Phase 8: Production Implementation

In this phase, you will implement into production all the work you have done so far – after a consultation period with the end users. This is really the first stage of production implementation. By the end of this phase you will be using Control-D to produce all the printed reports of your selected pilot application.

We will detail which steps are required for Control-D going "live" in the production environment and what should be done following the implementation.

Some of the questions we will be answering in this phase are:

• What needs to be done before the implementation?

• How do I prepare the end users for the implementation?

• How do I select an implementation date?

• What tasks need to be performed for the implementation?

• What needs to be done after the implementation?

Inputs

Before you start this phase you should have:

• Selected the super users (Phase 1).

• Decided your report decollating mission scheduling method (Phase 3).

• Tested the print bundles (Phase 4).

• Put system administration tasks in place (Phase 5).

• Put CDAM Direct Write procedures in place (Phase 6).

Outputs

At the end of this phase you will have:

• Defined accepted banner pages and bundle formats.

• Implemented the pilot application into production.

• Performed a Report Pruning Survey.

• Implemented the results of the Report Pruning Survey.

Pre-Implementation

• The pre-implementation process involves the delivery of information to the end users informing them of the new Distribution Management System being implemented.

• Before you implement Control-D into production there is an important process to be performed. This process involves a period of consultation with the end users. Your objective will be to make the implementation of Control-D as smooth as possible for the end users. This will be achieved by involving and informing them of the implementation process.

• You should try to make the end users feel that they have some control over the output that they receive. It will not help your cause if one day the users come in and receive their reports in a completely different format than usual without explaining what has occurred to their print bundles. People like to be informed of change, especially if there has been very little of it in the distribution system for the last twenty years or so. Any potential resistance to change can be diffused by informing the users of the new distribution system and explaining the new format of their report bundles. We will break down the pre-implementation process into six categories of information for the end user as follows:

• Super users' role

• Presentation of bundle format

• Contact information for user problems

• Application live date

• Review of phases to come

• Glimpse of facilities to come

Super Users' Role

Super users play a key role during the pre-implementation period. Before any information is issued, you should ensure that the super users are fully aware of the status and objectives of the project. If they know and agree with what you are trying to achieve, it will be easier to sell the project to the end users.

It may be that the super users perform much of the consultation process with their staff. Where possible, the super users should coordinate and convey all required information to the end users.

It is preferable to have a top down approach when spreading this information (that is, you present information to the super users, they present the information to their section heads, and the section heads present the information to their relevant staff). Whatever method you choose (or occurs naturally), try to make sure that all users are aware of the new systems implementation date and implications.

Presentation of Bundle Format

During Phase 4, we examined how to sort the reports in the user bundles. We suggest that you discuss with the super users how reports should be sorted within the bundles.

During Phase 4, we also examined how to control the format of the banner pages and how to control which banner pages and indexes are produced. We recommend that you supply sample banner pages to the super users and let them decide which format to use. You should also discuss which banners should be produced in the user bundles.

With these decisions made, the results can be presented to the end users. It should be explained how bundles are organized and what the information contained on the banner and index page is. It is a good idea to present a parallel print bundle in the new format to the users as an example. You can also explain that the format has been decided after consultation with the super users.

Contact Information for User Problems

One section of the bundle banners should contain information about who to contact regarding report problems. This information should be highlighted to the end users during the presentation stage. Many sites prefer to have this coordinated through the super users during the initial implementation. In this way the super users may be able to filter any unnecessary calls to the computer department.

The bundle formats section in Phase 4 supplies details of how to supply information of this type in the user banners. The objective of this is to give the users a feeling of support.

Application Live Date

You should inform the users of the implementation date assigned for Control-D. By this stage, you should have a good idea of when the pilot application can go "live." You should select a date that is not critical from the user point of view (that is, not at month end, or particularly busy dates). Again, you can get valuable input from your super users on this issue.

You should also avoid dates that correspond with other new implementations, such as new applications or the installation of new hardware. Try to pick a relatively calm period for the computer department, if possible.

Overview of Future Actions

You should use the pre-implementation phase to publicize some of the further actions that will be taken after the initial implementation. These further actions will be discussed in detail later in this phase and in Phase 9, as follows:

• Report Pruning Survey

• You will ask the users to identify reports or sections of reports that they do not require. The identified reports will be "pruned" from the users' bundles. (Discussed later in this phase.)

• Online Viewing Survey

• You will ask the users to identify which reports they would like to view online (or on their PC) rather than receiving a hard copy report. (Discussed in Phases 9 and 10.)

• Online Viewing Training

• You will provide online viewing training using the Control-D User Reports (Online Viewing) facility. (Discussed in Phase 9.)

The users should be aware that this is merely the first step towards a better report distribution service.

Preview of Facilities to Come

You can also use the pre-implementation period as an opportunity to "sell" the online viewing capabilities of Control-D to the users. You can give them a flavor of the benefits of online viewing. This should whet their appetite to use the Online Viewing facility. A quick demonstration of viewing, selective printing, and pre-defined report rulers should be shown.

You can announce when each of the "previews" will occur and supply the users with a timetable for the implementation of online viewing. Of course, this will be affected by the number of reports to be viewed online, the response from the user surveys, and the number of people wanting to use the online facilities.

Implementation of the Pilot Application

In this section, we will outline the steps required to implement the pilot application into production. You should by now have selected a date for the implementation. We will use the following checklist to implement the pilot application. Many of the tasks should already be in place, such as backup procedures, restore procedures, and utilities. The following actions will be required to implement the application into production.

Implementation Checklist

• Modified JCL procedures have been copied to production (for CDAM Direct Write).

• CDAM Subsystems are installed and active in all required environments.

• Report decollating missions scheduling has been activated.

• Print mission scheduling has been activated.

• Generic missions are processing MSGCLASS outputs.

• Housekeeping procedures are in place.

• Backup procedures are in place.

• Restore procedures are in place.

• Utility CTDDELRP has been set up (see following note).

• Utility CTDCLHST has been set up.

• Utility CTDCA2P has been set up.

• Utility CTDCP2A has been set up (optionally, depending on parameter SEARCH).

• Installation options reviewed (CTDPARM parameters).

• Operator knowledge is in place (for printer control).

• Required recipients are defined in the recipient tree.

DAYS 2 WAITPRINT

We will define and adjust the CTDDELRP parameters further in Phase 9, when we identify specific durations for reports to be viewed online.

Summary

When all points on the checklist are achieved, you should have a smooth implementation into production. Be sure to monitor the critical phases of the implementation, such as scheduling of Report Decollating Missions and their execution to ensure that you are getting the desired results. At this stage, you will be producing all the output of the pilot application under Control-D. After the first night's run you may want to adjust the creation time of the printed bundles of Control-D depending on how the workflow of the site goes.

From the computer services point of view, having Control-D implemented should make problem determination easier and faster. Also, reprints can easily be done online without having to recreate report output. At this stage, it will be up to the Control-D administration team to perform any rerun requests. We will potentially be giving the end users this power in Phase 9.

Post-Implementation

You should allow for a "cooling down period" after the initial implementation, before the Report Pruning Survey is carried out. The intention of this survey is to identify unneeded or unwanted reports that the users receive and to stop producing them.

Perhaps the best time to do this is around two weeks after the initial implementation, when the users have become accustomed to their new enhanced distribution system. You can use this time to refine and make any necessary adjustments to your live environment and to determine if the system is performing as desired.

Report Pruning Survey

Undoubtedly, there is a lot of redundant data inherent in most systems. However, weeding out this redundant data can sometimes be more difficult than anticipated. It may be that users are not interested or motivated to remove this redundant data. The super users will play a major role in motivating the appropriate staff to participate in this survey.

You should expect to weed out about 10% of printed report data as a result of this survey. Although this percentage may be small, it will still provide a substantial saving of resources. In many cases, users do not identify redundant reports because it is comforting to know that a report is there in the unlikely event that they ever need to access it.

The biggest reduction in printed output will occur after the online viewing survey. If you can persuade users to use Online Viewing to reference reports and print by exception, massive reductions can be made. You will perform the online viewing survey in Phase 9, which will identify reports that should no longer be printed but viewed online if required.

The biggest task you have is in changing the users' attitude from that of receiving reports to that of utilizing available information. This is the key to revolutionizing the system from a Report Distribution System to an Information Access System.

Survey Methods

There are several different approaches you can use to conduct the survey. BMC suggest that you use the actual reports to carry the information to the user. You can do this on the banner pages of Control-D by printing a survey form on one of the banner pages. You can ask the users to identify which reports they do not require. You can use the user banner page to target each Control-D recipient (user banner page).

Some sites use emotional ploys to try to achieve a better response to the survey, perhaps by printing the cost of each bundle on the report or by associating the survey with environmental messages. Extra pressure to respond to the survey can be added by the super users.

Example Messages:

• "This bundle of reports costs $24 dollars" (can be calculated using Exit5)

• "Three trees were killed to print this report" (can be calculated using Exit5)

• "Every wasted page costs the company 50 cents"

The survey form may ask the users simply to identify which reports on the index page they do not require, sign, and return the page to the Control-D implementation team. Remember that you have full control over the format of the banners and any designs or messages that you want them to carry. It is important to publicize the survey. You can do this through the super users. The more publicity the survey gets, the better the survey response will be.

Implement Survey Feedback

You will have to decide whether there will be a cut off date for the survey or whether it will be an ongoing exercise. Whatever response you get to the Report Pruning Survey, you will have to update the changes in the report decollating mission definitions or in the Permanent User Report List file. You may have Change Control procedures that have to be followed to implement the required changes or specific forms for discontinuance of receiving reports.

It is recommended that the results of the Report Pruning Survey are implemented before you conduct a further survey to identify reports for online viewing. You can of course select any method you prefer and perhaps combine the two surveys.

Review

During this phase you have implemented the selected pilot application into production and reviewed the pre- and post-implementation advice.

Before you continue, you should have:

• Defined accepted banner pages and bundle formats.

• Implemented the pilot application into production.

• Implemented the results of the Report Pruning Survey.