Purpose

IDM Product Implementation Process is a methodology for IDM implementations within an Enterprise or an organization. It guides the management of IDM implementation consistently and reliably. It is built using Sath's Project Management Methodology Guidelines (PMMG) and has been adapted from the Project Management Institute's Project Management Body of Knowledge (PMBOK) guide and is developed and maintained as part of the Sath PMO Office.

Methodology Overview

Project Management Methodology Guidelines (PMMG) are divided into project phases collectively known as the project life cycle. The various phases are shown in the project life cycle diagram.



The IDM Product Implementation Process methodology uses the PMMG phases and its PMMG core processes summarized below with details in the process flow chart section.


Table 1.1 PMMG Map

ID

PMMG Phases

PMMG Core  Process

IDM Product Implementation Process

1

Project Initiation

Request and authorization.

Initiation Process includes a checklist to ensure Product license and service contract (if required by client) are in place and defined.

2

Project Planning

Project planning process

The planning process includes a checklist for self implementation of IDM or utilize Sath consulting services Product Implementation best practice processes  for quick and speedy install, setup and configuration.

3

Project Execution, monitoring and control

Executing, Monitoring and Control Process  including project progress reporting and issue resolution process. Project change control process.

Execution/ monitoring and control process includes checklist for IDM self  implementation execution and also Sath consulting services Product implementation.


4

Project Closing

Post project review and audit and metrics reporting process

Closing Process includes a checklist for Self implementation.

Core  Process

The following provides a brief definition of each of the IDM Product implementation core processes.

1. Initiation Process

  1. Evaluate the business opportunity for follow-up with the client.  
  2. Meet with client to identify key stakeholders, assess need and analyze high-level requirements for implementation.
  3. Define the scope of the implementation based on organizational need and stakeholder expectation.
  4. Identify and document high-level risks, assumptions, and constraints using historical data and expert judgment. Estimate time, effort, resource requirements, and deliverables.
  5. Develop Statement of Work (SOW) that defines the scope of work involved including -
    1. Key milestones
    2. Deliverables
    3. $ cost
    4. Roadmap - timeline and due dates
    5. Risks
    6. Issues
    7. Assumptions
    8. Constraints
  6. Review SOW with key stakeholders and obtain approvals.
  7. Develop Implemenation charter to officially execute the implementation and employ organizational funds and resources to make the implementation successful.

Templates:

IDM Implementation Initiation Checklist


Initiation Checklist

Deliverables

References

IDM Product:

Purchase License for IDMPurchase Receipt
  • Product download
Link to product download site
  • License Key
Notification sent to Purchaser with License key information
  • Implementation Guide
Link to IDM Implementation Guide
  • Product Guide
Link to IDM Product Guide
Client Stakeholder NotificationProduct Purchase and Implementation Roadmap
Sath Consulting Services:

  • Client Need Assessment

High level Objectives

Refer Template(s)

This will include clear identification of which IDM features the client is looking to implement in the first 3 to 6 months.

  • Contract / Statement of Work
SOW
  • Build Road map
Road map
  • Schedule
Road map with timelines and due dates (high level)
Identification of key stakeholders and client structure.Stakeholder Map/ Table

Process Flow Chart

2. Planning Process

  1. Implementation lead to review Implementation Charter with key implementation team members with defined roles and responsibilities to create the implementation organization structure.
  2. Develop a clear plan of communication.
  3. Create the work breakdown structure (WBS) with the team to develop the work plan, activities and task list, schedule, milestone and deliverables, resources, cost, quality, and change management plans.
  4. Identify risks to define risk strategies and develop the risk management plan.
  5. Conduct a kick-off meeting with all key stakeholders to review implementation goals, constraints, risks and assumptions, work plan, milestones, verify deliverables' and obtain approval from the stakeholders.
  6. Develop the change management plan to define how changes will be handled to manage any change in requirements.

Templates: 

  • Change Request (part of SOW - addendum)
  • Change Request Template
  • Risk Register Template
  • Project Plan Template
  • Status Report
  • Communication Plan
  • Change Management Plan.

IDM Implementation Planning Checklist

Planning Checklist

Deliverables

References

Follow Client Change Management and specific  Implementation Processes in place
Client Program, Policy & Processes
Self Implementation Planning:

List :

  • User Trusted Source
  • Directory Services
  • Other Applications ( birthright and BU specific)
  • Environment specific information
  • IDM Server information
  • SME(s) as required for application(s), server(s) and environment(s).

Understanding and review of product specific setup requirements on premise and in cloud.

Spreadsheet with Environment, Server, Application and configuration information.


Product & Implementation Guides
Conduct IDM Getting Started Meeting

This is a hand-off meeting to the client.

  • Share Installation, Setup and Implementation Guides.
  • Answer any questions they might have.
  • Discuss IDM implementation best practices and recommendations.
  • Share the quick implementation steps
  • Provide information on how to contact or where to go get Sath Support.

Tailor the hand-off based on what the client needs are.

Input: IDM Getting Started Page/Links/Checklist

Output: Successful Handoff completion email sent to Client.

Sath Consulting Services Implementation: ( Recommended industry best practices)
Implementation CharterImplementation CharterRefer Template(s)
Schedule and Work planImplementation Work plan
Change Management Plan

CR Addendum, CR Form , CR Tracker , CR Impact Form


Risk Management PlanRisk Register
Communication PlanStatus Report , Financial reporting

IDM Business Process 

Conduct IDM Process Workshop to discuss the IDM business processes, document how these are happening today in the client environment, and how they will be implemented.

Prioritize which business processes will be implemented in which order.


Process Flow Chart


 

3. Executing Monitoring and Control Process

  1. The work plan is approved and the implementation kickoff meeting is scheduled.
  2. Monitor and control activities by tracking work progress and implementation changes. Change requests go through Change request review and approval by an advisory board as determined by the client. The schedule is changed to account for changes and the work plan is updated accordingly. Implement approved changes.
  3. Regular communication of implementation progress and changes  with stakeholders to ensure common understanding and set expectations for stakeholder and team member alignment
  4. Proactive management of resource allocation - Ensure appropriate resources and tools are assigned to the tasks according to the work plan.
  5. Execution of tasks defined in the work plan in order to achieve implementation goals and objectives. Deliver solution in lower and higher environments -
    1. Requirement documentation.
    2. Architecture and Design.
    3. Installation & Configuration
    4. Application On boarding, Integration, and Reconciliation.
    5. Testing- Utilize the testing templates as a baseline to do system testing, integration testing, User Acceptance Testing
    6. Quality Assurance - Follow the quality management plan to ensure that work is being performed according to required quality standards.
    7. Deployment Planning and Production Deployment
    8. Training
    9. Support transition
  6. Improve team performance by building team cohesiveness, leading, mentoring, training, and motivating in order to facilitate cooperation, ensure project efficiency and boost morale.
  7. Measure implementation performance using appropriate tools and techniques. Verify and manage changes to the project scope, project schedule and project costs as defined in the change management plan. Monitor the status of all identified risks, identify any new risks, take corrective actions and update the risk register and response plan.
  8. Ensure the deliverables conform to quality standards established in the quality management plan.

Templates:

  • Business Process Template
  • Business Requirements
  • Design Documentation
  • Testing Templates
  • Quality Management Plan
  • Deployment Planning & Readiness.
  • Go-No-Go checklist.
  • Operational Readiness Checklist
  • Project Performance Monitoring tools.




IDM Execution and Monitoring Checklist:

Execution Checklist

Deliverables


References

Follow Client Change Management and specific Implementation Processes in place
Client Program, Policy & Processes
Self Implementation Execution:

Obtain Environment Access and determine server for install/implementation
Utilize the Implementation Guide and Product Guide to develop an approach for self implementation of IDM.
Installation and Setup (registration) of IDM

Configuration of  IDM per Design & Architecture in Lower Environment.

Execution of quick implementation steps:

  • Inviting other users to IDM as IDM Admins
  • Manual load of User data or
  • On boarding first connected target system (for User data)
  • On-boarding second connected system (system used for birthright provisioning and de provisioning of access)
  • On-boarding birthright systems (Productivity Systems such as G Suite, Exchange etc)


System Testing

Integration Testing



UAT (User Acceptance Testing)

Plan Phased Application Rollout to end-users

Training of Client end-users

 Product Support  & Help desk to support product issues

Sath Consulting Services Implementation: ( Recommended industry best practices)

Sath Consulting Services will provide the following implementation  services:

  • Execution of Work plan
  • Monitor Progress of Work plan
  • Monitor and Control Change Requests (CR)
  • Status Reporting
  • Business Process and Requirement Gathering sessions
  • Design and Architecture Sessions
  • Testing Documentation and Reports
  • Deployment Plan &  Rollout
  • Operational Readiness
  • On a per client basis in case there is specific business need that will require customization to be done by Sath Consulting Team.
  • Provide Training to client and transition support of the product
  • Schedule/ Work plan (updated) from CR log..
  • Change Request  Form,   Tracker (CR log),  CR form with updated Impact ($, Scope, Schedule)
  • Recurring Status Reports
  • Recurring Financials Report
  • Business Requirements document
  • System Architecture and Design Document

  • Test Plans

  • Performance Testing

  • Deployment Plan

  • Go No Go Checklist

  • Operational Readiness Checklist

  • Custom Software Code
  • Additional training and support documentation
Refer Template(s)

Process Flow Chart

4. Closing Process:

  1. Formalize and obtain final acceptance for all deliverables as approved by the client.
  2. Conduct post-implementation meeting.
  3. Identify, document and communicate lessons learned.
  4. Archive and retain implementation records, historical information and documents (e.g., project schedule, project plan, lessons learned, surveys, risk and issues logs, etc.) in order to retain organizational knowledge, comply with statutory requirements, and ensure availability of data for potential use in future implemenattions and internal/external audits.
  5. Obtain financial, legal and administrative project closure (e.g., final payments, warranties, contract signoff). Conduct project AUDIT to ensure that all accounting obligations have been met
  6. Release all implementation resources and provide performance feedback.
  7. Create and distribute the final implemenation report.
  8. Measure customer satisfaction at the end of the project.

Templates:

  1. Complete Training and Support Transition
  2. Lessons Learnt
  3. Project Closure document

IDM Closing Checklist:

Closing Checklist

Deliverables

References

Follow Client Change Management and specific Implementation Processes in place
Client Program, Policy & Processes
Self Implementation :

Communication of Go Live and details regarding product documentation and support for end-users.

Client Stakeholder Notification regarding completion and status.



Ongoing Monitoring  and support of IDM product

Sath Consulting Services Implementation: ( Recommended industry best practices)

Conducting Lessons Learned

Client Feedback and Sath resource feedback.

Refer templates(s)

Formal Project closure

  • Acceptance of deliverables
  • Financial obligation
  • Release of resources
Refer templates(s)

Process Flow Chart

Project Role and Responsibility Matrix

Role

Project Role

Responsibility

Authority

Accountability

PMO

NA

Creates a project list, plans, prioritizes and assigns projects to project managers. Creates standardized documents to be used for all projects.

Maintains the project list showing the status of work-in-progress

Reassigns projects-in-progress to other project managers on as-needed basis

Sath PM

Project Lead

Project Managers

Project Lead

Understands the proper and effective use of the PMMG tools and applies them to manage assigned projects. Primary point of contact and central authority in charge of process, progress, and performance of the project. Responsible for ensuring that client expectations and project deliverables are met. Create project plan in JIRA after SOW is signed.

Provides leadership and direction to the project team.

Requests approval of scope changes and administrative / technical direction that affect project deliverable and time

Team MembersTeam Members

Participate in Project planning meetings and provide activities and tasks for work breakdown and provide estimates. Create or provide inputs into various Project implementation deliverables. Completes assigned work in a timely manner. Attend project resource and progress calls/meetings and provide accurate progress of tasks.

Report status of work assigned to a predetermined schedule

Request clarification of work assignment requirements. Request assistance to complete tasks.

Client StakeholdersClientThe client is the party for which the project effort has been undertaken and are  project sponsors, subject matter experts, end-users essentially all the stakeholders. They are responsible for providing business needs, sign-off and approvals for various deliverables during the project life-cycle , user acceptance testing and final acceptance for project closeout.Project sponsors have the final decision-making authority regarding all aspects of the project. The SME's have authority over the client environment, business requirements, technical design, and architecture and ultimate acceptance of the implementation