[Full Customer Name]
Presented by [Name] or Sub-title
Hello!
Introductions
What is a PSM?
The purpose of the Project Start Meeting (PSM) is for all project participants to discuss the overall project delivery and to be part of initiating the project.
[Insert Project Brief]
Jadu is to work with Hyland to install Content Portal in the Customer environment, and train Admin users on how to build forms that integrate with Perceptive Content/Onbase, and any associated integrations.
Project Brief
Two Fully Functional Content Portal environments
Training the users on proper best practices for Form Building, and how best to guide the user journey on a form.
[Add objectives here]
Key objectives and success criteria
Agenda
9. UAT
10. System handover and going live
11. Support handover
12. Payment milestones / expenses
13. BAU / Thank you
Resources
The day to day activity and overall project will be managed by [PM] on behalf of [Organisation].
[PERSON] ([Role]) oversees the project delivery team and be your escalation point should this be required. A Jadu delivery team will be allocated once Jadu resources are reserved and the project has commenced.
We will require a key point of contact from who will manage the day to day activities from a [Customer] perspective.
Project Controls
A weekly conference call will be setup between [Project Manager] and [Customer]. This will allow the project teams to review activity to date and discuss next steps, track progress, issues, risk etc.
A fortnightly highlight report will also be produced summarising tasks completed, upcoming and any risks or issues.
A full project plan will be provided following the PSM and once all deliverables are agreed.
Project Controls
[Project Manager] will maintain the project controls however, the content should be produced through collaboration between Jadu and [Customer] Project Teams.
Project controls will be maintained on Smartsheets.
Any changes to the requirements requested by [Customer] once the project has commenced and deliverables agreed, will be subject to Jadu’s Change Control Procedure and may have cost and time implications. A completed Change Control Procedure form would be required for all changes to ensure a thorough understanding of requirements and an accurate assessment of the impact on the project.
Action
[Project Manager] to set up weekly calls.
[Project Manager] to set up project controls and share access to Smartsheet workspace.
2. The implementation process
Project Initiation & Planning
System Installation & Configuration
Training & Content Population
Design & Build
UAT
�
Go-Live
3. The environments
Pre-production environment (non customer hosted)
During the project, [Customer] will use a pre-production environment, where content and forms will be built upon. Once the site is ready to go live, this will become the Production (Live) environment.
The suggested URL for this site is “forms.[Customer].com”.
Pre-production environment ( Customer hosted)
[Customer] will need to setup a server that conforms to the minimum server specs: https://docs.jadu.net/central/developer/system_requirements/ - Please note the infrastructure should be setup in a dedicated web and database instance.
A domain also needs to be confirmed for the Production environment. We would suggest a URL such as “forms.[Customer].com”
This is a key milestone and dates need to be known asap for the project plan and installation resources to be scheduled.
Once base server has been set up by [Customer] and domain is known, installation will be carried out by [organization name].
[Organization name] will need to have full root access and instructions to connect to the server, in order to carry out the installation.
UAT environment (non customer hosted)
A UAT server will be created at the start of the project. That way, all development work to be tested by [Customer] on an environment which would be an accurate reflection of your LIVE server, before being deployed to LIVE. This would mitigate the risk associated with roll outs.
Jadu would recommend the domain for this to be set as uat.[Customer].com
Forms / Content should be added on the UAT server first before promoting it to LIVE.
[Customer] should also consider a development server if there will be plans for developing features in house in the future.
UAT environment (customer hosted)
A UAT server should be created by the [Customer] at the start of the project. As per the documentation, the same minimum server specs should be followed when creating the UAT server and ideally, the UAT server should match the spec and configuration of the production server.
Full root access and instructions to connect to the server, should be provided to [organization name] for carrying out the installation.
This is a key milestone and dates need to be known asap for the project plan and installation resources to be scheduled.
The UAT server is setup to allow, all development work to be tested by [Customer] on an environment which would be an accurate reflection of your LIVE server, before being deployed to LIVE. This would mitigate the risk associated with roll outs.
Forms / Content should be added on the UAT server first before promoting it to LIVE.
Jadu would recommend the domain for this to be set as uat.[Customer].com
[Customer] should also consider a development server if there will be plans for developing features in house in the future.
SSL certification
To ensure a secure connection between the web server and the users browser, a valid SSL should be configured on the Production and UAT domains.
If Customer hosted server, [Customer] will need to apply a valid SSL for the Production and UAT sites. This could be a wildcard certificate to cover all subdomains. If non-customer hosted, agreement will be required on who will be supplying & applying the SSL
Patching Process
Jadu’s products have continuous releases and Jadu recommend that you do not allow your system to go out of date any more than 12 weeks.
During this project, patching will be kept up to date by the project engineers. Once Live, all patches will be applied via our Helpdesk, but should be requested by the [Customer].
Hosting and security
As Jadu are hosting the [Customer] servers, we will ensure that our servers are protected and secure Otherwise, [Customer] should ensure their servers are kept protected and secure
Amongst other things, if Jadu hosted, we ensure that each Production and UAT environment is protected by:
Load Testing / Pen Testing
[Customer] will need to organise their own pen/load testing if this is required.
Jadu can review any pen test reports but a standard day rate is charged for reviewing each report.
Action
[Customer] to setup servers
[Customer] to provide connection details
[Customer] to provide valid SSL for the UAT and LIVE domains
[Organization] to carry out installation
[Customer] to confirm whether load/pen testing is required.
4. Training
Hyland Content Portal Administrator Training
Online content portal training.
Covers all the basic end to end functionality of the Content Portal application.
This class is a prerequisite for all attendees attending the forms training.
Upon completion of this online training, attendees will receive a certification.
Forms
Training
Online Forms training covering the entirety of the forms platform.
Once online forms training is completed, this is followed by a practical training building on what is learned in the online, virtual training but can focus on ‘real life’ form example from your organization.
This training is typically held online. All users attending the practical training online should have completed the online training.
OnBase / Perceptive Content
Specialist training
Online OnBase / Perceptive content training is also provided covering the use of this integration with Content Portal.
Specialist training for devops and developer training can be provided upon request.
Training approach
Training courses can be accessed online at https://knowledge.jadu.net/ - Relevant links to courses will be shared as part of the project.
A coupon code will be shared which allows up to 10 registrations per course.
Action
[Project Manager] to share coupon codes for online courses.
[Project Manager] and [Customer] to agree on dates for practical training.
5. Design / Template Configuration
Template Configuration
Content Portal comes ‘out of the box’ with tools that enable you to rapidly brand your eforms and portal pages with logos and colors.
For the most part, these templates do not need any further customization - simply branded by adding a logo and style sheet colors.
Action
[Customer] apply logo and colours to template configuration within Content Portal
6. Forms / Content Creation
Content Creation
[Customer] can use Content Portal to build web pages creating user journeys for forms.
[Customer] to identify forms for launch and create on the UAT environment. Once complete, export from UAT and import to live/pre-production ready for go-live.
Jadu recommends identifying 3 forms: easy, medium, difficult, as a starting point.
Optional if in scope: [Organization] will be helping to create the initial form.
Forms Creation
URL remapping
Search engines have indexed your current site and hence there is a web presence already out there.
URL remapping is required so that the existing web presence is remapped to the new content on your new site and prevents users going to 404 (page not found).
This could be a big task and we suggest this is worked on in parallel when content and forms are created.
If the content and forms being created are brand new and you do not want to redirect them, then this will not need actioning.
Action
[Customer] to create content and forms.
7. Development and integration
Paybridge
Custom Widgets
[Insert plan for custom widgets here]
As part of this project, a payments solution will be implemented via Jadu Paybridge. Various payment adapters are available to use, [Customer] to confirm which payments provider is to be used.
Office365
[Customer] can choose to use Office 365 for e-bookings.
More information can be found here: https://www.jadu.net/ebookings
Hyland Perceptive Content
Content Portal provides an integration between [Customer] and Hyland Perceptive Content.
Once installed, [Customer] would need to add in their Integration Server details to enable connection to Perceptive Content. This is done via the Jadu Control Center.
Once configuration is completed, this should be tested.
Hyland OnBase
Content Portal provides an integration between [Customer] and Hyland OnBase.
Once Content Portal is installed, [Customer] would need to add in their Integration Server details to enable connection to Hyland OnBase. This is done via the Jadu Control Center.
Once configuration is completed, this should be tested.
In-house Custom Developments
[Customer] can choose to develop new integrations, widgets, template changes etc in-house.
We would require a shared repository setup in Github so that any code developed by Jadu or [Customer] can be merged before deployments are carried out.
If [Customer] plan on carrying out developments during project, Jadu should be updated as additional planning for releases will be required.
Developments & Integrations
Any changes to the requirements requested by [Customer] will be subject to Jadu’s Change Control Procedure and may have cost and time implications.
�A completed Change Control Procedure form would be required to evaluate the impact and risks to the project.
Any new custom development would also require a specification document and a risk assessment completed to evaluate the impact on the project.
Action
[Add actions based on integrations sold]
8. Security
HTTPs
Security Features
As standard practice, all sites created should run over HTTPS hence we will need a SSL certificate to install on all environments.
Content Portal has certain security features e.g. 2-step verification. The full list of features are documented within the user manual that [Customer] will have access to.
Good Practice Development
Custom Developments (if applicable)
All code we develop by Jadu during the project undergoes an internal code review and is ran though our internal tool Checkpoint. This checks for any vulnerabilities such as XSS and SQL injections.
With all new custom developments, Jadu ensure security is at the heart of all solutions that are designed.
Data retention
Core software releases
Jadu Forms (as part of Content Portal) has a feature for data retention. We recommend you set the data retention policies so you are not keeping personal data for any longer than you need to.
Core product updates may also include security features and enhancements. Therefore, we would advise this you keep the environments up to date as much as possible and no more than 12 weeks out of date.
Hosting and Platform Management
As Jadu are hosting the [Customer] servers, we will ensure that our servers are protected and secure.
As [Customer] will be hosting the Content Portal infracture, the [Customer] will be responsible for ensuring the servers are protected and secure.
Amongst other things we recommend that each Production and UAT environment is protected by:
Action
[Customer] to purchase / apply SSL certificates.
[Customer] to ensure data retention policies are set on forms.
9. UAT
UAT
Jadu organise a structured UAT process during the project, where the Project team will review items raised and fix agreed items.
[Project manager] will provide access to a UAT Sheet (in due course), where both [Customer] and Jadu can review raised issues.��Bugs will get fixed as part of UAT. Changes will be held until the end of UAT. All change requests will be compiled and estimated, depending on the changes requested a cost might be applied.
Any agreed items that are not fixed / resolved can be reviewed in the 30 day cool off period post project go live.
Jadu UAT process
Action
[Project Manager] to share UAT tracking sheet. This will be shown on the project plan.��[Customer] to provide estimates for UAT round 1 and round 2.
Action
[Customer] to ensure Google Analytics is set up and tracking IDs are added before go live.
10. System handover & going live
Final checks and fixes
The final system checks undertaken by Jadu include:
We recommend that [Customer] carry out their own checks before confirming site sign off for go-live.
Optional: We will run a site name change (find and replace) task a couple of days before go live to change links from the temporary “pre” domain to the live domain.
[Customer] will need to add a host file entry to test the site before making the public DNS changes.
The find and replace task + host entry is only required if the production domain was setup under a temporary url.
Site Acceptance
[Customer] will need to complete and sign of an acceptance certificate before the site can be made live.
2 weeks before go live, [Customer] should set the TTL (time-to-live) of the site to be 5 minutes if not done so already.
Go Live
On the agreed go-live date, [Customer] will need to update the DNS for the LIVE site to point to the new server. The sitemap.xml file should also be submitted to your search provider and search engines.
[Organization leading on project] Devops will be available on the day of go-live for any critical issues. [Customer] should also ensure internal IT resource is made available.
As standard [Organization leading on project] carry out go lives between Tuesday - Thursday and suggest this takes place at 10am in the morning so that the project team is available during normal working hours.
11. Support handover
Handover to Support
Project Support will continue to be provided for a few weeks after the go live, after which point the project will be passed over to [Organization] Support Team.
Once handed over to support, all tickets can be raised with our support helpdesk: [link to support helpdesk] http://www.jadu.net/support
When raising tickets please ensure you state the issue in full and checking the priority accordingly.
Please note, once handed over to support lead times may increase for issue resolutions.
Project Closure
A project closure meeting will be held 4 weeks after go live, with a Jadu customer service advisor to evaluate the project performance.
12. Payment milestones / Expenses
Milestone | Service | Cost | Milestone Payment |
1 | | £ | |
2 | | £ | |
3 | | £ | |
4 | | £ | |
5 | | £0 | |
| Total Contract Value | £ | |
DOUBLE CHECK WITH SALES LEAD IF REQUIRED
Thank you
Any questions?
[Presenters name]
[Job title]
Email: [presenter@email.net]
Telephone: [0777 222 233]