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Chapter 22. Implementation and Operation... > Implementation and Operation Team - Pg. 207

Chapter 22. Implementation and Operations When you have completed 95 percent of your journey, you are only halfway there. --Japanese Proverb Many organizations think the job is done once they build a business case, document requirements and business processes, select a Project Workforce Management solution, and install and deploy the new software. However, the time has now come to start the real work--the implementation, operations, and system administration phase of the project. Although many enterprise software projects fail in the implementation phase, many more are negatively impacted in the operational and administration phase due to neglect and especially due to a poor initial implementation. The administration of a Project Workforce Management system requires careful planning, management, training, and continued investments. This chapter explains the importance of defining a project team, designating a system administrator, and carefully planning the implementation phase with the long-term view in mind. It also presents a typical Project Workforce Management implementation roadmap for a small to medium-sized organization that is automating a limited number of workflows. The system administrators' roles and responsibilities have to be clearly delineated, and the administrator must remain active with the Project Workforce Management system to monitor performance, automate new processes, and continuously improve existing operations. The key role and extensive responsibilities of the administrator should not be underestimated. Project Workforce Management is not a destination, but rather it is a never-ending process improvement journey that requires constant work, long-term executive-supported commitment, and dedicated resources. However, the implementation of Project Workforce Management results in significant tangible and intangible benefits, producing the potential for tremendous savings; improvements in efficiency; and a more process- mature, streamlined, agile, and competitive organization. Specifically, this chapter: · Examines the administrative and operational aspects of a Project Workforce Management system · Describes an effective operational structure and recommends actions to ensure the system is used and managed optimally and consistently · Lists administrative resource responsibilities, qualifications, and expected time commitment level · Provides recommendations that will lead to a fundamentally sound and operationally efficient implementation Implementation and Operation Team There is a substantial amount of readily available information regarding the benefits, tools, technologies, and implementation guidelines for projectmanagement and workforce-management solutions. However, a vital topic that often gets overlooked is the day-to-day operation and administration of such systems. Even careful prepurchase analysis and a comprehensive selection process do not guarantee operational success. It is the effective daily running of routine administrative procedures and processes that makes the difference between a failed or poorly executed project and one that reaps recurring short- and long-term benefits. Improving and optimizing project workforce processes should be treated as an ongoing continuous improvement journey and one of the operation team's responsibilities. All processes have to be reviewed on 207