Implementation Phase – Producing, Testing, and Training Deliverables

All deliverables or work products completed in this phase were initiated in the previous phases. How well they are built is determined by the thoroughness, completeness, accuracy, and correctness of each artifact completed during phases leading up to the Implementation Phase.

Automation project artifacts developed as outputs of the Implementation Phase involve the construction and testing of coding scripts for executing, monitoring, and tracking of automated electronic data entry forms based on the input products generated during the requirements, analysis and design phases. Re-design project artifacts involve documentation of activities supporting automation products, socializing and training new and modified process activities, and developing and/or integrating tools that will help determine the success of the re-designed process and its implementation.

Typically, "Quick Win" automation products are designed to be delivered and implemented before Re-Design project products. Subsequently, less effort is needed to develop products in the Re-Design project. For example, the Process Documentation Manual (PDM) containing both automation sub-processes and supporting process activities is normally compiled during a Re-Design project and serves as the primary reference document for details about all process activities. During the Re-Design Implementation phase the PDM is easily and quickly converted to training materials with the addition of quizzes, tests, and interactive practice sessions. Also, the Change Management Plan (CMP) is another key document initiated during the Automation project and completed during Re-Design that becomes a compendium of information about all process activities.

It is assumed that artifacts produced and delivered during the Implementation Phase will be baselined. Any change requests must be submitted and reviewed by a Process Change Control Board that will perform impact analysis and approve proposed changes.

The following artifact lists identify Automation and Re-Design project artifacts produced during the Implementation Phase of each project. When the Automation and Re-Design projects overlap, the Re-Design project is in the Analysis phase while the Automation project is in the Implementation Phase; this strategy ensures that key Automation project sub-processes are fully developed and that all of the supporting activities included by new and modified processes to be covered in the Re-Design project have been identified. See the Analysis information in this series for descriptions of artifacts produced in the Re-Design project Analysis Phase.

Automation "Quick Win" Project Artifacts for Implementation Phase

CMP (Limited)

Update the CMP with information for implementing automated forms, automated routing and tracking, and portal upgrades. Update test results, identify and document risks, and modify or add to other CPM subsections as needed to reflect changes resulting from Implementation Phase activities.

Test Plans/Results

Integration and Testing (I & T) is the name of some software development groups because I & T is an iterative activity between uploading code to a system and testing the software integrity with that system. The growth of automation projects is a function of the number of automated sub-processes that must function together as a business package; testing the integrity of business package functions is a critical aspect of implementation. Adequate testing will reduce the number of Help Desk calls and the amount of time and resources needed to maintain the automated solution.

IT Implementation Automated Forms Routing/Tracking Portal Upgrades

Create automated electronic forms using MS InfoPath, Captaris, Captiva, IBM Rational System Architect, or Autonomy Cardiff Teleform to name a few of the available products. Create tracking and routing scripts for inclusion into the electronic data entry form. Create portal pages to access document libraries as well as for routing the completion status of each form. Compare IT implementations with the Requirements Traceability Verification Matrix (RTVM) to check for missing functionality. Provide tested artifacts to user(s) for acceptance testing using pilot testing protocols.

"To-Be" Work flows

Feedback on "To-Be" work flows that was received from the customer late in the Automation project Design Phase is integrated into the work flows early in the Implementation Phase. Up-to-date "To-Be" process maps are what the software engineers follow to implement and integrate the automation solution with the rest of the system. Compare with the RTVM to identify missing functionality.

Training Materials

Schedule time for field-testing (pilot testing) training materials with a few users before disseminating them to a wider training audience. Plan for making a 5-10% change in the materials before printing a final version of the training materials. Compare the materials with the RTVM to identify missing functionality.

Re-design Project Artifacts for Implementation Phase

CMP (Full)

A fully updated CMP provides a strong administrative resource for follow-on work with the target process or related processes. The CMP will also provide a source of information for determining the amount of time and required resource availability to execute a similar solution in the future.

To-Be Work flows/ Process Documentation Manual

"To-Be" work flows are integrated into the Process Documentation Manual (PDM). The manual includes process details and serves as the primary operating and training reference. Implementation of the manual will be tested along with the training manual at the end of the Automation project Implementation Phase.

Training Materials

A separate training document based on the PDM should be developed that contains self-study and instructor-led exercises, quizzes, tests, and performance objectives.

Be sure to visit my blog on Business Process Management for more information, references, products, and solutions supporting BPM.