Implementation
CMS – The contract with CMS is at the enterprise level. TTC provides project management and SharePoint governance, improves functionality, configures and maintains SharePoint sites, builds business processes management tools and provides training.
TTC developed a SharePoint based Petition Tracking System. The goal of the new system was to automate the process for review and decision-making related to industry petitions to grant nonregulated status to genetically engineered organisms.
TTC delivered the project using an agile development model, where we iteratively worked with the customer to achieve project specifications. The final product was an automated product which followed the established workflow and included a dashboard for real-time tracking of all petitions in process. Completed petitions are archived in SharePoint as part of the system.
Training CMS – Effective training of new users on existing SharePoint systems or existing users on new SharePoint systems is a SharePoint implementation activity that can represent substantial ROI, both in terms of personal productivity and automated system utilization. Trained users can complete the same amount of work in much less time than untrained users and operate information systems more effectively. Training produces greater user satisfaction and leads to fewer service requests.
TTC delivers a complete suite of SharePoint training services to CMS staff and customers. We prepare and deliver user training in SharePoint systems and applications specific to the each business unit’s unique operational environment. TTC’s SharePoint trainers are qualified to provide instruction on the full range of the SharePoint functionality, from basic SharePoint use and features, such as workflows, lists, libraries, calendars, contacts and alerts to more complex SharePoint products and concepts such as InfoPath forms and user access controls. Our SharePoint training curriculum also covers CMS SharePoint applications developed to address specific organizational business needs.
TTC prepares detailed Rollout, Education and Communications Plans for our support specialists and CMS users, providing information about SharePoint system changes, upgrades, and updates. The Plan includes a complete list of instruction materials tailored to the delivery mediums anticipated to reach the most users in the most effective way, including multiple avenues of webinar, on-line, video conference with phone call and email responses for specific training responses. We also train users on the use of SharePoint tools and aids. Our support specialists receive special instruction to become trainers of CMS personnel designated as SharePoint liaisons and user representatives—a “train the trainer” methodology.
Collaboration
TTC enhanced the Army Aviation Knowledge Network (AKN) for ultimate interconnectivity with the multiple local, DoD, Army, and TRADOC websites, systems and programs. The ability to seamlessly interface was essential to achieving the USAACE training mission through the establishment of a successful Aviation KM environment and culture. It provided an effective and efficient capture of the critical relationship between people, process, and technology and was made possible through access to other online resources. This allowed for knowledge transfer in support of timely decision-making and task execution activities. The net result enabled the USAACE training mission, while enhancing the link between the Operating and Generating Force. This link also supported the achievement of individual and unit readiness goals. TTC supported the Enhancement and Sustainment of the AKN through specific support tasks.
Business Process Automation
TTC supports CMS through an automated business process of projects on our internal Team Center site in SharePoint. Projects are received through a number of means: email, a side conversation after a meeting, the help desk, etc. Projects are then tagged with a number of pieces of information, some of which may not be available at the inception, but as the project progresses.
Just as projects can be assigned to teammates, so can Action Items. Action Items are used as small tasks that may or may not be associated with the current projects that teammates are working on. Creating Action Items not only allows team members and management to better execute and assess priorities and assignments, but also provides a built-in mechanism for reporting on the status of their tasks.
To improve that mechanism, an initiative was born from our Process Improvement meetings, where we created a Project Dashboard for each teammate within TTC. These dashboards pull together an individual’s assigned Projects and Action Items, and display all of the documents associated with the open projects what the individual is working on. Each individual is responsible for keeping their dashboard up to date with the latest progress they’ve made on their projects and action items.
The CMS Share Integrated Project Planis updated to incorporate activities related to the pre-existing and forthcoming requirements of Nintex and Bamboo, App Model, and Office 365.
- TTC has the ability to convert site collections from the SharePoint 2013 experience to Office 365 experience at any time after the initial software upgrade is completed by the infrastructure contractor
- TTC has the ability to leverage the “upgrade evaluation site” feature to create evaluation copies of site collections in 2013 mode that can be used for testing and training
- Existing SharePoint 2013 development resources will be transitioned to support Nintex, Bamboo, App Model and Office 365
TTC updates the current Project Plan that presenting all project management-related components that are used in the governance of the CMS Enterprise-wide SharePoint Support project. This document is established as a “living” document that is the reference for maintaining the appropriate project controls for the entire CMS Enterprise-wide SharePoint Support project. This document evolves with the project and allows for processes and controls to be enhanced or added as the CMS Enterprise-wide SharePoint Support project progresses through its lifecycle.
This document, at a minimum, outlines how the scope is managed, project communications are handled, and the process for official milestone and deliverable receipt and acceptance. The document further defines how changes to the project are initiated, reviewed, and approved as well as how unresolved issues are tracked and brought to conclusion. The document defines how risks associated with the project are identified and how the CMS Enterprise-wide SharePoint Support team intends to mitigate those risks. It also outlines steps that the team takes to ensure quality assurance and quality control. This includes standard periodic project reviews as communication and progress check points for both CMS and TTC leadership.
Workflows
TTC developed a CMS compliance workflow process to assure compliance with the CMS Requirements Writer’s Guide (RWG). We use this process as a guide for our project manager, analysts, developers, trainers, and others who are responsible for scoping, writing, or reviewing requirements. This workflowprocess includes the level of detail that should be included in each written requirement. Our team uses this process as a guide for formal reviews of requirements and standardization of nomenclature associated with writing requirements.
The RWG workflow process follows the RWG guidelines to effectively manage requirements and provides guidelines for writing, measuring, and accepting requirements. We follow the defined structure for written requirements and use the standardized set of criteria to assess each requirement.
Document Management
TTC configured and developed a content management capability that allows for ease of use with quick ownership tracking. It has the capability to identify bottleneck issues and control content before it is released. Our team supported secure content management, file sharing capabilities, Commanding General (CG) dashboard reporting, instructional materials, and document file storage, to facilitate organizational collaboration to meet Aviation Enterprise management’s strategic goals. The following features on the USAACE SharePoint site include:
- Makes available templates for master pages and page layouts which enable USAACE to apply consistent branding to SharePoint;
- Enables easy authoring, editing, approving, and publishing web content with an easy-to-use content authoring tool and a built-in approval process;
- Enables USAACE to define and use information management policies to enforce compliance with USAACE internal processes, retention, protection, auditing, quality control, legal or governance for information management;
- Provides a full-fledged document management system along with workflow functionality allowing users to share, collaborate, organize, and classify the content;
- Provides the ability to have multiple contributors with limited views;
- Displays visually the status of multiple actions in a single view.