Taking the need

1. Taking need

1.1 Existing System to Migrate

• Product
• Version
• Structure
  • Check if there are structures not supported by Constellio in the existing system (e.g. container in container)
• Content to be migrated (data types, volume of each type, modules, etc.)
  • See inventory of digital and physical data below
• Customization of the solution / specific parameterization of the solution
  • Custom development
  • Modules
  • Calculators
  • Etc.
• Migration format (csv file, SQL database, proprietary binary format, etc.)
• Data transfer
  • Drop box for migration data
  • Access to deposit data in Constellio

1.2 Digital Data Inventory

• Documents (and type)
  • Number 
  • Types 
  • Total size
• Folders and subfolders

1.3 Physical Data Inventory

• Number of containers
• Storage spaces
• Number of physical folders

1.4 Users and roles

• Directory integration
• Users to be trained
• Groups to transfer / create
• Roles to support for groups/users 
  • Administrators
  • Document Management Manager
  • Manager
  • User
  • User - Consultation only
  • External user
  • Other type of profile

1.5 Client Environment

• Office automation
  • Windows or Mac (and version)
  • Screens 
    • Ex. Facilitates drag and drop.
  • Thin client?
  • VPN/remote work
  • Applications to support (in addition to Microsoft Office, etc.)
  • Network share / WebDAV deployment?
• Mobile device support?

1.6 Integrations to support

• External system to be migrated and/or replaced
  • E.g. integration with financial system, HR, digitization chain, etc.
• External systems to be integrated
  • Required for deployment, or can be achieved after
• Labels to be produced
  • Format (Avery)
  • Metadata to be entered
• Reports to be produced
  • Examples with data
  • Under-reports?

1.7 Constellio modules to install

Number of users for each of its modules

• Digital signature
• WebDAV
• For each module 
  • System and resource requirements
  •  Required training
  • Reindexing

1.8 Custom development

• The steps of the process: Custom development have been followed
• Validate module deployment steps
  • From development environment to production
  • System and resource requirements
  •  Required training
  • Reindexing

1.9 Server Technology Infrastructure

• Virtualization technology or containers
• If applicable: Cloud provider
  • Number of environments
  • Development
  • Preproduction
  • Production
  • Etc.
• Remote access

1.10 Business units and business processes to support during deployment

• At least, cover the units and processes to be supported for short-term deployment;
• Meeting of taking of need of 3 hours maximum by administrative units which determines the needs in document management;
• Meeting interview questions provided in advance for preparation;
• Try to prioritize well-prepared and simple deployments to create successes.

1.11 Deployment Strategy

• Analysis of meetings to take needs with the organization's administrative units;
• Document 20-80 that represents the horizontal deployment objectives of the organization;
• Action plan identifying the elements to be put in place for a successful deployment;
• Recommendation for action to be taken by organizational units to achieve objectives.

1.12 Customer team for the need

• Profiles
  • Project management;
  • Archival resources;
  • Technical resources.
• Deployment Experience
  • Change management;
  • Migration;
  • Formation.
• Experience in development
  • Analysis;
  • Bug reporting.
• How meetings work
• Post-deployment support team
• Commitment
  • Management support;
  • Team availability;
  • Apprehensions for the product/process/deployment team/etc.

1.13 Deployment Schedule Constraints

• Resource availability;
• Alignment with business events (e.g. upcoming elections).

1.14 Security Requirements (CID)

• Availability: data location, replication, SLA, backups;
• Confidentiality: categorization, authorizations;
• Integrity: history, changes, audit, etc.

1.15 Parameterization Requirements

• Financial year;
• Date formats;
• Tongue;
• Areas of value;
• Etc.

1.16 Training Needs

• By user type.

2. Meeting - Need Taking

Need meetings are used to take stock of the needs of the organizations' departments. They are asked several questions.

Nature of documents 

• What do you produce as documents?  
• How is it organized?  
• Are you satisfied with these elements? 
• What documents have you received?
• How do you exchange your documents?
• Do you use an electronic signature? 
  

Do you have a centralized filing system? Physical records?  

Elements that work well 

• What elements do you want to keep as good practices?
  

Issues to be addressed 

• What are the irritants or things that don't work at all? 
  

Desired objectives 

• In the best of all worlds, what do you want to find? What elements do you need to integrate successful change? 
  

Recommendations 

What is your level of urgency to implement or make a change (1 to 10) 10 being very urgent