Mifos® – Pilot and Rollout Plan TECHNOLOGY FOR MICROFINANCE Introduction This document covers the pilot and rollout of Mifos for the __________ Microfinance institution. The Pilot will cover rolling Mifos out to ___ branches over ___ weeks/months. Upon successful completion of the pilot the rollout will cover ____ branches within ____ weeks/months. Roles & Responsibilities The following individuals are involved with the rollout Please indicate if individuals are involved with just the pilot, rollout or both Branch participants are identified later in this document. Rollouts should include a representative from each of the major departments affected by the rollout (Generally IT, Operations and Accounting) PILOT AND ROLLOUT LEADS Name Title Role & Responsibilities Pilot/Rollout Participation (sample) John Doe MFI IT Manager Oversee project, run data Pilot & Rollout migrations, provide head office support TEAM MEMBERS Name Title Role & Responsibilities Pilot/Rollout Participation Schedule This is a general overview of the schedule. Detailed schedule should be built in another program like MS Project. Please review sample schedule for more ideas. PILOT Task Owner(s) Participants Start Date End Date Rollout to xxx Branch 1-4 12-27-09 12-29-09 Rollout to Group #1 Branch 1, Branch 2 1-15-10 1-30-10 Rollout to Group #2 Branch 3, Branch 4 2-1-10 2-15-10 Mifos® – Pilot and Rollout Plan TECHNOLOGY FOR MICROFINANCE Post rollout evaluation1 n/a ROLLOUT Task Owner(s) Participants Start Date End Date Train Remaining Branch Staff ??? [Need Trainers and Feb-08 Feb-10 before rollout participating branches] Rollout to Group 1 ??? [List Branches] Mar-29 Apr-02 Rollout to Group 2 ??? [List Branches] Apr-05 Apr-09 Rollout to Group 3 ??? [List Branches] Apr-12 Apr-16 Rollout to Group 4 ??? [List Branches] Rollout Process When rolling out to a selected set of branches, the following steps are taken (below is a sample, please change to your own process). DEPLOYMENT PROCESS Task Owner Scheduling Run Data Migration script for IT Department – John Doe Weekend before rollout begins selected branches Enter Collections and other MIS Branch Staff Week of rollout tasks Assist branch staff on-site Rollout Team – Support Member Mon and Tues of rollout week Monitor and Validate Reports at Branch Manager Week of rollout Branch Monitor and Validate Reports at Operations Manager, IT Week of Rollout HO Manager, Accounting Manager Determine Success of rollout Rollout team Friday, last day of rollout period 1 Post Rollout Evaluation involves reviewing the lessons learned during the rollout period and updating business processes, rollout procedures, fixing data migration issues, fixing reporting issues, etc before beginning next step in rollout. It is advised to schedule in an extended period after a live test and pilot for this step. During the actual rollout it is expected this is ongoing and does not need an extended period as it is expected most major issues would have been identified and resolved beforehand. Mifos® – Pilot and Rollout Plan TECHNOLOGY FOR MICROFINANCE ROLLBACK PROCESS Task Owner Scheduling Risks Risk Mitigation Supporting Documents Document/Tool Description Location Production Server https:// Results The following sections are here for demonstrative purposes. It is recommended that you use the google doc templates for collaborative purposes or excel templates if offline editing is preferred/necessary. Upon submitting this document for review, you can export the results from google docs into excel format. ISSUES List all comments, bugs and issues found during the pilot and rollout. The same document should be used for the live test, pilot and rollout. Google Doc Template Mifos® – Pilot and Rollout Plan TECHNOLOGY FOR MICROFINANCE link: https://spreadsheets.google.com/ccc?key=0AmKV049R8sT0dFFhRjZIMmdrTGpZcjVmNFRXRTFHbEE&hl= en Form Sample: https://spreadsheets.google.com/a/grameenfoundation.org/viewform?formkey=dFFhRjZIMmdrTGpZcjV mNFRXRTFHbEE6MA Submission: When staff are submitting issues, they need to provide the following (required marked in *): Date and time issue was found * (automatically added in google doc format) Reporter Name * URL (if applicable) Account ID (Client or System ID where the issue can be looked at) Description * Tracking Details: These details are used for managing and resolving those issues found Severity – How bad is the problem Priority – How important is it to resolve the issue Owner – Who is resolving the issue Status – Status of the resolution Bug ID - Used to link the issue to a bug if one is filed Resolution – Notes on how the issue was resolved, if at all Notes VALIDATION During rollout it is important to validate that it was successful. Create an excel template to use as a checklist to track the validation for each branch. You may want to create multiple checklists covering validation from the headquarters or different roles at the participating branch. The checklist should cover things like Business Processes Reports Data Validation between current MIS and Mifos Review sample for further insight. Note: During training it is important to stress with all participating staff what will be expected of them during the pilot and rollout. Key is indicating that they will be doing operations in parallel with your current MIS and Mifos. Mifos® – Pilot and Rollout Plan TECHNOLOGY FOR MICROFINANCE ROLLOUT PROGRESS TBD FAQ See <insert link> for commonly asked questions about planning and executing a rollout.