1.1.

PREPARE FOR FINAL CUTOVER

1.1.1. Introduction
The purpose of this activity is to ensure all organisational, environmental and technical prerequisites
for the final cutover of the system are identified and completed.

1.1.2. Entry Criteria

The Prepare for Cutover activity commences simultaneously with the completion of the Volume Test
Planning for a release.

1.1.3. Responsibility
This activity is the responsibility of the Project Manager.

1.1.4. Work Breakdown Structure

The Work Breakdown Structure for Prepare for Installation is as follows:
Preparation;
Establish Installation Organisation and Methods;
Conduct Installation Briefings;
Port Application Software;
Establish Technical Environment;
Establish Working Environment;
Develop Cutover Plan;
Finalise Installation Plan;
Quality Assurance; and
Quality Control.

1.1.5. Deliverables
The deliverables from the Prepare for Final Cutover activity are:
Established Organisational, Technical and Working Environments;
Reviewed Cutover Plan;
Handover Form signed by TechnologyOne; and
Acceptance Form signed by the client.

1.1.6. Step Description

Preparation
The objective of this step is to ensure a smooth cutover to TechnologyOne Student Management.
Establish Installation Organisation and Methods
Determine and establish the organisation and methods required to support the cutover and on-going
maintenance of the system.
Organisational units to be established may include:
Systems and installation support team;
User installation team;
Systems maintenance team;
 Operations support staff; and
User operations staff.
Methods for installation support to be evaluated may include:
Sitting development staff within user locations;
Help desk;
Trained user support;
Electronic mail facilities; and
Fall Back Strategy.
Consideration will be given to the tasks involved in Establish Technical Environment (refer below).
Conduct Installation Briefings
Conduct a series of briefings to ensure all affected organisational units are familiar with their roles and
responsibilities within the installation process.
Port Application Software
The software is ported to the production environment with strict configuration management control
required.
Installation scripts are prepared by Technical Support to provide a standard installation method for
each release of the software.
Establish Technical Environment
Ensure that all aspects of the production environment is installed and commissioned ready for the
installation of the applications software. Factors to be considered should include:
Systems Software
operating systems;
database management system/physical database design; and
network software.
Hardware
central/local processors;
peripherals storage devices (disks, tapes, mass storage);
network controllers;
power, cables, air-conditioning; and
local workstations/terminals/printers.
Media
disks; and
tapes.
Environmental
production environment;
software libraries (source, object and load);
development and testing environments preferably separate;
test databases;
compilation and linkage procedures; and
change control and release procedures.
 Operations Support
Backup/Restore procedures;
Restart/recovery procedures;
Help Desk procedures;
Support procedures;
Network procedures; and
Disaster Recovery Procedures.
Establish Working Environment
Ensure that all aspects of the working environment required for the operation of the system have been
established. Factors to be considered should include:
Implementing any organisational changes defined in the user procedures;
Distribution of user documentation;
Distribution of operations documentation;
Acquisition of pre-printed source documents and stationery;
Implementation of new user procedures;
Building construction/alteration; and
Furniture acquisition/removal.
Finalise Installation Plan
Review the installation plan and make any changes required as a result of establishing the installation
organisational, technical and working environments.
Quality Assurance
The objective of this step is to undertake the following quality assurance tasks:
Walkthroughs; and
Inspections.
Quality Control
The objective of this step is to undertake the following Quality Control tasks:
Document preparation review; and
Final QA inspection of the activity.
1.2. FINAL INSTALL AND HANDOVER
1.2.1. Introduction
The purpose of this activity is to install the applications software, initially or for a release, into the
training and production environments for the purpose of:
Site Acceptance Testing;
Volume Testing; and
Commissioning.
The system is installed into the production environment but cannot go into live operation until System
Acceptance is achieved.
For an initial implementation, this step may not be necessary, depending on the client environment.

1.2.2. Entry Criteria

Preparations for Final Cutover must be complete.

1.2.3. Responsibility
This activity is the responsibility of the Client Technical Support Team.

1.2.4. Work Breakdown Structure

The Work Breakdown Structure for Final Install and Handover includes the following steps:
Preparation;
Final Install and Handover;
Quality Assurance; and
Quality Control.

1.2.5. Deliverables
The deliverables from the Final Install and Handover activity are:
Final Install Application Software ready for Data Takeup and Final System Acceptance;
Handover Form signed by TechnologyOne; and
Acceptance Form for the installation signed by the client.

1.2.6. Step Description

Preparation
The objective of this step is to ensure effective utilisation of resources.
Final Install and Handover
The objective of this step is to transfer the application software modules from the development
environment into the production environment for Data Conversion and Commissioning.
Quality Assurance
The objective of this step is to undertake the following Quality Assurance tasks:
Walkthroughs; and
Inspections.
In addition a specialist document consultant may review the Activity Plan and Project Initiation
documents as they are produced.
Quality Control
The objective of this step is to undertake the following Quality Control tasks:
Document preparation review; and
Final QA inspection of the activity.
1.3. SITE ACCEPTANCE TESTING
1.3.1. Introduction
The purpose of this activity is to allow each site to Acceptance Test the software.
This process is typically left to each site to coordinate. It allows firstly, for site specific conditions that
may affect the software to be identified and if necessary, corrected.
More importantly, it provides each site with the opportunity to become comfortable with the new
system, and new work organisation and to "buy in". Prior to going live areas of deficiency in the
software, or concerns, can be raised by the site and agreement reached to resolve problems in a pro-
active fashion.

1.3.2. Entry Criteria

This Site Acceptance Testing activity commences on completion of the Train End Users activity and
Install and Handover activity for the site and is conducted for each site at which a release is installed.

1.3.3. Responsibility
This activity is the responsibility of the local site users under the control of the User Implementation
Team.

1.3.4. Work Breakdown Structure

The Work Breakdown Structure for Site Acceptance Testing includes the following steps:
Preparation;
Finalise Site Acceptance Testing;
Site Acceptance Testing;
Quality Assurance; and
Quality Control.

1.3.5. Deliverables
The deliverables from the Module Site Acceptance activity may include:
Acceptance Test Results (required);
Revised User Training Program;
Revised User Procedures Guide;
Revised Operations Guide;
Quality Improvement Requests;
Handover Form signed by TechnologyOne (required); and
Acceptance Form signed by the client (required).

1.3.6. Step Descriptions

Preparation
The objective of this step is to ensure effective utilisation of resources.
Finalise Site Acceptance
The objective of this step is to establish that the system meets the business needs of the site where
these needs may differ from site to site.
Site Acceptance Testing
The planned Acceptance Tests are carried out by the site using the defined user and operation
procedures in as realistic an environment as possible.
The QIS system is used by the User Implementation Team to record and consolidate requests for
change from the sites prior to submission for review.
Quality Assurance
The objective of this step is to undertake the following Quality Assurance tasks:
Walkthroughs; and
Inspections.
In addition a specialist document consultant may review the documents as they are produced.
Quality Control
The objective of this step is to undertake the following Quality Control tasks:
Document preparation review; and
Final QA inspection of the activity.
1.4. POST IMPLEMENTATION REVIEW
1.4.1. Introduction
The purpose of this activity is to examine the performance of the new system against the objectives
planned and to identify and capture metrics and factors that will improve the development process.
This includes activities such as change management effectiveness.

1.4.2. Entry Criteria

This activity occurs some months after Commissioning.

1.4.3. Responsibility
This is the responsibility of the Consulting Team.

1.4.4. Work Breakdown Structure

The Work Breakdown Structure for Post Installation Review includes the following steps:
Preparation;
Post Installation Review;
Debrief Project Staff;
Analyse system performance;
Analyse development approach;
Quality Assurance; and
Quality Control.

1.4.5. Deliverables
The deliverables from the Post Installation Review activity are:
Post Installation Review Report;
Updated Development Method;
Handover Form signed by TechnologyOne; and
Acceptance Form signed by the client.

1.4.6. Step Descriptions

Preparation
The objective of this step is to ensure effective utilisation of resources.
Post Installation Review
The objective of this step is to review the implementation, identifying areas of improvement and
change.
Debrief Project Staff
All members of the Project Team are briefed on the outcomes of the post installation review and
relieved of their project involvement.
Analyse System Performance
Once the system is implemented and running live a review of the system performance is done to
ensure all operational issues have been addressed.
Analyse Development Method
The Consulting Team is to analyse the whole development process for the implementation and
installation and make appropriate changes to the development method for future reference.
Quality Assurance
The objective of this step is to undertake the following Quality Assurance tasks:
Walkthroughs; and
Inspections.
In addition a specialist document consultant may review the Activity Plan and Project Initiation
documents as they are produced.
Quality Control
The objective of this step is to undertake the following Quality Control tasks:
Document preparation review; and
Final QA inspection of the activity.
1.5. SITE & VOLUME TESTING CORRECTIONS
1.5.1. Introduction
The purpose of this activity is to undertake corrections to the application necessary as a result of the
Site Acceptance Testing and Volume Testing.
Corrections may take the form of:
Application Software Corrections;
Configuration and Fine Tuning of Target Environment Parameters; and
Acquisition of Additional Hardware.

1.5.2. Entry Criteria

This activity is conducted during the Volume Testing and Site Acceptance Testing.

1.5.3. Responsibility
This activity is the responsibility of the User Implementation Team and the TechnologyOne Student
Management Research and Development Team.

1.5.4. Work Breakdown Structure

The Work Breakdown Structure is as follows:
Preparation;
Review Results of Volume Test and Site Acceptance Testing;
Analyse and Design Corrections;
Amend System and Retest;
Archive Test Results;
Quality Assurance; and
Quality Control.

1.5.5. Deliverables
The deliverables from these activities are:
Documented Test Results;
Handover Form signed by TechnologyOne; and
Acceptance Form signed by the client.

1.5.6. Step Descriptions

Preparation
The objective of this step is to ensure effective utilisation of resources.
Review Results of Volume Test and Site Acceptance Testing
The results of the Volume Testing and Site Acceptance Testing are reviewed to ensure expected
results were achieved.
Failed results are noted and marked for correction.
Analyse and Design Corrections
The purpose of this activity is to undertake the analysis and design of the corrections agreed upon
that are required for the software to satisfy the Acceptance Tests.
Programs, files, table definitions and controlling scripts are all specified to a level for the correction
construction to commence.
Amend System and Retest
This activity provides the opportunity for the developers to use the correction specifications to fix any
anomalies detected during the Acceptance Testing activity and test these amendments.
Archive Test Results
Test results are archived for future reference.
Quality Assurance
The objective of this step is to undertake the following Quality Assurance tasks:
Walkthroughs; and
Inspections.
In addition a specialist document consultant may review the documents as they are produced.
Quality Control
The objective of this step is to undertake the following Quality Control tasks:
Document preparation review; and
Final QA inspection of the activity.
1.6. COMMISSIONING
1.6.1. Introduction
The purpose of this activity is to put the system into live operation and handover control to the
operations department.

1.6.2. Entry Criteria

This activity occurs upon completion of each of the following activities:
Install and Handover;
Train Users;
Site Acceptance Testing;
Volume Testing; and
Data Takeup.

1.6.3. Responsibility
This activity is the responsibility of the User Implementation Team.

1.6.4. Work Breakdown Structure

The Work Breakdown Structure for Commissioning includes the following steps:
Preparation;
Handover to Operations;
Initiate Live Running;
Quality Assurance; and
Quality Control.

1.6.5. Deliverables
The deliverables from the Commissioning activity are:
Live System;
Operations Handover;
Handover Form signed by TechnologyOne; and
Acceptance Form signed by the client.

1.6.6. Step Description

Preparation
The objective of this step is to ensure effective utilisation of resources.
The following tasks are undertaken:
Planning; and
Planning Review/Briefing.
Handover to Operations
Conduct a training session to ensure that all operations staff is familiar with the operation aspects of
the new system.
Formally handover the Operations Guide, and transfer the control of the day-to-day running of the
system to the operations department.
Initiate Live Running
Initiate the live operation of the new system.
Quality Assurance
The objective of this step is to undertake the following Quality Assurance tasks:
Walkthroughs; and
Inspections.
Quality Control
The objective of this step is to undertake the following Quality Control tasks:
Document preparation review; and
Final QA inspection of the activity.
1.7. ISSUE CERTIFICATE OF COMMISSIONING
1.7.1. Introduction
The purpose of this activity is to officially record the fact that the system has now been commissioned
and is in live operation.

1.7.2. Entry Criteria

Immediately upon Commissioning of the system.

1.7.3. Responsibility
This is the joint responsibility of both parties.

1.7.4. Work Breakdown Structure

The Work Breakdown Structure of Issue Certificate of Commissioning includes the following step:
Preparation; and
Issue Certificate of Commissioning.

1.7.5. Deliverables
The deliverables from this activity are:
Signed Certificate of Commissioning.

1.7.6. Step Descriptions

Preparation
This objective of this step is to ensure that all prior requirements have been met and all personnel are
available for the issuing of the Certificate of Commissioning.
Issue Certificate of Commissioning
The certificate is signed by both TechnologyOne and the client.