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[ARCHIVED] Planning your Jama Software Services Engagement

By Erin Wilson posted 01-11-2017 21:08


If your organization has recently made the decision to implement Jama, or if your team is interested in learning more about Jama Software implementation services, this article will provide you with an overview of the Jama Software Services Engagement methodology, sample Engagement and Project Plans, and an overview of project roles, activities and responsibilities. 

Example Engagement Plan

The Jama Software Services framework, the phases of which are shown below, begins with the first step of the Alignment phase: Planning. The output of Planning is a completed Engagement Plan that outlines a strategy for organizing your team through the phases of your initial rollout of Jama Software including identifying a team roster, communication plan, milestones, high level training plan and deployment plan.

Services Engagement Phases
Download an Example Engagement Plan.

Example Project Plan

Along with the creation of the Engagement Plan, Jama Software has identified several other milestones that are important for successful implementations. They are outlined in this example Project Plan, along with typical tasks and timing that are critical to your initial rollout of Jama Software in your organization. This is intended to give you a starting point to build from or integrate into a broader Project Plan.

Example Project Plan
Download the Project Plan Template.

Project Resources: Roles & Responsibilities

The Project Plan Template also includes resources that are critical to your initial rollout of Jama Software in the column titled "Owner." The definition of each role is defined below.

Business/Executive Sponsor

The Business/Executive Sponsor is accountable for the success of Jama Software within the organization and has authority to implement recommended process changes that may arise during this project. The primary role of the Business/Executive Sponsor is to ensure that the implementation and deployment of Jama aligns with the organization’s strategic goals and business objectives. If needed, the Business/Executive Sponsor may serve as a point of contact beyond the Implementation Project Lead. 

Implementation Project Lead

The Implementation Project Lead is the primary point of contact for the customer team and is responsible for the day-to-day management of the overall deployment of the Jama Software solution within the organization. This individual should understand your internal processes and be a strong supporter of incorporating Jama Software into these processes. Responsibilities include: coordinating resources; scheduling and presiding over meetings; communicating and facilitating decisions; and informing Jama Software of issues or concerns. The Implementation Lead should have the authority to make project-level decisions. 

Core Implementation Team

In addition to the Project Lead, the Core Implementation Team will work with your Jama Software Consultant to define how Jama Software  will be used in your organization. The Core Team should comprise those individuals in your Organization who understand the overall processes and goals for implementation while serving as empowered representatives of the different teams that will use the tool. These team members should be able to dedicate approximately six to eight hours per week during the implementation to participate in project activities such as Discovery, Design and Configuration, and Jama Software training, as well as participate in the implementation of initial project(s).

Change Manager

The Change Manager role may be performed either by the Sponsor or the Implementation Lead and is vital to the success of Jama Software at your organization. This person works alongside the Core Implementation Team to encourage their involvement in the Jama Software solution and to troubleshoot concerns. The Change Manager communicates regularly across the organization to build Jama Software knowledge and works to allay concerns and/or issues inherent in change. Prior to rolling out Jama Software, the Change Manager is responsible for identifying and coaching team leaders and champions of Jama within your organization. 

Jama Software Administrator

The Jama Software Administrator is responsible for learning how to configure your instance of Jama Software using the administrative functions and will be responsible for ongoing configuration and administration of Jama Software. This person will become a super-user within the organization who will be able to support other users, understand the impact of modifications to the system configuration, and implement configuration changes as appropriate. The Jama Software Administrator will be heavily involved in the initial implementation and instrumental in governing configuration change management over time. Note: This person may also be your Implementation Project Lead.

IT/System Administrator(s)

For Organizations installing the self-hosted version of Jama Software (i.e., they are not using the Cloud version of Jama Connect), the IT/System Administrator(s) are responsible for the initial installation and setup of Jama Software within the client’s production environment including database, server and application configuration. Additionally, this person is responsible for ongoing system administration including XML back-ups, indexing, upgrading, permissions, etc. For Jama Software Cloud customers, this role may be limited to user management. When applicable, the IT/System Administrator(s) are responsible for provisioning and configuring the Integration Hub server.

Download the pdf version of Customer Roles & Responsibilities.

#bestpractices #administration #implementation