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Jama Connect Deployment: Preparing for a Successful Rollout

By Zeb Geary posted 05-18-2021 13:37


Welcome to Jama Software, and congratulations on your investment in modern requirements management! Now is the time to focus on getting your teams up and running, and using Jama Connect to its full potential. Jama Software onboarding experts have come up with key activities to start thinking through while you kick off your deployment. While all are worth considering, the level of depth necessary will depend on the size of your deployment.

1. Outcomes: Identify and document the key business outcomes you plan to achieve by using the Jama Connect. Include key challenges and known opportunities for improvement. Ensure outcomes and challenges are concrete, measurable, and meaningful. Consider documenting gaining agreement on the following:
      • Current Challenges and the Negative Consequences of those challenges
      • Future State (Goals) and the Positive Business Outcomes when those goals are achieved
      • Key Capabilities that are required to unlock those Positive Business Outcomes
      • Metrics that would indicate achievement or progress towards your Goals

2. People, Process, Data: Keep in mind that Jama Connect is a solution supporting, enabling, and streamlining your process - but there must be a process! Consider the current process (even if loosely defined) and the desired, future process that Jama Connect will enable. Document near-term changes and identify all the people and teams throughout the process who will be engaging with Jama Connect. Consider the expanded stakeholders, including customers and teams charged with business strategy, planning, development, test, and go-to-market activities.

3. Decision-Making: Identify and capture who should be involved in informing and making decisions about the approach and design for using Jama Connect.

Decisions include things like:

      • How do you change how your teams communicate digitally— is it via formal review and approval? Or informal feedback?
      • How will you change existing processes to incorporate new capabilities offered by Jama Connect?
      • How will you come up with naming standards?
      • What data should or shouldn’t be synced with integrated systems?
      • How do we organize and structure information in Jama Connect?

Consider the following roles (note that some people may take on multiple roles):

Roles Responsibilities
Implementation Lead The Implementation Project Lead is responsible for the day-to-day management of the overall deployment of Jama Connect within the organization. This individual should understand your internal processes and be a strong supporter of incorporating Jama Connect 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.
Sponsor The Business/Executive Sponsor is accountable for the success of Jama Connect 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.
Subject Matter Experts In addition to the Project Lead, the Subject Matter Experts (SMEs) will define how Jama Connect will be used in your organization. SMEs are 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 Jama Connect. These team members should be able to dedicate time to the effort and have the support of their management team, especially in the early phase of deployment.
Jama Connect Administrator The Jama Connect Administrator (preferably more than one) is responsible for learning how to configure your instance of Jama Connect using the administrative functions and will be responsible for ongoing configuration and administration of Jama Connect. They 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. This role does not need to be technical - all administration happens within the Jama Connect user interface. Often, it is helpful for the Administrator to be close to the business process to understand how changes to Jama configuration will impact processes.
Integration Hub Administrator If integrating Jama Connect with another tool using a 3rd-party integration solution, the Integration Hub Administrator manages the configuration of the integration tool.
Administrator for Integrated System If integrating Jama Connect with another tool, the Integrated System Administrator will be responsible for understanding the impact of configuration requests supporting the integration and can implement the configuration request.
IT/System Administrator For organizations installing Jama Connect in a self-hosted environment (i.e., not Cloud-hosted by Jama Software), the IT/System Administrator(s) are responsible for the initial installation, system setup, and ongoing system administration of Jama Connect.

4. Impact: How will introducing Jama Connect to your users impact their day-to-day work? Be prepared to explain the benefits of Jama Connect - how it will better workflows and how it will support corporate objectives. Consider a change management approach to communicating change early, gaining buy-in, and enabling success at the individual user level. Tie that success to the success of the organization, as identified by Positive Business Outcomes.

5. Project Plan: Your rollout plan should outline your desired deployment approach, identify initial projects to start with, and set forth a high-level timeline. Obtain preliminary resource commitment and buy-in. Consider a project plan like the one in the document library for the management of Jama Connect deployment activities.

6. Communication: Think through how you are going to generate excitement for Jama Connect and show progress. Make sure to give people context for why this is important, along with the what and the when. Your plan should capture how you’ll communicate with different teams and stakeholders in the organization.

7. Training: Determine the way your organization learns best and incorporates tools into their work (e.g., classroom or self-paced, formal or informal, third-party trainer?). Establish a process and resources to onboard new users. Figure out how much training users need, by role, to become proficient using Jama Connect. Consider the educational material provided by Jama Software, and how this can supplement your own training materials.

8. Support: You will likely get questions from users about using Jama Connect. You will also be handling administrative tasks such as managing users and permissions. Understand how technical issues will route to Jama Software’s Support team. Jama Software’s Community is another useful resource for information and assistance — make sure your users are aware of it.

9. System*: Ensure you have aligned the environment, resources, and system settings for operating Jama Connect with your expected usage. Determine how you will manage updates to the software over time and maintain the database, servers, and services. If you are looking to integrate Jama Connect with other systems, ensure you have access to administrators for those systems.
*specific to Jama Connect self-hosted customers