Service Description: Nuvolo Capital Projects Setup Service - Ukraine

SKU Number: NUV-SERV-CPRO and NUV-SERV-CPRO-EM

Overview

Nuvolo’s Capital Projects Setup package provides a best-practice approach to the out-of-the-box setup of Nuvolo. The fixed-scope engagement follows a pre-defined setup strategy to streamline the configuration process and focuses on a rapid time-to-value deployment.

Pre-Requisites

  • ServiceNow instance
  • Facilities or Clinical Maintenance

Implementation

Implementation Kickoff

Nuvolo and Customer will collaborate for the remote implementation kickoff. The purpose of a kickoff meeting is for the teams to meet and review the implementation process. On or around the time of the kickoff meeting –

Nuvolo will:

  • Schedule remote project kickoff meeting for introductions.
  • Create implementation kickoff agenda.
  • Provide a list of appropriate self-paced learning content.
  • Schedule and conduct remote implementation kickoff:
  • Review project roles and responsibilities.
  • Discuss Customer’s organizational constraints.
  • Review of approval processes to avoid unnecessary delays.
  • Understand Customer’s network security requirements and approvals.
  • Review Customer’s and Nuvolo’s escalation processes.
  • Review Customer’s business requirements.
  • Refine project plan with task dates and responsible parties.
  • Receive list of subject matter experts (SMEs) from Customer’s business units.

Customer will provide:

  • Appropriate and knowledgeable staff to complete self-paced learning prior to kick-off and participate in the implementation.
  • One or more Nuvolo application administrators for each Nuvolo application as appropriate.
  • Customers network access process.
  • Customer deliverables as identified for the implementation as scheduled.
  • Sub production instance URLs.
  • Admin access to the ServiceNow sub-production instance(s) first week of implementation for Nuvolo implementation team.

Core Environment Setup

The implementation team will install the appropriate version of the Nuvolo application from the ServiceNow Store.

Nuvolo will:

  • Work with the customer to install the Nuvolo application in the DEVELOPMENT instance.

Customer will:

  • Purchase the proper entitlements for the Nuvolo product, which will make the application available for installation from the ServiceNow store.
  • Install the application on the TEST and PROD instances.

Access Enablement

Access to Nuvolo applications and modules is controlled by pre-defined out-of-the-box (OOTB) roles included with each base application. The roles are assigned to groups and in turn, members of the group inherit these roles. Note that access to individual records and fields may be controlled by defined roles and access control rules based on the specific fields in the record. The groups created will represent personas which are standard with the Nuvolo application.

Nuvolo will:

  • Review the Customer’s processes to create groups and assign group members to the sub-production instance.
  • Provide list and details of Nuvolo’s standard roles for access to the application(s).

Customer will:

  • Define the User Groups.
  • Relate Members to the User Groups.
  • Assign necessary Roles to the User Groups.

Capital Project Intake

Implementation of the project intake will consist of a workshop to determine workflow(s) for creation of capital projects using a business case and/or candidate projects.

Business Cases

Review the creation and lifecycle of a business case.

Nuvolo will:

  • Set Proper User Roles.
  • Align fields visibility to customer needs and add up to three (3) additional fields.
  • Configure Business Case Approval.
  • Ensure End Users are created.
  • Ensure Department data exists.
  • Ensure Location Hierarchy exists.
  • Edit Mandatory Fields.

Candidate Projects

Review the creation and lifecycle of a candidate project.

Nuvolo will:

  • Review Executive Sponsors and Project Manager users.
  • Align fields visibility to customer needs and add up to three (3) additional fields.
  • Configure Candidate Projects approvals.
  • Review and add Project Types as per customer needs.
  • Review Budget Line Items and align field visibility with customer needs.
  • Review Resource Plan and configure field visibility.
  • Review Stakeholder Registry and configure field visibility.
  • Review OOTB Funding Sources and Funds tabs.
  • Review OOTB Proposals and Estimates tabs.
  • Disable the default Project approvals.

Capital Projects

Capital Project implementation will consist of workshops to review project phases, related data and workflows.

Nuvolo will:

  • Review Projects Lifecycle and align fields visibility with customer needs.
  • Review Tasks Lifecycle.
  • Align fields visibility to customer needs and add up to three (3) additional fields.
  • Review OOTB Capital Projects form and related data and align field visibility based on customer needs.
  • Review OOTB Capital Project dashboard and Gantt Chart.
  • Setup Resource Allocation Roles.
  • Review and configure Change Requests, Change Order, Purchase Order Approvals

Budget Management

Nuvolo will:

  • Add up to two (2) budget templates.
  • Review budgets and project expenses form fields.

Contract Management

Nuvolo will:

  • Review Contract Management lifecycle.
  • Review Capital Projects Purchase order process.
  • Align fields visibility to customer needs and add up to three (3) additional fields.

Program Management

  • Review Program Manager users.
  • Review Program Management Lifecycle.
  • Align fields visibility to customer needs and add up to three (3) additional fields.
  • Review OOTB program level task, risk and issue management capability

Data Collection and Load

Data collection and load involves loading of the referential data, for example, risk type, issue type, project type, budgets, contracts, vendors etc. For each data set to be imported, Nuvolo and the Customer will have the following responsibilities:

  • Nuvolo will provide Standard Spreadsheet Data Templates to collect Customer data.
  • Spreadsheet Import
    • Customer will map and extract data from legacy system(s), if applicable, or create the data manually, based on business needs.
    • Customer will analyze data collected for quality and ease of loading and perform any necessary data cleansing.
    • Customer will consolidate the data (combine data into a single, central repository), if applicable.
    • Customer will normalize (eliminate redundancies in) the data.
    • Customer will refine (correct anomalies in) the data.
    • Customer will map the tables and fields from the single, central repository into Nuvolo Standard Spreadsheet Data Templates with guidance from Nuvolo.
    • Nuvolo will import data using the completed Standard Spreadsheet Data Template with the standard transform maps and process.
  • Direct Database Connection
    • Customer will use the Standard Data Templates as a mechanism to map the tables and fields appropriately from the existing database to the Nuvolo application tables.
    • Customer will provide table and field mappings which will be used to migrate the data from the source database to the Nuvolo application.
    • Customer will analyze, consolidate, normalize, cleanse, and refine data in the source database.
    • Nuvolo will import data using the provided data mappings directly from the database with standard transform maps.
  • Nuvolo will perform up to 3 migration cycles to map/import the source data (up to 1000 records per table) to the Nuvolo target tables in the development instance.
  • Customer will import source data to the Nuvolo target tables in the test instance.
  • Customer will import all applicable source data to the Nuvolo target tables in the production instance.
  • Customer will perform validation cycles as needed on the imported data.

User Acceptance Testing (UAT)

Nuvolo will:  

  • Provide Customer with access to configuration documentation in Nuvolo’s SDLC instance.
  • Create functional test cases, required for testing user stories.
  • Package update sets and appropriate XML data and make available to the Customer for each Development Sprint.
  • Conduct daily check-ins with Customer to review UAT progress and document reported issues.
  • Review, prioritize, approve, and assign issues one of the following types:
    • Defect: There is a flaw with the configuration, which Nuvolo will correct.
    • Training: The issue is due to a tester misunderstanding of functionality and will be corrected via training/education.
    • Enhancement: The issue submitted is not functionality that was agreed upon and was therefore never configured and is out of scope.
  • Make every effort to remediate UAT defects within the UAT period and provide for enough time for the Customer to adequately re-test prior to go-live.

Customer will:

  • Create end-to-end process testing plan.
  • Building UAT use cases and leading internal resources through UAT.
  • Migrate update sets and appropriate XML data (i.e., configurations) from Sub Production instance(s) to the Production instance.
  • Perform User acceptance testing (UAT), in non-production instance, once configuration and unit testing has been completed.
  • Create scenario-based data in sub-production/UAT environment to facilitate UAT.
  • Manage Customer’s UAT resources and day-to-day operations.
  • Report each issue by documenting:
    • A description of the issue
    • Steps to reproduce and/or video recording
    • Expected results
  • Review defect list for accuracy.
  • Review each issue during the UAT Check-ins.
  • Test/re-test remediated defects within 24 hours of notification.

Training

Nuvolo will provide Customer with a train-the-trainer model as part of the Engagement.

Nuvolo will:

  • Provide training sessions remotely via video conference facilities.
  • Review training scope and the final content to be included in training based on the Deploy stage configurations.
  • Develop two (2) role-based user train-the-trainer model training curricula as follows:
    • Nuvolo Project Manager curriculum covering the Capital Project creation and administration from business case to capital program.
    • Technician/user curriculum covering how to use their Nuvolo implementation to perform technician/user functions such update project Tasks
  • Perform training sessions for up to twelve (12) participants each.
    • One Nuvolo Project Manager session with up to five (5) hours of customer facing training.
    • One technician session consisting of up to five (5) hours of customer facing training.

Production Go-Live and Post Go-Live

Nuvolo will:

  • Coordinate schedule for production go-live date and time.
  • Provide go-live support to include documented deployment plan, side-by-side support as Customer migrates update sets and data into production with regular and mutually agreed upon check-in meetings during migration and regression testing.
  • Provide post go-live support (Hypercare) for one week to include daily check-in meetings, defect reports, and knowledge transfer to Customer Success team.
  • Coordinate a transition to Nuvolo’s Customer Success team.

Customer will:

  • Author Customer specific operational policies or work instructions.
  • Send the communication plan(s) as developed and scheduled.
  • Migrate update sets and data into production.

Change Requests

If there is a change in scope, assumptions, capability discovered during the implementation kickoff then Nuvolo will require a Change Request. Any Change Request signed by both parties shall be effective as of the date set forth therein (each, a “Change Order”).  Instances in which a Change Order shall be required include: (1) Customer’s requests for out-of-scope Services; (2) discovery of new information that requires an increase in the scope of Services; or (3) Customer’s failure to fulfill any of its responsibilities if such failure delays the Services or requires Nuvolo to incur additional time or costs in performing Services.

If the parties do not agree on a Change Order, the Engagement shall proceed as originally set forth. If, however, the existing Engagement or any specific Services cannot proceed without an executed Change Order, Nuvolo may suspend Services until the Change Order is executed.

Scheduled Timeline

The duration for the setup of the services outlined in this document is up to twelve (12) weeks.

 

Delivery Terms

The duration of this deployment is up to twelve (12) weeks. Any additional effort required related to complexity, scope or project duration will be subject to the change request process.

Any activities or tasks not specifically outlined in this Service Description are out of scope.

Nuvolo Access Requirements

Customer will provide access requirements and policies required of Nuvolo resources along with onboarding timelines prior to execution of this SOW. Customer acknowledges that all obligations of Nuvolo under this SOW will require Nuvolo (including any subcontractors) to have direct access to Customer’s ServiceNow sub- production instance(s). Administrative access will be required in the sub-production instance(s) only and at no time will Nuvolo have access to the production environment.

Services shall be preconditioned upon Nuvolo receiving such access and proportionately limited to the extent access is denied. Failure to provide timely access may result in timeline delays and costs increase as outlined in this SOW. Additionally, Customer acknowledges that Nuvolo will leverage a mix of onshore and offshore resources in support of the Engagement.