PROJECT PLAN ACCESSIBLE INFORMATION MANAGEMENT AIM ... · PROJECT PLAN: PROJECT NAME 3.8.17 Page 3...

PROJECT PLAN: ACCESSIBLE

INFORMATION MANAGEMENT (AIM) SOFTWARE IMPLEMENTATION

VERSION: 1.0

DATE: 3.8.17

AUTHOR: KATIE LUDWIN

PROJECT PLAN: PROJECT NAME

3.8.17 Page 1

REVISION CHART

Version Primary Author(s) Description of Version Date Completed

Initial – Katie Ludwin This is the original project plan developed.

3/14/17


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CONTENTS

1. PROJECT DESCRIPTION ............................................................................................3

1.1 PROJECT OVERVIEW ..................................................................................................3 1.1.1 Background................................................................................................................... 3

1.2 PROJECT SCOPE ..........................................................................................................4 1.2.1 Objective(s)................................................................................................................... 4 1.2.2 Description of Scope ..................................................................................................... 4 1.2.3 Project Major Activities (For detail schedule see Section 5.1.) ................................... 4 1.2.4 Project Major Deliverables .......................................................................................... 5

1.3 BUDGET .....................................................................................................................5

1.4 OTHER RELATED PROJECTS .......................................................................................6

2. PROJECT ORGANIZATION ........................................................................................7

2.1 STAFFING PLAN/PROJECT TEAM ................................................................................7 2.2 PROJECT ROLES AND RESPONSIBILITIES ............ ERROR! BOOKMARK NOT DEFINED.

3. PROJECT MANAGEMENT PROCESSES ......................................................................8

3.1 PROJECT COMMUNICATIONS ......................................................................................8

3.2 QUALITY MANAGEMENT ............................................................................................8 3.3 CHANGE CONTROL PROCESS ......................................................................................8 3.4 RISK MANAGEMENT ...................................................................................................9

3.5 DELIVERABLE ACCEPTANCE ......................................................................................9

4. PROJECT PLAN SIGN OFF ......................................................................................10

5. APPENDICES ............................................................................................................11

5.1 PROJECT SCHEDULE: ................................................................................................11

5.2 CHANGE REQUEST FORM .........................................................................................14


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1. PROJECT DESCRIPTION

1.1 Project Overview

Project Name Accessible Information Management (AIM) Software Implementation

Project Sponsor Colin Terry, CASA Director

Requestor/Customer Katie Ludwin, Assoc. Director Disability Services

Proposed Manager Katie Ludwin

Projected Dates February 2017-December 2017

1.1.1 Background

Disability Support Services (DSS) at Mines has made substantial strides in service and process over the past year and it is essential that we continue in this direction, in the interest of student support and compliance. Current technology (or lack thereof) limits the office’s capacity to store and track data/records and communicate with campus constituents efficiently. After researching products online, having conversations with product representatives and colleagues across the nation at the AHEAD national conference, and following up with a web demonstration with another institution, Accessible Information Management (AIM) software has been deemed the best fit for the needs and intended use of DSS. The AIM system is a leading solution used by Disability Support Services (DSS) offices nationally. AIM is a best-practice software for disability services & testing services. There are many ways in which DSS at Mines is spending considerable time on administrative tasks that could be automated/facilitated for student, faculty, and campus services. AIM is specific to disability programs and the customer service/response time has been exceptional. Information in this system is protected and specific to disability accommodations. DSS maintains data/records that cannot be shared/utilized broadly in a system like Beacon or Starrez (e.g. medical documentation is held within the software system). To comply with ADA compliance standards, accommodation communication, tracking, and office operations must be detailed and timely. The DSS office will be the primary user of the AIM software that will assist with this compliance. It does not overlap into other projects.


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1.2 Project Scope

1.2.1 Objective(s)

The objectives of this project are:

Purchase AIM by April 30, 2017

Use system internally (set up documents, upload previous files, train staff), post-purchase.

Complete Banner integration by July 1, 2017 (as determined by CCIT).

Have faculty and student testing available end of summer/early fall, to be complete by Oct 15, 2017.

Between Oct 15th and Dec 1, 2017: Train/ faculty/students regarding transition at the beginning of Spring 18 term.

Have AIM fully implemented by Jan 1, 2018 for use at start of term.

1.2.2 Description of Scope

In order for this system to function in its fullest capacity, integration with Banner is a priority. The system will have 3-5 administrators on the account. In full implementation, this system will be used by all registered DSS students and potentially registered students (request process through the system) – this encapsulates approximately 175 student users and faculty/instructors affiliated with the courses these students are registered in. Training will be available for DSS staff initially, followed by testing (faculty/students) and training/information for all users. Training information will be posted on the DSS website, including an instructional video. All current files will be converted into electronic documents to upload into AIM, as determined by the project team. Continued maintenance of the system will be done by DSS staff, in partnership, only as needed, with CCIT and AIM.

1.2.2.1 Exclusions from Scope

Excludes business operations of DSS office that exist outside the AIM software system.

1.2.3 Project Major Activities (For detail schedule see Section 5.1.)

The project involves the following major activities:

1. Purchase of AIM

2. Installation of AIM

3. Train DSS staff

4. Banner Integration

5. User (faculty/student) training


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1.2.4 Project Major Deliverables

Listed below are the planned deliverables and the acceptance criteria for each deliverable.

Key Deliverables Acceptance Criteria Approval By:

Project Charter Core team agrees that it defines the project appropriately and that it is in an acceptable format

Sponsor

Project Plan Core team agrees that it covers all the needed activities appropriately and it is in an acceptable format

Sponsor

Training by Vendor Post-purchase, training is provided to DSS users (3 individuals) for product use and meets the needs of those being trained.

Sponsor

Converted files (from paper to electronic)

Current files are converted into electronic files within system and they are validated with no conversion issues.

Sponsor

Banner integration Vendor and CCIT say it is ready for integration. Testing has been done by CCIT and functional users with no major issues.

Sponsor

Training and tools provided to user groups (students, staff and faculty)

Communication is delivered and training materials are available for use

Sponsor

1.3 Budget

The most recent quote for this system (3/6/17) is $9260.00. This includes on-time implementation costs and the yearly cost.


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1.4 Other Related Projects

None.


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2. PROJECT ORGANIZATION

2.1 Staffing Plan/Project Team

These requirements will be met by drawing on existing CSM staff, including:

Project Manager – Katie Ludwin, DSS

Banner Administrator – Jackie Twehues, CCIT

DSS staff – Katie Ludwin, Jackie Stone, Colin Terry

Testers (students and faculty) – 5 students, 5 faculty

Vendor Staff o Contract lead – Rob Armas, AIM o Implementation support – Rob Armas, AIM o Training – TBD, AIM

Other input needed: o Data Security Administrator –Steve Ardern, CCIT o Single Sign-On Administrator – Matt Brookover, CCIT o Registrar’s Office Administrator – Corey Wahl


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3. PROJECT MANAGEMENT PROCESSES

This section describes the process that will be used to control the execution of the project by the project team.

3.1 Project Communications

3.2 Quality Management

Once the AIM software system has been purchased and data streams have been created/validated, a small sub-set of faculty and student users will be identified to test the processes and portals. Feedback will be provided regarding the user experience and what would be helpful to change prior to full launch of the system.

3.3 Change Control Process

Changes to this project will be requested using the Change Request form (See Section 5.3).

An analysis of the request will be done to determine the impact of the change on the current project. The results of the analysis will be discussed with the sponsor or its designee. At that point, the change will be approved, rejected or deferred by the customer and CCIT. The customer who will approve the change requests is [person’s name].

Communica

tion

Stakeholder(s) Delivery

Method

Frequency Person

Responsible

Status Reports Sponsor

Managers (CCIT and

Registrar)

Emailed Monthly/as-

needed

Katie Ludwin, PM

Status Reports Katie Ludwin, PM E-mailed Bi-weekly Vendor/ provide status

update

(Post-

purchase)

Informatio

nal reports

All faculty, staff,

students

E-mailed 2-3 messages

regarding

upcoming

implementation

Katie Ludwin, PM

(Post-

purchase)

Training/s

tatus

reports

Selected faculty (5) and

students (5)

E-mailed Bi-weekly/as-

needed

Katie Ludwin, PM


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If the change is approved, the plan will be updated, and the effort will become part of the project.

3.4 Risk Management

Risk will be managed by effective, appropriate communication being disseminated to all involved parties.

Depending on the purchase and implementation timeline, delayed use may occur (when constituents are able to access and benefit from the system). This risk will be managed as much as possible by following the protocols outlined by CSM for project approvals and reasonable project completion.

There will be a learning curve for DSS staff, faculty, and students for functional use of the system. Training will be provided directly from AIM for DSS staff. Additional training materials will be created for faculty and students regarding use and communication of needs.

If available resources are impacted, it is expected that the implementation timeline of this project could be delayed.

3.5 Deliverable Acceptance

Deliverables will be accepted through email communication from Project Manager to Sponsor.


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4. PROJECT PLAN SIGN OFF

Signing below indicates approval of the project plan for Accessible Information Management (AIM).

____________________________________ ________________

Project Sponsor Date

____________________________________ ________________

CCIT Representative Date


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5. APPENDICES

5.1 Project Schedule:

Milestones.

See schedule below for timeline details (as known at this time).

PROJECT START

ESTABLISH TEAM

CONTRACT SIGNED/SY

STEM PURCHASE

D

USE SYSTEM INTERNALLY

/UPLOAD FILES

COMPLETE BANNER

INTEGRATION/SINGLE SIGN

ON

COMPLETE FACULTY/S

TUDENT TESTING

COMPLETE FACULTY/S

TUDENT TRAINING

SYSTEM READY FOR USE/COMP

LETE PROJECT


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ID Task Name Duration Start Finish

1 AIM Implementation (Draft) 206 days

February 6, 2017 8:00 AM Monday, January 15, 2018

2 Contract signed 1 day April 17, 2017 8:00 AM April 17, 2017 5:00 PM

3 Coordinate with AIM 5 days April 18, 2017 8:00 AM April 24, 2017 5:00 PM

4 Establish project team 1 day April 18, 2017 8:00 AM April 18, 2017 5:00 PM

5 PROJECT PLAN 30 days March 15, 2017 8:00 AM April 25, 2017 5:00 PM

6 Build project plan 10 days March 15, 2017 8:00 AM March 28, 2017 5:00 PM

7 Review plan 1 day March 29, 2017 8:00 AM March 29, 2017 5:00 PM

8 Review/coordinate with AIM 1 day April 18, 2017 8:00 AM April 18, 2017 5:00 PM

9 Project plan approved 5 days April 19, 2017 8:00 AM April 25, 2017 5:00 PM

10 Project Status 41 days April 26, 2017 8:00 AM June 21, 2017 5:00 PM

11 Project Status 1 1 day April 26, 2017 8:00 AM April 26, 2017 5:00 PM

12 Project Status 2 1 day May 10, 2017 8:00 AM May 10, 2017 5:00 PM

13 Project Status 3 1 day May 24, 2017 8:00 AM May 24, 2017 5:00 PM

14 Project Status 4 1 day June 7, 2017 8:00 AM June 7, 2017 5:00 PM

15 Project Status 5 1 day June 21, 2017 8:00 AM June 21, 2017 5:00 PM

16 REQUIREMENTS 11 days April 26, 2017 8:00 AM May 10, 2017 5:00 PM

17 Gather additional requirements 10 days April 26, 2017 8:00 AM May 9, 2017 5:00 PM

18 Review requirements 1 day May 10, 2017 8:00 AM May 10, 2017 5:00 PM

19 Requirements Document approved 0 days May 10, 2017 5:00 PM May 10, 2017 5:00 PM

20 TRAINING STAFF 22 days May 4, 2017 8:00 AM June 2, 2017 5:00 PM

21 Understand training options 1 day May 4, 2017 8:00 AM May 4, 2017 5:00 PM

22 Communicate about training availability 1 day May 5, 2017 8:00 AM May 5, 2017 5:00 PM

23 Training, both on-line and in-person available 0 days May 4, 2017 5:00 PM May 4, 2017 5:00 PM

24 Make on-line training available, if used 1 day May 5, 2017 8:00 AM May 5, 2017 5:00 PM

25 Schedule in-person classes, if used 1 day May 5, 2017 8:00 AM May 5, 2017 5:00 PM

26 Schedule room(s) for training 1 day May 5, 2017 8:00 AM May 5, 2017 5:00 PM

27 Complete in-person training 20 days May 8, 2017 8:00 AM June 2, 2017 5:00 PM

28 INTEGRATED/BRANDED INSTANCE 40 days May 11, 2017 8:00 AM July 5, 2017 5:00 PM

29 Established production instance 5 days May 11, 2017 8:00 AM May 17, 2017 5:00 PM


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30 Data Security Review 1 day May 11, 2017 8:00 AM May 11, 2017 5:00 PM

31

Meet with Communications for Mines Branding 1 day May 18, 2017 8:00 AM May 18, 2017 5:00 PM

32 Single Sign-on work 5 days May 11, 2017 8:00 AM May 17, 2017 5:00 PM

33 Configure instance as needed 5 days May 18, 2017 8:00 AM May 24, 2017 5:00 PM

34 Integrate with Banner 15 days May 18, 2017 8:00 AM June 7, 2017 5:00 PM

35 CCIT testing 10 days June 8, 2017 8:00 AM June 21, 2017 5:00 PM

36 UAT Testing 10 days June 22, 2017 8:00 AM July 5, 2017 5:00 PM

37 Integrated/branded instance released 0 days July 5, 2017 5:00 PM July 5, 2017 5:00 PM

38 CONVERTED MATERIALS 25 days July 6, 2017 8:00 AM August 9, 2017 5:00 PM

39 Identify what files to convert 10 days July 6, 2017 8:00 AM July 19, 2017 5:00 PM

40 Convert/upload identified files 5 days July 20, 2017 8:00 AM July 26, 2017 5:00 PM

41 Validate converted files 10 days July 27, 2017 8:00 AM August 9, 2017 5:00 PM

42 TRAINING USERS 22 days? July 6, 2017 8:00 AM August 4, 2017 5:00 PM

43 Communicate about training availability 1 day July 6, 2017 8:00 AM July 6, 2017 5:00 PM

44 Training, both on-line and in-person available 0 days July 6, 2017 5:00 PM July 6, 2017 5:00 PM

45 Make on-line training available, if used 1 day July 7, 2017 8:00 AM July 7, 2017 5:00 PM

46 Schedule in-person classes 1 day? July 7, 2017 8:00 AM July 7, 2017 5:00 PM

47 Schedule room(s) for training 1 day? July 7, 2017 8:00 AM July 7, 2017 5:00 PM

48 Complete in-person training 20 days July 10, 2017 8:00 AM August 4, 2017 5:00 PM

49 Faculty (5) and Student (5) testing 14 days

Friday, September 15, 2017 Sunday, October 01, 2017

50 Communicate about implementation 60 days

Sunday, October 15, 2017 Monday, January 15, 2018

51 Close project 5 days Tuesday, January 10, 2017 January 15, 2018

52 Lessons Learned (gather info ongoing) 1 day February 1, 2018 February 1, 2018


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5.2 Change Request Form

Project Change Request AIM Implementation

Change Request Number:

Requested by: Request Date:

Requested Implementation:

Description of Change

Expected Benefits/Why the Change is Needed

Impact if Change is Not Made/Alternatives

Impact on Project

Actual time to complete change: (expressed in work days)

Effect on project schedule: (expressed in days)

Time required completing analysis of Change Request:

Approvals

Approved Rejected Deferred

Date: Customer: _________________________________

Date: CCIT:

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