monitor the
system after it has
been promoted into production for at least a week or longer if the project warra
nts it. For large
projects affecting multiple user groups, daily go-live meetings with the Project
Team are held to
verify the go-live effort and make adjustments if necessary to the system or to
the operational
procedures established. In these sessions new issues are identified and recorded
. Also the status of
previously identified issues is reported. Meetings should continue until no new
issues are
identified and old issues are either resolved or a work around is in place.
25

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Project Implementation Process.
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Close Out Phase
Phase Purpose
The purpose of the Close Out Phase is for the Project Team to close out the proj
ect formally and
learn from the things done well and identify ways we can do things better next t
ime. Included in
this phase is developing a Project Close Out Summary, posting all implementation
project
documentation in the project repository, transferring system maintenance respons
ibility to the
appropriate party, conducting a project close out celebration and recognize indi
viduals for their
efforts, and lastly, modify the ROI and set a date in the future to follow-up on
the ROI.
Milestones
Close Out Review with
Exec Steering
Project Review???
Verification of
Installation
Task: Develop Project Close Out Summary
Task Responsibility: Implementations Project Manager (IPM)
Additional Resources Required: Project Team
Task Deliverables: N/A
Task Dependencies: Training and Go -Live Phas e
Milestones: N/A
This purpose of the Develop Project Close Out Summary task is for the Implementa
tions Project
Manager to use input received during the monitoring of the go-live task as well
as input from the
entire project life cycle and document what went well and what we can do better
next time.
Task: Post Project Documentation
Task Responsibility: Implementations Project Manager (IPM)
Additional Resources Required:
Task Deliverables: Posted documentation
Task Dependencies: Develop Project Close Out Summary task

Milestones: N/A
This purpose of the Post Project Documentation task is for the Implementations P
roject Manager to
post all project documentation in the project repository for future re -use on a
nother project.
File: R:../Implementations/Guidelines for Projects/0-Overview/pip-overview Page:
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Task: Transfer System Maintenance Responsibility

Task Responsibility: Technical Work Group
Additional Resources Required: Implementations Project Manger (IPM)
Task Deliverables: N/A
Task Dependencies: Training and Go -Live Phase
Milestones: N/A
This purpose of the Transfer System Maintenance Responsibility task is for the T
echnical Work
Group along with the Implementations Project Manager to formally transfer the sy
stem
maintenance function to the appropriate internal VUMC Informatics group.
Task: Conduct Project Close Out Celebration and Recognition
Task Responsibility: Implementations Project Manger (IPM)
Additional Resources Required: Project Team, Executive Steering Committee, Work
Groups
Task Deliverables: N/A
Task Dependencies: Complete Project Close Out Summary task
Milestones: N/A
This purpose of the Conduct Project Close Out Celebration and Recognition task i
s for the Project
Team to review the project including what we did well and what we could do bette
r next time as
well as celebrate and recognize people for their efforts.
Task: Modify ROI and Set ROI Follow Up Date
Task Responsibility: Implementations Project Manger (IPM)
Additional Resources Required: Project Team
Task Deliverables: Modified ROI
Task Dependencies: Conduct Project Close Out Celebra tion task
Milestones: Review Close Out with Executive Steering Committee &
Perform Project Review
This purpose of the Modify ROI and Set ROI Follow Up Date task is for the Projec
t Team to
review the ROI established during project evaluation and modify it if necessary.
A follow-up date
to review the ROI for the project at some point in the future will also be estab
lished. The
Implementations Project Manager along with the Project Sponsor on the Executive
Steering
Committee will setup an ROI Follow Up meeting at that point in the future.
27

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Project Implementation Process.
Guidelines
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Do a Glossary of Terms here.
Add more templates in as well.
Need a Project Review Template (Laura has one I believe).
File: R:../Implementations/Guidelines for Projects/0-Overview/pip-overview Page:
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Appendix

Roles and Responsibilities

Team Member Responsibilities

Executive Sponsor Resource availability
Establishing priority
Budget dollars when necessary
Resolving any contract issues
Business Sponsor Relationship with customer
(could be the same Requestor of Internal Projects
person as the Final Sign -off on Business Requirements
executive sponsor) Document
Project Manager Facilitating & documenting Project Meetings
Maintaining the Project Documentation
Maintaining the Project Plan
Maintaining the Contact Lists
Maintaining the Issues Log
Maintaining and Managing the Risks
Escalating Issues/Concerns
Delivering the Project on Schedule
Department Reviewing and signing off on all documents for
Representatives the project to determine impact to their
department
Providing resources as needed for work flow
analysis
Providing resources as needed for testing
Analysts Business Requirements Documents
Detailed Design Documents
Client Sign-off
Integrated Testing
Quality Assurance
Technical Developer or Vendor (if
required)
System Design Documents
Code Development
Unit Testing
29