LiveCycle User Group Presentation:
             Kicking Off a Successful Business
                    Automation Project

...
Presentation Summary
        • Where to Start
        • Stakeholder Management
        • Gathering Requirements 
         ...
Where to Start
        • Identify Project Goals (high‐level)
        • Establish criteria for meeting goals
        • Eval...
Identifying Stakeholders
        • Internal Stakeholders
                 Management
             –
                 Proje...
Stakeholder Management
        • Develop a management plan
             – Get key stakeholders involved early 
           ...
Stakeholder Management
        • Tools &Tips: Getting Stakeholder Buy‐In
             – Hold technology presentation for s...
Requirements Gathering
      • Tools & Tips: Requirements Gathering and Discovery
            – Every form and process cou...
Requirements Gathering
        • Identify Which Forms/Processes will be included in 
          the project
        • Meet ...
Requirements Gathering




                                                       9
Capital Area LiveCycle User Group – Ja...
Requirements Gathering
        • Some questions to ask:
                 Which parts of this form are critical?
          ...
Sample Form:




                                                       11
Capital Area LiveCycle User Group – January 16,...
Requirements Gathering
        • Translating Business Processes to Automated 
          Workflows
             – Create st...
Sample Process Diagram:




                                                       13
Capital Area LiveCycle User Group – ...
Requirements Gathering
        • Meet with stakeholders to review/prioritize 
          requirements
        • Suggested O...
Analyzing Requirements
        • Review/analyze all form/process 
          requirements
        • For each form/process l...
Maximizing Project Team Efficiency
      • Develop form templates (standardize design)
            – Sort forms into like ...
Maximizing Project Team Efficiency
        • Build custom components in advance
        • Establish process development st...
Maximizing Project Team Efficiency
        • Suggested Outputs/Deliverables:
             – Form design template(s)
      ...
Before You Begin…
        • Introduce the new templates/style guides to 
          stakeholders
        • Revise/update pr...
Contacting AboutWeb
       AboutWeb Corporate                              Other Locations:
          Headquarters
       ...
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Business Automation

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Business Automation

  1. 1. LiveCycle User Group Presentation: Kicking Off a Successful Business Automation Project Presented By: www.aboutweb.com www.dc-livecycle.org 1 Capital Area LiveCycle User Group – January 16, 2009
  2. 2. Presentation Summary • Where to Start • Stakeholder Management • Gathering Requirements  – Project Level – Form Level • Analyzing Requirements • Maximizing Project Team Efficiency • Before you Begin… 2 Capital Area LiveCycle User Group – January 16, 2009
  3. 3. Where to Start • Identify Project Goals (high‐level) • Establish criteria for meeting goals • Evaluate which products you will need to  meet goals • Determine resources necessary to achieve  success 3 Capital Area LiveCycle User Group – January 16, 2009
  4. 4. Identifying Stakeholders • Internal Stakeholders Management – Project Team – Form Owners/Managers – End‐Users/Process Participants – IT Support Staff – • External Stakeholders – Client/Contractor Management/Personnel – End‐Users/Process Participants 4 Capital Area LiveCycle User Group – January 16, 2009
  5. 5. Stakeholder Management • Develop a management plan – Get key stakeholders involved early  – Identify stakeholder needs – Address stakeholder concerns – Implement a communications strategy for  disseminating project information/updates – Meet individually with key stakeholders 5 Capital Area LiveCycle User Group – January 16, 2009
  6. 6. Stakeholder Management • Tools &Tips: Getting Stakeholder Buy‐In – Hold technology presentation for stakeholders – Establish regular project updates with open forum  sessions to discuss changing needs – Get stakeholders involved in the QA process (where  appropriate), or demo progress to show forms in action – Set up training sessions to increase comfort levels with  new technology – Start transition planning early to manage expectations 6 Capital Area LiveCycle User Group – January 16, 2009
  7. 7. Requirements Gathering • Tools & Tips: Requirements Gathering and Discovery – Every form and process couplet is unique so requirements  must be gathered at the individual form level. – Forms owners and stakeholders must agree on form  revisions and process automation decisions (end users  should be included in requirements gathering process). – Requirements must be clear but flexible to allow for value‐ added improvements and optimization of the automation  process. – A single point of contact for requirements between client  and project team is key for managing change control and  validating requirements. 7 Capital Area LiveCycle User Group – January 16, 2009
  8. 8. Requirements Gathering • Identify Which Forms/Processes will be included in  the project • Meet with form owners/users to review the  current form design and process • Identify necessary updates and areas of  improvement for both form and process • (May involve LiveCycle consultant/expert at this  stage to make recommendations) • Map form and process requirements to LiveCycle  Component Functionality 8 Capital Area LiveCycle User Group – January 16, 2009
  9. 9. Requirements Gathering 9 Capital Area LiveCycle User Group – January 16, 2009
  10. 10. Requirements Gathering • Some questions to ask: Which parts of this form are critical? – Is any part outdated or unnecessary? – Who may authorize changes to a form? – How can data entry/process tasks be  – consolidated/optimized? What flexibility is there in consolidating design across  – multiple forms? How will forms be stored/archived? – What is the future of this form or process? – How can this form/process take advantage of the  – capabilities that LiveCycle provides? 10 Capital Area LiveCycle User Group – January 16, 2009
  11. 11. Sample Form: 11 Capital Area LiveCycle User Group – January 16, 2009
  12. 12. Requirements Gathering • Translating Business Processes to Automated  Workflows – Create static process flow diagrams for each  form representing the internal process objectives – Develop a list of custom components or  functionality required to meet these objectives,  for example: • Render forms with logged in user data • Database integration • Dynamically directed workflow, etc. 12 Capital Area LiveCycle User Group – January 16, 2009
  13. 13. Sample Process Diagram: 13 Capital Area LiveCycle User Group – January 16, 2009
  14. 14. Requirements Gathering • Meet with stakeholders to review/prioritize  requirements • Suggested Outputs/Deliverables: – Prioritized list of form requirements (high‐level) – Set of individual form design requirements  – Process diagrams for each form/process couplet 14 Capital Area LiveCycle User Group – January 16, 2009
  15. 15. Analyzing Requirements • Review/analyze all form/process  requirements • For each form/process list common or  custom features  • Create a table or spreadsheet to help  Identify areas of consolidation (where  forms/processes overlap and can be  combined) 15 Capital Area LiveCycle User Group – January 16, 2009
  16. 16. Maximizing Project Team Efficiency • Develop form templates (standardize design) – Sort forms into like groups – Establish design and style guidelines for each group that  may be different from the baseline – Create templates in the repository for project team use • Identify reusable form objects/fragments – Preset custom objects such as input fields, signature fields,  etc. with agreed upon style settings so development is  drag and drop – Encourage development team to save complex custom  objects and share object libraries – Use fragments for objects that appear in multiple forms  and may be edited, such as image files, logos, etc. 16 Capital Area LiveCycle User Group – January 16, 2009
  17. 17. Maximizing Project Team Efficiency • Build custom components in advance • Establish process development standards: – Establish naming protocols for pools, swimlanes, user  tasks, variables, file names, etc. – Develop default text templates for task instructions,  buttons, email subjects, etc. – Define standard process options (manager review/reject,  return to author or previous user, cancel request, etc.) – Determine how processes will be closed out/completed. 17 Capital Area LiveCycle User Group – January 16, 2009
  18. 18. Maximizing Project Team Efficiency • Suggested Outputs/Deliverables: – Form design template(s) – Set of form design standards/style guidelines for  developers – Process design/standard text template(s) – Set of process design standards/style guidelines  for developers 18 Capital Area LiveCycle User Group – January 16, 2009
  19. 19. Before You Begin… • Introduce the new templates/style guides to  stakeholders • Revise/update project goals as necessary • Re‐evaluate which forms/processes should be  included in the project based on time/budget • Re‐evaluate which products you will need  • Determine resources necessary to meet project  goals 19 Capital Area LiveCycle User Group – January 16, 2009
  20. 20. Contacting AboutWeb AboutWeb Corporate Other Locations: Headquarters • Vienna, VA 6177 Executive Blvd • Raleigh, NC Rockville, MD 20852 • Charlotte, NC P: 301.468.9246 • Baltimore, MD F: 301.468.9670 www.aboutweb.com Speaker: Anne Redding, Project Manager/Lead Process Designer 301.468.9246 ext. 151 • aredding@aboutweb.com 20 Capital Area LiveCycle User Group – January 16, 2009

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