Upon receiving the Terra Dotta contract, Terra Dotta will provision a public agreements site (to show existing agreements and submit proposals for new agreements). Once created, an implementation planning meeting will be held between the Assistant Director for Services at Terra Dotta and the functional office. 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 two integration preparation meetings between Terra Dotta, the functional office, and the client's IT group.

Project Timeline & Preparation

The Terra Dotta implementation project will consist of six different phases. Each phase is for a concentrated amount of time and in all, the project will span a total of 8 weeks.

• Phase 1: Planning (2 weeks)
  • 2 to 4, 1-hour planning meetings with Terra Dotta Project Manager to review:
    • Current agreements management and proposal processes
    • Pain points
• Phase 2: Integration (3 weeks):
  • Configure personalized URL, campus login, and data transfer from SIS/HR databases
• Phase 3: Training and Building (2 weeks)
  • Terra Dotta Project Manager builds agreement proposal forms & workflows
  • Terra Dotta Project Manager imports agreements
  • Daily check-in meetings to:
    • Review developed content and configurations including workflows and proposal forms
    • Answer any outstanding questions
    • Conduct Training
• Phase 4: Validation (2 weeks)
  • Office Staff:
    • Submit test proposals and enter agreements
    • Review proposal requirements and agreements documentation
    • Test authentication/logging in
    • Verify data is pulling correctly for test users
  • Applicants/end-user:
    • Submit test proposals
    • Test authentication/logging in
  • Terra Dotta Project Manager:
    • Edit/revise configurations as needed
    • Answer any outstanding questions
• Phase 5: Launch (2 weeks)
  • Conduct 2 pre-launch meetings with Terra Dotta Project Manager
  • Begin accepting proposals
  • Conduct 2 post-launch meetings with Terra Dotta Project Manager
• Phase 6: Maintain (ongoing)
  • Client site administrators:
    • Use and administer Terra Dotta site independently
    • Build additional forms/content or configure additional features as desired
    • Utilize Terra Dotta support for help

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 active agreements
• Spreadsheet with agreement details (if one exists).
• Access to existing requirements and workflows.
• 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 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 client during implementation period
  • Coordinates online meetings/calls between the Terra Dotta team and client team
  • Provides direct support through case system 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 client’s IT team on the technical integration between Terra Dotta and the SIS, including the Single Sign On configuration
• Account Manager:
  • Ensures information covered during initial contract discussions are conveyed to implementation team
  • Facilitates discussions if any additional services are requested
• Assistant Director, Services:
  • Periodically corresponds to check on progress and overall status/satisfaction of implementation