FileHold implementation plan
There are a number of activities needed to successfully implement a new FileHold solution. Some of these activities are performed by the customer, by a partner, and or by FileHold; some are Mandatory and some are Optional. In all cases customers should provide a project manager or key user who is responsible for ensuring that all activities required of the customer are completed.
FileHold offers optional flexible implementation packages that can be used to cover many of the activities of the implementation. This typically includes experts in installation and training, but it can also include analysts to look at your business processes, technical experts to investigate data formats in legacy systems or integrate with related systems, and project managers for large implementations.
The following list highlights the activities from a typical implementation plan, but many variations are possible to accommodate special situations. In some cases the order of items may be switched as needed; some items can run in parallel.
| Activity | M/O | Description | How | Responsible* |
|---|---|---|---|---|
| 1.1 | M | Send welcome letter and software download instructions. | FileHold | |
| 1.2 | M | Implementation kickoff and planning session. Determine which activities are needed to complete the solution and schedule the next steps. | FileHold and Customer | |
| 2.1 | M | Prepare the server(s). | Installation Guide | Customer |
| 2.2 | M | Send the successful pre-installation check report to [email protected]. | Supplemental Installation Guide | Customer |
| 2.3 | M | Install FileHold. Includes our 2 hour installation guarantee when FileHold performs the installation. | Installation Guide | FileHold or Customer |
| 2.4 | M | Verify installation. | Installation Guide | FileHold |
| 2.5 | O | Synchronize Active Directory. | FileHold | |
| 3.1 | M | Identify document storage, search, and categorization requirements. | Best practices for setting up the document file structure | Customer |
| 3.2 | O | Define data migration requirements. | Overview of Document Migration | FileHold and or Customer |
| 4.1 | O | Change management plan. | Wikipedia on change management | Customer |
| 4.2 | O | System and library administration training. | Training Curriculum | FileHold and Customer |
| 3.3 | M | Plan library configuration. | Library Administration | Customer and or FileHold |
| 3.4 | M | Configure library. | Customer | |
| 3.5 | O | Pilot and refine library configuration plan. | Customer | |
| 5.1 | O | Build tool(s) for migrating documents from a legacy system. | FileHold | |
| 5.2 | O | Migrate most documents from legacy system. | Migrating and Importing Documents | FileHold and Customer |
| 4.3 | O | User acceptance testing (UAT). | Customer | |
| 4.4 | O | General user training. | Training Curriculum | FileHold and Customer |
| 4.5 | O | Scanning training and configuration. | FileHold and Customer | |
| 6.1 | M | Begin adding new documents to FileHold. | Customer | |
| 5.3 | O | Migrate remaining documents from legacy system. | FileHold and Customer | |
| 6.2 | M | Where needed, hand off any custom development from professional services to FileCare team. | FileHold | |
| 6.3 | M | Where needed, complete project closing documentation for custom development. | FileHold and Customer | |
| 6.4 | M | Monitor the system during the go live period and make corrections or adjustments as needed. | Customer | |
| 6.5 | O | Transition project to IT operations team. | Customer |
* The FileHold professional services team or a FileHold partner can assist with many of these items as needed. Hours will be deducted from your implementation package as used by FileHold professional services. The cost to synchronize the Active Directory option with your domain is included in the purchase price. No hours will be consumed from your implementation package for synchronizing the Active Directory option.