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Project Phases (End-to-End Implementation and Support)

Now that you've purchased SuccessFactors, what happens next?
Welcome to the SuccessFactors Family. This is a place where new Customers can come....
  • To learn about the SAP Cloud implementation methodology
  • To better understand their role in project success
  • To find materials that will be used during the implementation process
  • To understand how other customers have addressed implementation challenges
The Welcome Kit is where you can find the resources needed to be successful with your implementation. We've designed the Welcome Kit as a progression through the stages of implementing SuccessFactors. You can follow the methodology through the phases listed in the left navigation. A variety of skillsets is important to your implementation. The implementation process entails six parallel efforts which include Project Management, Process Design, Technical, Communications, Training, and Testing. The Welcome Kit includes a section for each of these workstreams within each phase of our methodology.
Empowering our customers and their employees is what SuccessFactors is all about and our Professional Services Team helps our customers get the most out of their SuccessFactors solution in the shortest amount of time by leveraging our  methodology. Learn more about the Methodology before moving forward.

Pre-Kickoff

What to Expect:

A welcoming phone call from the Professional Services Practice Manager or Director to thank you for joining the SuccessFactors family, learn more about your talent management process and why you selected our company, outline the SuccessFactors project management and escalation procedures, and answer any questions you have. The Practice Manager or Director will then assign the appropriate resources to your implementation.

An introductory phone call from your Professional Services Consultant to explain the implementation methodology, schedule the time and location for the kickoff meeting, and discuss the business value you expect from this project and identify the success criteria for the principal stakeholders, employees, managers, senior management and human resources. During the call you will be directed to review and complete the Readiness to Start Checklists.

As you begin the implementation of your SuccessFactors solution and related business processes, there are a few preparatory steps that will help you get off to a quick start. Leverage the Customer Quick-Start Guide to assist you in preparing for your upcoming kickoff meeting.

One of your first actions will be to form your implementation team. The graphic below provides more information about the roles and time required.
assembleteam.png 

Prepare

prepare.png
The Prepare phase is often the first time the project team meets as a group. Most teams have a mixture of diverse backgrounds and experience with HR processes. Some members have experience as HR generalists or organization development specialists. Others have communications or training experience. Some members may be technical gurus, while other may be line managers acting as subject matter experts. A variety of skillsets is important because the implementation process entails six parallel efforts:
  1. Project Management
  2. Process design
  3. Technical setup
  4. Communications
  5. Training
  6. System testing
From the outset of the project, critical activities begin in each of these areas. The above tabs are intended to assist you in understanding what activities need to be started and completed within the Prepare Phase.
The old saying “Measure twice, cut once!” certainly applies to the Prepare phase. During this phase you will do all of the planning and design of the system. Thorough planning and design will ultimately result in a more successful project. During this phase you will need to:
• Develop your project launch plan
• Develop your communications/change management strategy
• Develop your training strategy
• Develop your testing strategy
• Develop your end-user support strategy
• Define the details of the system configuration 

Realize

realize.png
The Realize phase encompasses taking the plans and requirements determined in the Prepare phase and applying them to the system. The key Realize activities include the following.
  • Your team will work with your Consultant to refine the configuration of your solution
  • Your team will be loading data to perfect your data imports
  • SuccessFactors will configure any integrations in scope
  • Your team will be preparing the test scripts for the next phase
At the end of this phase your team will sign off on the system configuration. 

Verify

verify.png
All aspects of your workforce performance project come together during the Verify phase. If we had to choose one word that best describes this phase, it would be: TESTING. SuccessFactors has found, based on several hundred successful implementations, that thorough testing of each component of the system is a key ingredient for the success of the project.

During this phase, your project team will need to test:

• The employee data file to verify its accuracy and relevance for reporting
• The end-to-end workflow steps and responsibilities
• System generated emails
• System set up parameters including login IDs, passwords, and other security provisions
• The dashboards and other reporting to tools to verify the system will deliver your business drivers
• Migration of data from source systems into SuccessFactors
• Integration with other systems

Also during this phase, you begin to execute the early stages of your communications/change management plan and you will prepare your training materials for end-users. Individuals assigned as system administrators should schedule Administration Training during this period.

Launch

 launch.png
During the Launch phase you will be putting the final touches on your solution in preparation for the system launch. During this phase, you will:

• Attend the SF Train-the-Trainer session
• Continue to execute the communication/change management plan
• Test your end-user training materials/process
• Train end-user support team
• Sign the Go Live Quality Gate
• Meet and learn about the Customer Success Organization

Introduction to Your Project Site

SuccessFactors Consultants utilize SharePoint project sites to manage our projects. We use the sites with our Customers to serve the following purposes:
  • Document Repository
  • Issue & Risk Management
  • Contact List
  • URL List
  • Check Point Sign Offs
Your SuccessFactors Project Manager or project lead will request the site set up at the beginning of your project and will request access for your project team. During the Kick Off you will review how to use the site. Basics can be found below. Please note that Internet Explorer is the preferred browser to use when accessing your project site.

How Do I...

Request access to our Project Site for myself or a colleague? Ask your SuccessFactors Project Manager to request access for any users that need to utilize the site. Note that access is typically provided within two business days.

Submit a ticket to the Help Desk? The Help Desk that supports our Project Sites is available 24/5. To receive support you can click on the link in the right navigation to "Submit a Support Ticket", call 1-866-475-2832, or email partnerhelpdesk@successfactors.com. Note that normal priority response time averages 6 hours.

Manage Issues & Risks? - The project issue and risk list can be added to or edited by all members of the project team. By putting all issues in one central location all members can take responsibility for identifying and owning issues and risks as they arise. It is best to set the norm for whom on the project team (SF Project Manager and Customer Project Manager) should be closing issues. Note that you can click on the columns to set filters or to sort the rows as needed. This list should be reviewed in the team meetings and medium and high priority items should be included in any Status Reports.

Manage Project Contacts, Milestones, and Environment URLs? These lists are available to provide an easy reference point for the project team for contact information, milestone dates and owners, and URLs for the Customer environments. The SuccessFactors project owner should populate these lists at the beginning of the project and should maintain the lists as milestone dates change or as new environments are created for the Customer.

Use Check Point Sign Offs? This is where you will sign off on our milestones instead of the previous paper based process.  When it is time to sign off, click on the check box next to the item and click on Edit Item, select the check box that states "I agree that the item has been completed", and click on save.

Use Lessons Learned? We are always striving to improve upon our process. Often during the middle of a project you think of something that is a real lesson learned but do not take the time to stop and report it. This is your place to do just that. At anytime during the project the project team can add to this list.

Manage Documents? The Project Site is the location for our Customer documentation. Documents will be retained for historical use, even after the project is closed. For this to truly be utilized it is key that the project team not use email to send documents back and forth but rather post them to the site for the project team to consume.

Managing Documents in Customer Sites

Document Folders

The Customer Site is created with default document folders, which include Initial Implementation and Project Management. Each of these folders has sub folders. Note that as the project leader you can add/remove/edit any of the folders based on the needs of your project.
  • To Delete Folders - Click on Documents> Click on the checkbox next to the folder> Click on Delete Document in the header.
  • To Edit a Folder Name - Click on Documents> Click on the checkbox next to the folder> Click on Edit Properties in the header.
  • To Add a Folder - Click on Documents> Click on Add Folder in the header.
  
Document Repository
The Customer Project Site includes a Document Repository that enables document collaboration, including check in/check out capabilities.

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