C3. Project Initiation Workshop - supporting information PIW

Ref: 201102231158EC
Last Edited: September 29th, 2014
 
Ref Critical Decision Additional information/Recommendations
 Project objective
 PIW1.0 What is the objective for your Triaster Process Library on Go Live?
Agreeing the objective for the initial deployment is key. The whole team must be focused on achieving the agreed objectives, as it is against this that the success of the initial deployment is judged
 PIW1.1 What date will your Library Go Live? It is important to set this date at the outset and plan the project around delivering on it. The date should be realistic taking your objectives into account, but as early as possible within year one.

The Triaster framework is initially focused on getting your library to Go Live, as is the support of the whole Triaster team.
 PIW1.2  What are the key milestones? These are the key milestones that must be hit in order to achieve Go Live on the date agreed.
 IT Support – Process Navigator software deployment
 PIW2.0 How will Process Navigator be deployed? Process Navigator is the authoring or process mapping software. The options for deploying PN are:

· download from Triaster’s website as required

· store a copy of the installation file on a network drive

· or package an MSI file and push it out to users

The Process Navigator (authoring PC) minimum system requirements are set out here:

http://knowledgebase.triaster.co.uk/help-for-it-administrators/it-administrator-due-diligence/what-are-the-minimum-system-requirements

Please note Microsoft Visio is required. It is recommended that all authors are on the same version as each other and the Microsoft Visio version installed on the server. A mix of Visio 2007 and Visio 2010 can be used, although all versions must be fully patched to aid interoperability. For more information please see:

http://knowledgebase.triaster.co.uk/help-for-it-administrators/installation/triaster-product-version-compatability

Please note Process Navigator is not compatible with Visio 2013.

If Triaster are hosting your server installation, Microsoft Visio version 2007 will be installed.

Process Navigator software needs activating using the activation reference supplied by Triaster. This will have been sent to the project lead, but can be obtained from customer.services@triaster.co.uk Process Navigator and Visio can be set up using a customised configuration script the stencil and template and mapstore location. More information can be found fin the knowledge base under Configuring Visio and Process Navigator in the Registry.
PIW2.1 How will PN be installed on training PCs? And who is responsible for doing it? Often different PCs/laptops are used for software training from the ones used by the authors on an on-going basis. If this is the case, a temporary code can be used to activate the Process Navigator software on the training PCs/laptops.

This will be sent to the person responsible for scheduling the training, but can be obtained from customer.services@triaster.co.uk
 PIW2.2 Can configuration scripts be used to help set up machines? Some IT departments can roll out software using scripts, this may be something you can do, so is worth checking with your IT.
 IT Support – Hosted Dedicated Server Deployment (when purchased)    
 PIW3.0 Where will the Triaster file store be set up and who is responsible for doing so? You will need to set up a Library file store on your network. The shared folder structure should be set up to mirror the folder structure on the Triaster Hosted Server as follows. The map store must be accessible to all your process authors. If access to documents is to be restricted, then standard IIS security can be employed.

File structure
<Triaster Root>\


Documents\
    Dynamic Menus\
        <Library>\
            <Site>\

flash-menu.xml


MapStore\

<Library>\

Template, Stencil and Properties

Draft Maps\ (*Optional)
    Sandpit Maps\
        Prelive Maps\
     Live Maps
                Menu Pages\
                    Prelive + Live\
     Sandpit\
 PIW3.1  Where are the process maps created by the process authors to be saved on the network? You will need a map store on your system that is accessible to all authors. Will this be on the Triaster Server? – If so you must ensure access is given to the process mappers to save their maps.
 PIW3.2
How will security on the map store folder be managed? It will be managed with standard file security, which, on a Windows Server, would be through Active Directory and NTFS permissions.
 IT Support – Process Navigator software deployment
 PIW2.0  How will Process Navigator be deployed?  Process Navigator is the authoring or process mapping software. The options for the mechanism to deploy PN are:
  • download from Triaster’s website as required
  • store a copy of the installation file on a network drive
  • or package an MSI file and push it out to users
The Process Navigator (authoring PC) minimum system requirements are set out here:
 
 
Please note Microsoft Visio is required. It is recommended that all authors are on the same version as each other and the Microsoft Visio version installed on the server.
 
A mix of Visio 2003 and Visio 2007 can be used, although both versions should be fully patched to aid interoperability. For more information please see:
 
 
If Triaster are hosting your server installation, Microsoft Visio version 2007 will be installed.
 
Process Navigator software needs activating using the activation reference supplied by Triaster. This will have been sent to the project lead, but can be obtained from activationteam@triaster.co.uk
 PIW2.1  How will PN be installed on training PCs? and who is responsible for doing it?  Often different PCs/laptops are used for software training from the ones used by the authors on an on-going basis. If this is the case, a temporary code can be used to activate the Process Navigator software on the training PCs/laptops.

This will be sent to the person responsible for scheduling the training, but can be obtained from activationteam@triaster.co.uk

 PIW2.2  Can configuration scripts be used to help set up machines? Some IT departments can roll out software using scripts, this may be something you can do, so is worth checking with your IT.
 IT Support – Either - Hosted Dedicated Server Deployment
 PIW3.0 Where will the Triaster file store be set up and who is responsible for doing so?  You will need to set up a Library file store on your network. The shared folder structure should be set up to mirror the folder structure on the Triaster Hosted Server as follows. The map store must be accessible to all your process authors. If access to documents is to be restricted, then standard IIS security can be employed.

File structure

<Triaster Root>\

 

Documents\

  Dynamic Menus\

    <Library>\

      <Site>\

        flash-menu.xml

 

  MapStore\

    <Library>\

     Template, Stencil and Properties

      Draft Maps\ (*Optional)

      Sandpit Maps\

      Prelive Maps\

      Live Maps

      Menu Pages\

        Prelive + Live\

        Sandpit\ 
 PIW3.1  Who will set up and manage the folder structure for the map store?  This should be one of the Process Council (i.e. not an IT task).
 PIW3.2  How will security on the map store folder be managed? It will be managed with standard file security, which, on a Windows Server, would be through Active Directory and NTFS permissions.
 PIW3.3 How do the files stored on our server work with the Triaster hosted server? We need to implement a method to synchronise the files saved in the file store with the Triaster hosted server.

Documents have to be transferred to the hosted server in order to return search results.

The Dynamic menu has to be transferred to the hosted server in order for updates to show.

Maps need to be transferred to the hosted server in order to be published to the library. Updates are made to the maps on the server, adding the status and approval date for example, and then the amended maps also need to be transferred back to your map store.
 PIW3.4  What method is used to synchronise the files?  We use GoodSync, to enable this. In order to install GoodSync, set up of a Windows administrator account with Read/Write access to the folders that will be synched is required. You are able to restrict the access down to only those files required to be copied up and down from the Triaster server, Triaster will not have access to any other information on your server.
 PIW3.5  How secure is Goodsync? It is entirely secure. GoodSync uses its own HTTP Direct IP Addressing system (i.e gstp://) which directly connects the two synching computers. It doesn't pass through the cloud, nor does it pass through any external servers. We will also turn on Secure Socket Layer (SSL) encryption of the transmit and receive channel.
 PIW3.6  How often do the servers sync? We set it up to sync automatically run overnight and to run on publish.
 PIW3.7 How will the documents be managed? Our recommended practice is to link from maps to documents using a full HTTP path. Please see:

http://knowledgebase.triaster.co.uk/help-for-library-adminstrators/library-adminstrator-due-diligence/best-practice-document-management

If access to documents is to be restricted, then standard IIS security can be employed.
 IT Support: On site Server Deployment
 PIW4.0  How many servers will be provided for the installation? Most organisations start with one server.

You are also licensed for a Test Triaster Server and we recommend that you make full use of this. Future Triaster Server upgrades will be client installed and should not be made on the live system in the first instance.
 PIW4.1 Where are the process maps created by the process authors to be saved on the network?  You will need a map store on your system that is accessible to all authors. Will this be on the Triaster Server?
 PIW4.2  If the maps store is on a separate server, what file system will be used?  Commonly used maps are stored on Windows severs using the NTFS files system.
 PIW4.3 Who will set up and manage the folder structure for the map store? This should be one of the Process Council (i.e. not an IT task).
 PIW4.4 How will security on the map store folder be managed?  It will be managed with standard file security, which, on a Windows Server, would be through Active Directory and NTFS permissions.
 PIW4.5 How will the documents be managed?

The Triaster Document Search feature requires the documents to be located on the Triaster server.

Our recommended practice is to link from maps to documents using a full HTTP path. Please see:

http://knowledgebase.triaster.co.uk/help-for-library-administrators/library-administrator-due-diligence/best-practice-document-management

If access to documents is to be restricted, then standard IIS security would be employed.

 PIW4.6 Is there a mail server available to send publication e-mails?

The default configuration is to send e-mail anonymously, but basic and NTLM authentication modes are available.

 PIW4.7  Who is the IT contact who will provide the server required? Who in IT will take responsibility for ordering the servers needed?

The servers will need to make content available to end users and to comply with the Triaster Server minimum system requirements set out here:
http://knowledgebase.triaster.co.uk/Home/faq/browser-toolkit/what-are-the-minimum-system-requirements
 PIW4.8 Who is the IT contact Triaster will liaise with to install the Triaster server software? This is the person who Triaster will liaise with during the installation the Triaster Server software.

Will this person be taking responsibility of upgrading the server in the future?
 PIW4.9 Can we have remote access to your servers? We will install the Triaster server software by remote access to your system, unless this cannot be granted. If that is the case, we will give full installation instructions to your IT, to enable them to install the software. Triaster usually use Goto meeting to remotely access your servers, but we are happy to use any method your organisation prefers.
 IT Support- all Deployments
 PIW5.0  What web browser will be used?  The default Visio HTML output includes VML graphics, a vector format that scales with little or no loss in quality. This format is supported by Internet Explorer, but not other browsers. There are alternative formats, for which more information is available here:

 http://knowledgebase.triaster.co.uk/Home/faq/product-compatibility/triaster-product-version-compatability#browser
 PIW5.1 Who should receive the e-mailed notifications for publication and cloning?  We recommend that these are sent to a distribution group, but they can be set up to send to a specific user.
 PIW5.2 Would you like Google analytics or Weblog Expert* installed to your Library? This is so that you can measure Library page use.

*Please note that there is a license cost of £75 for Weblog Expert.
 PIW5.3 Who are the recipients of alerts and approvals e-mail notifications? Additional distribution groups need to be set up for these.
 Alerts and Approvals
 PIW6.0 Who are the recipients of alerts and approvals e-mail notifications? Additional distribution groups need to be set up for these.
 PIW6.1 What approach to reviewing and approving maps will best support your objectives? Approvers and approval types need defining. The process must support you to achieve your objectives.
 Branding and Communication
 PIW7.0 Who is responsible for communicating your project objectives within your organisation?

Communicating your project objectives and how they are supported by your Process Library to the rest of your organisation is as important to the success of your project as your library implementation.

 PIW7.0.1  How can Triaster support you? Within a 4-8 day package Triaster can work with you to brand your entire project, develop a communication plan and the agreed communications. These can include presentations, e-mails, posters, newsletters. We can also help you develop library demonstrations.
 PIW7.1  What do I need to start thinking about in order to communicate my library to a wider   If you have purchased a communications package with Triaster we will set up a call with our Designer to start building a brand identity.

In order to do this we suggest that you start to think about:

· What is the message you are trying to communicate?

· Who is your audience? How will it benefit them?

· What language do we use? (in keeping with your company tone)

· What mechanisms do you currently use?

· What branding information should be use? We suggest that you start thinking about this as soon as milestones and a go live date have been agreed.
 PIW7.2  Do you have a name for your Library?  Giving you library a name helps to give it an identity right from the start.
Many customers like to get the end users involved in naming the Library so that it gives them some ownership of the system early on in the project and encourages them to use it.
 PIW7.3 Are you compatible with HTML5?  By default the library homepage will be built using HTML5 (as of 3rd September 2014).

In order to take full advantage of the dynamic movement the End Users will require IE10 or later.

If this is not possible you can still proceed with the HTML5 design, however the design will be static. Our designer will all options during the branding call. You will also receive a standard mobile homepage customised with your logo and colours. If you would like anything other than this this will require a chargeable custom design.
 PIW7.4 Who is responsible for agreeing the customised library homepage design? This is the person Triaster will liaise with to develop the customised library homepages. They need to liaise internally to ensure brand guidelines are complied with and marketing requirements are taken into account.
 PIW7.5 What style are you looking for the library homepage?  This will influence the homepage architecture that you choose. There are 2 architectures, ‘Hover’ and ‘Click’.

The hover interface is a traditional web menu hierarchical structure that is controlled by moving your mouse over the navigation options. Top level options can be accompanied by an image.

The click interface is a ‘scene-by-scene’ based architecture. Users move through the 3 level hierarchy by clicking through a storyboarded customised environment.
 PIW7.6 What is the plan for the library?  The medium to long term plan needs to be taken into account when developing the library homepage; otherwise the library content will quickly outgrow it.
 PIW7.7 Who is responsible for agreeing any customisations to the Stencil & Template?  The stencil will be customised at a point where you feel ready - normally within 2-3 months of this workshop; however you can proceed whenever you are ready.

We recommend that you start mapping using a standard template so that you get an understanding of what is useful to capture.
 PIW7.8 What do I need to think about when designing my Stencil and Template? · What page size will you be using, UK A3, A4 or US Legal, Ledger 

· What logo you want to use, where you would like it positioned 

· Font size & type 

· If a background image is required 

· What colour borders, shapes you would like 

· If you would like to use risk 

· What properties you would like to capture in the information bar 

· If you would like any of the properties on the any of your shapes (usually Activities or Node) to be mandatory 

· Do you need any custom icons? 

We don’t need answers to this now, however these are the types of questions we ask during your Stencil and Template design call.
 Professional Services
 PIW8.0 How can Triaster support your project? Triaster offer a Centre of Excellence package which includes 24 days to support your project.

We can use these days however you wish, most commonly they are used for:

· Map conversion

· Process Facilitation

· Map creation Map review/ feedback
 PIW8.1 Who is responsible for scheduling the training? This is the person Triaster will liaise with to schedule the training. This includes:

· Creating maps and populating your Library workshop

· Library Administration

· Governance Workshop

· Centre of Excellence package Project reviews
 PIW8.2 Scheduling Project review calls We suggested scheduling catch up calls with your Project Manager, this is to ensure that you always have an opportunity to ask questions, we can ensure your project is on track, and Triaster are supporting you as much as possible. We normally schedule these in one every week or every 2 weeks.
 Legacy Documentation
 PIW9.0 Should all the maps in any evaluation site be copied into the newly installed library? Unless you let us know otherwise, the maps in any evaluation site will be saved in your newly installed library.
 PIW9.1 Will any of your legacy process documentation be migrated into your Triaster Library? Data migration of legacy processes:

· Are legacy maps going to be converted to the Triaster format? Will maps be recreated or converted by shape replace?
 PIW9.2 Should any content be carried forward from your evaluation Library? Confirmation of content to carry forward. Consider:
  • Homepage (until replaced by bespoke design) 
  • Process Maps 
  • Documents
 Client Support Site
 PIW10.0 Can you log onto and find your way around your Support Site? How to log on:

http://knowledgebase.triaster.co.uk/professional-services/common-problems-logging-into-customer-support-sites

 PIW10.1 Are you aware of all the sources of support available to you?
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