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Getting started! Implementation phase

Arkadiusz Terpilowski
Updated

Table of Contents

 

Hello!

Arek from Primetric here and if you are here with me it means that you want to understand how to quickly implement Primetric in your Organization.

That also means that you are a Product Champion! Hurray and congratulations! :)

In this section, you will find all the necessary information to implement Primetric in your organization.

All articles are divided into lessons. Some of them are dedicated to the Administrator role, some for Manager, and others for the Employee role. It is very important to read these articles. It will help you during the implementation phase and day to day work with your team members.

Before we start I would like you to show you how the implementation process looks like based on the Rapid Implementation Methodology.

Rapid Implementation Methodology

  1. Initial data upload (1 - 3 days)
  2. A pilot run by Product and User Champions (1 - 2 weeks)
  3. Essential Customizations (determined individually depending on feature & integration requests)
  4. Data Upload (1 - 3 days)
  5. Production Live

The implementation consists of two phases:

  1. Test Phase
  2. Live Phase

Test Phase (1 – 2 weeks)

For an Initial Evaluation and Fitment Analysis of Primetric, you can follow the steps listed below.

  1. Before scheduling a call with your Account Guardian you should prepare a list with:
    1. Few crucial use-cases that you want to solve/mirror in the Primetric
    2. Choose 2-3 projects and people working on them that will be configured in Primetric
    3. Set priorities that let us go forward
    4. Who will be responsible for the implementation process? Are there any other stakeholders that should be involved? Remember, let's start the easiest way, and then let's expand expectations
  2. Schedule a call with your Account Guardian, during which we will go through:
    1. Initial platform configuration (1-3 days depending on the data that you want to import/configure):
      1. Configure the platform in the Administrator tab
      2. Create and configure a few projects that you already have in your Organization
      3. Add people, configure and assign to above projects
      4. (Optional) Create an Organization’s budget
    2. (Optional) Invite Product and User Champions. The Product Champion should be the person who is responsible for implementing the system on the organization's side. User Champions are stakeholders, e.g. employees and other managers which will be testing the platform with you.\
    3. Run the Pilot with the User Champions and see how Primetric performs during daily usage. (1 - 2 weeks)
    4. During tests create a feedback list where all stakeholders can easily give feedback. Optionally, you will be invited to the dedicated MS Teams / Slack workspace, where you can always schedule a call or chat with your Account Guardian.
  3. (Optional) Schedule additional workshops with your account guardian. 
    1. The workshops will be prepared and suited to your needs.
    2. Workshops should be scheduled for the Product Champion and User Champions as well.
    3. It can be few different workshops for different User Champions depending on the roles in the Organization, e.g. workshops for employees which only log work in the Primetric will be different than for Managers or Resource Planning Specialists.
    4. Prepare the list of User Champions with the needs/features that are crucial for them and show it to your account guardian.
  4. Gather the feedback and share it with your account guardian. During the Pilot, if the need arises you can schedule additional workshops with your account guardian or refer to the help videos and guides.
  5. After the Test Phase determines with your account guardian how to import and configure the rest of the data.

Data needed for a workshop call

If you decided to schedule a workshop call we recommend preparing the following data for an efficient workshop.

Projects (2 - 3 projects)

  • start, and end date,
  • billing models (T&M - rates for the client, Fixed Price) - needed only if you want to use Primetric with Finance Module,

People (working on the above projects)

  • contract terms (costs with a division to flat rate and hourly rate)
  • allocation information (how much work has to be done in the projects)

Timesheets

  • how many hours in a given month individual people logged in (crucial when it comes to comparing plans to the actuals)

Plans

  • to what extent are we planning to involve employees in these projects in the future (crucial when it comes to using the Resource Allocation Module)

Additional feature & integration requests

During Test Phase our developers will work on feature & integration requests that you have. In the best scenario, new features and integrations will be released before the Live Phase.

Depending on the duration of the implementation of new features we will schedule additional workshops with your Product and User Champions.

More information about dedicated features and integrations with the description and assumed timeline you can find in the Master Service Agreement

Live Phase

After a thorough run in the test phase, you can prepare for a production run with the below steps which may vary business to business.

  1. Clean Up your account of test data or ask about it your account guardian
  2. Use Data Import tool (Import Template) or manual entry for data setting up
    1. If you decide to use Import Template or provide data in another format – ask your account guardian to import it for you
    2. If you decide for Manual entry use our knowledge base to do it properly or ask your account guardian for help
  3. Invite remaining team members to show them how the platform works
  4. Send them articles and video tutorials based on the role in the Organization
  5. Divide people to the small groups (10 - 15 people) and schedule video calls for each of them. For each group, your account guardian will conduct training & question sessions at the end of the training session. (optional - Enterprise clients only)
  6. During the first two weeks of usage gather daily feedback from people that use the platform
  7. Discuss feedback and problems in real-time with your account guardian

Implementation Help

During the Test and Live Phase, you could seek help from the below communication channels:

  1. Knowledge Base
  2. Support Ticket System
  3. Slack Workspace (Enterprise clients only)
  4. Dedicated account guardian (Premium and Enterprise clients only)

Go to Lesson 1 - Setting up basic Organization's information

 

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