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The Knowledgebase

Study Abroad Implementation Overview

Upon receiving the Terra Dotta contract, Terra Dotta will provision a production site. Once created, an implementation kick-off meeting will be held between the Senior Implementation Engineer at Terra Dotta, the Client's functional office, and the IT Lead if possible. The meeting will provide the functional office with an understanding of the overall project from start to finish. Resources for how to prepare for the project, in addition to "next steps" will be provided. Before the implementation project officially begins, there will be one/two pre-planning meetings between Terra Dotta, the functional office, and the client's IT group.

 

Project Timeline & Preparation

The Terra Dotta implementation project will consist of seven different phases. Each phase is for a concentrated amount of time and in all, the project will span a total of 10 weeks.

  • Phase 1: Pre-Planning (1 week)
    • 1 to 2, 1-hour 
      • Introductions
      • Overview of Implementation Project
      • Review of Implementation Planning Template and other project resources
      • Review Integration Planning Template
  • Phase 2: Planning (2 weeks)
    • 2 to 4, 1-hour planning/training meetings with Terra Dotta Project Manager to review:
      • Implementation Planning Template
      • Demo, if needed
      • Discuss program categories, outline application requirements, approvals, and admin processes
      • Pain points
  • Phase 3: Integration (3 weeks):
    • Configure personalized URL, if desired
    • Configure campus login (SSO)
    • Data transfer from SIS/HR databases
      Note: For more information on integration, see SIS/HR/SSO Systems Integration
  • Phase 4: Training and Building (2 weeks)
    • Terra Dotta Project Manager builds programs and application requirements
    • Terra Dotta Project Manager configures additional add-ons (if purchased)
    • Daily check-in meetings to:
      • Review developed content
      • Ask and answer any outstanding questions
      • Conduct training
  • Phase 5: Validation (3 weeks)
    • Office Staff:
      • Submit test applications
      • Test authentication/logging in
      • Verify SIS/HR data is pulling correctly for test users
      • Review application requirements, brochure pages, web content
    • Applicants/end-users:
      • Submit test applications
      • Test authentication/logging in
    • Terra Dotta Project Manager:
      • Edit/revise configurations as needed
      • Answer any outstanding questions
      • Train on Content Management and Deployment Rule revisions
      • Train on Application Processing and Reporting
  • Phase 6: Launch (2 weeks)
    • 2 pre-launch meetings with Terra Dotta Project Manager
    • Begin accepting applications
    • 2 post-launch meetings with Terra Dotta Project Manager
    • Meeting with the Customer Success Manager
  • Phase 7: Maintain (ongoing)
    • Client site administrators:

A successful implementation requires not only active participation from the functional office, but also organized resources that can be provided to the Terra Dotta Project Manager. This could include, but is not limited to:

  • Links or electronic files of the existing application process.
  • Access to existing programs, program details (terms, dates, location), and program requirements.
  • List of needs, requirements, or goals that you want Terra Dotta to address (ex: a special report, ability to collect a specific piece of information).

 

Who's involved with the implementation?

Institution Roles Responsibilities:

  • Project Champion:
    • Senior-level person with a strong interest in the success of the project.
    • Liaison with other campus departments as needed.
  • Primary Admin:
    • Day-to-day owner of the project from "functional" (client) department.
    • Will be able to request maintenance permissions for functional office members.
    • Should have a moderate level of technology skills.
    • Can be the same person as the project champion.
  • Technical Lead:
    • IT leader responsible for facilitating data integration, secure campus login, DNS changes, and other technical requirements.
      Note: For more information about data integration, see SIS/HR/SSO Systems Integration. 

Terra Dotta Roles and Responsibilities:

  • Project Manager:
    • Serves as primary liaison with the client during the implementation period
    • Coordinates online meetings/calls between the Terra Dotta team and the client team
    • Provides direct support through email and checkpoint meetings
    • Configures Terra Dotta to meet client’s business needs, leveraging best practices
    • Manages the project, driving all participants to meet milestones and maintain the schedule
    • Works with the client’s IT team on the technical integration. Including Custom URL, Data File configuration of Student and/or Staff Data, and the Single-Sign-On configuration
  • Account Executive:
    • Ensures information covered during initial contract discussions are conveyed to the implementation team
    • Facilitates discussions if any additional services are requested
  • Director, Customer Implementation & Enablement:
    • Periodically corresponds to check on progress and overall status/satisfaction of implementation
  • Customer Success Manager:
    • Provides personalized support tailored to individual needs, ensuring a positive user experience and ongoing success with our solutions.