Upon receiving the completed Terra Dotta Software (TDS) contract, Terra Dotta will provision two sites for the client; a production site and a sandbox/test site. A kickoff meeting will be held between the Terra Dotta Client Services Manager, the functional (ISSS) office, and the client IT office. The kickoff meeting will provide the client 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.
After the kickoff meeting and before the implementation project officially begins, there will be two additional planning meetings between the client and Terra Dotta. These meetings will focus on preparation for the technical integration -- the first will be between Terra Dotta and the functional office, focusing on information-gathering around SEVIS reporting procedures at the institution, and the second will be between Terra Dotta, the functional office, and the client IT office, to review the technical documentation in detail and answer any questions about the integration requirements.
Project Timeline & Preparation
The TDS Implementation project will consist of five different phases. Each phase is for a concentrated amount of time and in all, the standard project will span a total of 12 weeks (see the ISSS Standard Implementation Timeline for more details). Additional services purchased can increase the standard implementation timeline. For example, an Admission Package increases the standard timeline by one month (see the ISSS Admissions Package Implementation Timeline for more details).
A successful implementation requires not only active participation from the functional and IT offices but organized resources that will be provided to the TDS Implementation Manager. This could include, but is not limited to:
- Links or electronic files of the existing process
- Access to existing programs, program details (terms, dates, required information) and program requirements
- List of needs, requirements, or goals that you want TDS to address (ex: a special report, ability to collect a specific piece of information)
- Information regarding the completeness and reliability of the data in your Student Information System (SIS), as well as technical details about your institution’s authentication/single sign-on (SSO) system.
Client Institution Roles and Responsibilities:
- Project Champion:
- A senior-level person with a strong interest in the success of the project
- Liaison with other campus departments as needed
- Primary Admin (can be the same person as project champion):
- Serves as the institution's own project manager, working with their own IT and functional office team members as well as Terra Dotta to ensure deadlines and milestones are met
- Will be able to grant maintenance permissions for functional office members
- Should have at minimum a moderate level of technology skills
- Technical Lead:
- IT leader responsible for overseeing all aspects of integration project including data integration, single sign-on authentication, DNS changes, and other technical requirements.
Terra Dotta Roles and Responsibilities:
- Implementation Manager
- Serves as primary liaison with the client during the implementation period
- Coordinates online meetings/calls between the TD team and client team
- Provides direct support through case system and checkpoint meetings
- Configures TDS to meet client’s business needs, leveraging best practices
- Manages the project, driving all participants to meet milestones and maintain the schedule
- Integration Analyst
- Works with client’s Primary Admin and IT team on the technical integration between TDS and SIS (Student Information System), including the Single Sign-On authentication configuration
- Account Manager
- Ensures information covered during initial contract discussions are conveyed to the implementation team
- Facilitates discussions if any additional services are requested
- Client Services Manager
- Periodically corresponds to check on progress and overall status/satisfaction of implementation