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Karen Lassus writes on her experience with CDOT
HKA utilizes various tools to manage their implementations. The majority of HKA’s PMWeb clients will be familiar with Trello, which HKA utilizes for tracking task management and technical tickets. However, HKA has also utilized PMWeb records to capture information related to the client’s implementation. Most commonly a PMWeb Implementation project is created and the Schedule is uploaded to provide the implementation team the proposed schedule and sequence of activities prior to actual discovery and spring planning. Other records may also be used on client request such as Action Items and Meeting Minutes.
Some clients opt to “use PMWeb to implement PMWeb” through use of a Form Builder record. The clients support the idea of having a record in their system which memorializes the work performed on for their software implementation and many times this becomes the first project in their system. One such client is the Colorado Department of Transportation (CDOT).
The client example highlighted in this article is a Form Builder form titled Configuration Framework. CDOT’s record contains
tabs related to implementation components: requirements, assignments, discovery, configuration, testing, training, and release with defined tables determining the data to be captured as part of the project’s documentation requirements. For other clients the form and its supporting tables can be adjusted to be more or less granular as needed. The Details tab, as shown below, captures the record’s description and purpose and corresponding benefits.
It documents high level scope and conceptual requirements and assignments for the client’s implementation team. If this particular record is associated with another closely related record (such as Submittal Items and Submittal Sets), those are documented as many of the same requirements will apply and Subject Matter Experts (SMEs) will likely be the same.
The record attachments include discovery and configuration related documents including concept diagrams, session notes, configuration mock-up graphics, test scripts, training material or other relevant data. Information includes basic data on which PMWeb record was configured to meet relevant scope requirements. Other metadata deemed beneficial can be added such as this record’s priority, it’s value to the organization or it’s anticipated level of effort.
Within the Discovery Details tab tables include standard questions on record type, retention requirements, inputs, outputs, etc. that are typically discussed in all discovery sessions. An additional table exists for capture of non-standard discovery items identified which are not part of the standard list.
In addition, known security groups are documented at the time of record configuration identifying what level of access for the form they will have.
Release Checklist(s): The checklist table would be considered an internal list used by the administrators as a second quality control check prior to release. Target release dates are helpful and can be utilized in reporting so end users can anticipate when features will become available to them.
Finally, depending on the sprint and release cycle approved by the client, workflow may be applied to the configuration record to allow for stakeholders to review the documentation and authorize release and approval of the record. Workflow may start as early as the record’s initial discovery session or at sprint start with step approvals at completion of requirements compilation, acceptance criteria, configuration, testing and training. It also serves as an official turnover of that record type upon release so that there is common agreement of acceptance.
Because this is a Form Builder form, it can be modified to client requirements and nomenclature to contain the information important for that implementation. The contents and process are individualized to the client, allowing the project team to use PMWeb to Implement PMWeb. The possibilities for use of PMWeb just keep growing.