Implementation Management Methodology

Once system construction and implementation commences, RCC is typically retained to advise our clients about myriad issues that inevitably arise during the project implementation phase. Each decision will have some operational impact upon the system's overall functionality in addition to cost and schedule impacts.

During this same phase of a project, RCC can assist its clients regarding change orders and change claim management. It is important to note that implementation of complex technology projects can require many months to years from contract execution through final system acceptance, and finally project close-out. During the passage of such an extended period of time, technology is always evolving, new product releases will occur, and users frequently discover new operational needs. Users also modify procedures that result in new operational requirements for the system. This entire process requires in-depth engineering support, which is in context with the operational needs of the new system.

For these reasons, as well as many others, changes to the original contract with the vendor are more often the rule than they are an exception. Knowledgeable change claim management protects the client's budget, especially when subtle and esoteric technical issues can have a profound and often unexpected cost, system performance, or schedule impact.

Given that change will occur during the lifetime of a project, the client is well-served by RCC's ability to evaluate the necessity for and impact of such changes and to further ascertain whether the vendor's change proposal is valid and suitably developed to serve the client's operational, budget, and schedule needs.

During the construction and installation phase, RCC provides quality assurance services in order to verify the vendors' assertions that the system was installed according to all contractual specifications. In some cases, this is limited to surveillance over vendor-provided testing services. In other cases, RCC may actually determine the need to provide additional testing to validate suspect test results.

During commissioning and prior to cutover, RCC works very closely with the client in ensuring several very critical conditions are met:

1. That the system is installed according to specifications;
2. That the users are trained sufficiently on the new system;
3. That a complete, low risk cutover plan is developed and in-place; and
4. That fallback, recovery, and abort planning is in place in the event cutover from the old system to the new system should fail.

During actual cutover, RCC supports the client by:

1. Carefully observing and documenting the total process;
2. Verifying that it is being conducted according to the approved plan;
3. That minor events are actively managed to prevent failures or aborts; and,
4. That if a non-recoverable event begins to emerge, an effective, planned retreat process to the existing ("old") system is recommended to the client and then carefully implemented.

Although every step of a cutover process must be success-oriented, the possible consequences of dropping one response to a call for public safety services could be dire. In order to manage risk and maintain responsiveness, therefore, the cutover process must be accomplished under the guidance of personnel who are thoroughly familiar with the technical details of the new system and can recognize when a seemingly minor clue portends impending system failure. RCC, working closely with the client, can provide these services.

After some period of operational testing and careful documentation of "failures" or other system difficulties, RCC can complete an evaluation, perform a detailed final review, and can make recommendations accordingly. Finally, RCC can validate the vendor's certification of complete compliance with the contract and, therefore, that all conditions of "Final Acceptance" have been met.

This milestone of Final Acceptance is significant for several reasons:

1. It means that all ownership is now vested in the buyer and not the vendor;
2. It typically triggers the release of all retainage and final payments;
3. It means that the warranty period commences;
4. It means that "punch list" items are cleared or that an acceptable plan is in place to assure their clearance in a timely manner; and,
5. It typically means that the buyer is satisfied that the system meets all specifications and that other than hidden flaws and warranty issues, the buyer will thereafter have limited recourse to the vendor.

More to the point, however, at final acceptance, there is a tacit acknowledgement by the buyer that the system will perform its function in the intended operational environment. From that point forward, users and callers for public safety services alike will be relying upon the functionality of the new system.

For all of these reasons, coupled with the vendor's reasonable expectation that final acceptance should immediately follow demonstration of conformance, the buyer should make this determination very carefully. RCC's expertise in evaluating acceptance test results, making recommendations to the buyer regarding resolution of any variances from the requirements, and in treating both the client and the vendor fairly and equally is invaluable.

Project Controls: Progress Evaluation And Reporting

The principal product from the Project Controls function consists of evaluating and reporting upon progress on both a work element as well as a total project basis. This is a powerful tool for enabling project management to direct the project effectively as well as for reporting to executive levels regarding project status.

Several crucial benefits arise out of the evaluation and reporting functions, but perhaps the most important is that of detecting an untoward trend very early in the process. Once a progress slippage or a cost escalation trend is detected, project management can investigate the cause and commence a "workaround" or recovery process at a point that has the least impact upon performance, cost, and schedule. This management insight, properly applied, prevents those urgent and costly fixes that otherwise occur whenever some aspect of a project remains undetected as it deviates even more from the plan.

RCC is strongly committed to utilizing the proper management tools and techniques in executing each of our projects. To this end, we have implemented the standard management practices described above and a suite of project control tools that are applied to every project so that we can track progress and resource needs internally. We strongly believe that our clients can benefit from these skill sets and, therefore, extend a core set of management practices and project control tools to every project as part of our core work plan.

RCC utilizes a number of project controls tools depending upon the unique requirements of the project and our client's needs. It is at this project master schedule level that the client's project team would evaluate progress and devise work-arounds and implement recovery plans in order to effectively manage the total project.

RCC also provides, as an optional toolset, a comprehensive secure internet-based project controls system that provides information management, collaboration and communication tools for our project teams. Our www.rccpm.com allows a project team to consolidate and coordinate information and activities from anywhere in the world using standard Internet connections and common browser software.

This service is offered in response to the growing demand for centralized information management and decision support in the midst of today's decentralized project teams and distributed environments. RCC's project management tools provide basic organization, collaboration, and information tools that can be applied to most any project. Some of the features include: secure login for each user; personalized user home page with automatic notifications and alerts; project files management; action item database; team directory; advanced search features; messaging; calendar; and, a wide range of reporting features.

All of RCC's Internet-based project management tools are available as optional services. A very reasonable hosting is charged depending upon the type of application and the amount of storage capacity required. In some cases, a one-time license fee is assessed for the use of some applications. RCC's representatives will be happy to provide a quotation for tools that are customized to your project needs.