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Project planning, implementation and management
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Tips for managing your conversion schedule
- Choose a Reputable Supplier
The second tip for successful conversion is to select a reputable, experienced conversion services c provider.
There are a number of publicly and privately held firms to choose from with facilities across the country and
around the world. It is important to cheek references, especially as they relate to schedule. Carefully review
their staffiing and productivity schedules and verify that these plans meet the test of reasonableness. Assess the
vendor’s backlog and commitment to other customers.
The Request for Proposal (RFP) plays a major role in the vendor selection process. The thoroughness and
clarity of the document you create directly affects a vendor’s ability to understand the project. Take your time
in writing the RFP and be careful when cutting and pasting from other companies ’RFPs.
It is advisable to spend time at the vendor’s site to meet key personnel who will be involved in the project
assess the company’s culture, and their utilization of technology. After the project is awarded send a team
from your organization to spend a week or more at the vendor’s facilities. This will form a bridge of
understanding between the two teams and enhance communication. The paybackwill come when problems
arise since the project teams will better understand the impact of their actions and decisions on the other party.
- Establish contractual arrangements to help manage the schedule
During contract negotiations, there are opportunities to structure the relationship with your selected vendor in
Ways which will help you successfully manage the conversion schedule. One of these is to establish penalties
and incentives based on performance to the schedule. While penalties can be effective, they sometimes result
in time wasted looking for excuses. Incentives can help to motivate the vendor to identify and implement
solutions. If penalties and/or incentives are implement~ it is best to associate these with both interim and
final performance milestones. The interim goals can help to build momentum for the project team and the
rewards are most effective if won soon after the corresponding performance. Another contractual method to
help manage the schedule is to tie progress payments to key schedule milestones. Your conversion vendor will
be motivated to reach billing milestones, and you can tie this incentive to your schedule objectives.
- Understand Your Responsibilities as a Buyer
Your performance as a buyer of conversion services will have a major impact on the outcome of the project.
First and foremost provide an accurate, complete set of specifications before the commencement of
conversion. The conversion vendor modifies tools and processes to confirm to your specifications, and
incomplete or inaccurate information will result in re-work and delays. It is not uncommon for a buyer to
provide only partially complete specifications and expect the conversion services provider to provide a firm bid
and schedule.
Seeondly, finish your data model and manage any changes. Take the time to understand and evaluate the
Implications for any modifications. It maybe more advantageous to make changes after the data is converted.
Respond promptly and thoroughly to questions. In the early going, the conversion vendor refines their process
on a daily, even hourly, basis. A prompt turnaround on queries aids the learning process for the conversion
staff and avoids their having to set aside sets of documents. Don’t sacrifice thoroughness for speed however,
since the implications of some inquiries will be far reaching and deserve careful consideration. Listen to the
vendor. Their years of experience can often provide important solutions and warnings.
Finally, execute the quality control process efficiently and provide timely f-ck to the vendor. This is
especially crucial in the early going when the processes are evolving. Once the vendor begins to ramp up their
staff, lack of feedback can result in a substantial volume of converted data which must be modified by the
vendor or by your staff.
- Communication is the Key
Communication with your vendor is essential to establishing a proper focus on the schedule. Maintain
personal, regular contact with key individuals and demonstrate concern for their progress and input. Express
your pleasure and displeasure directly. The conversion vendor wants to please you and will be responsive if
they are kept informed.
Track the progress of the schedule together. Agree early on to the ‘yardsticks’ to be used such as number of
maps, features, miles, etc. Establish a schedule for conference calls, at least once per w- to bring the
technical and administrative tis together to hear status reports and solve problems. Spend time on-site so
you can learn the conversion process. This will help you to communicate more effectively and build rapport
with the key players.
Approach the relationship with the conversion vendor as a partnership. Data conversion is a customized
service which demands frequent and open dialogue between the buyer and service provider. Recognize that in
addition to being the customer, you are also the major supplier of specifications, source materials and
feedback on the quality of the converted data. The conversion provider will need a steady diet of materials
and a quick turnaround for their questions to keep the ball rolling. A good working relationship must be built
on mutual respect and trust.
Conclusion
The conversion schedule is one of the most important and visible components of AM/FIWGIS project
Implementation and is an indispensable tool for the project manager. The schedule must be based on realistic
Parameters or the results can be devastating.
If the project gets off trach try to find ways in which you can help. Get involved and work at understanding
the forces which are driving the delays. Posture yourself to be part of the solutio% not the problem. Reevaluate the
process by looking for ways to pick up the pace or eliminate unnecessary requirements. Ask your
vendor what would help things work more smoothly. If you need to, establish a revised schedule but be sure to
always have a schedule. Measure and track performance of the vendor and your staff on a regular basis.
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