Hadrone PPM is a ready-made (out-of-the-box) product, meaning its implementation is significantly simpler than custom-developed software or even platform-based software solutions. The focus of the implementation process is on meeting the business needs of the organization rather than the technology itself, which is already in place and functional. The entire configuration of the Hadrone PPM software is done through the user interface, meaning no technical skills are required for this process.

A best practice in IT system implementations (not just Hadrone PPM) is defining deliverables with acceptance criteria, as well as clarifying the involvement of both the Customer and the Contractor. This approach ensures that the Customer knows exactly what to expect as the outcome of the Contractor's work, and how much time and other resources the Customer’s team must dedicate to complete these tasks. While the Contractor is heavily involved, the Customer also has important responsibilities.

Below is an outline of our approach to implementing the Hadrone PPM software, focusing on the IT solution itself (and the rules for its use within the organization). It is important to note that effective implementation also requires managing human change. The final implementation project should also include "additional" tasks, especially on the Customer side, for which the Contractor may provide support.

Another separate consideration involves organizational changes, which may sometimes be required. These include adapting or developing project portfolio management methodologies/processes, as well as adjusting responsibilities and organizational structures. When planning the scope of the implementation, this area should also be analyzed.

Scope and duration of implementation

A typical Hadrone PPM implementation involves the following stages:

  • Stage 1: Project preparation,
  • Stage 2: Software analysis and configuration,
  • Stage 3: User training,
  • Stage 4: Projects migration,
  • Stage 5: Production launch.

The typical time required for the implementation of Hadrone PPM ranges from 1 to 3 months (including trainings and project migration). For additional services (dedicated integrations, data warehouse building, custom reports, and dashboards), the implementation duration can be longer. In the case of complex implementations with extended additional services, the timeline can even extend to a year or more. This article describes a "standard" implementation without additional services, which always requires individual analysis and planning.

Below is a breakdown of the stages of the implementation process and the deliverables for each stage.

Stage 1: Project preparation

The scope of work in Stage 1 includes:

  • delivering Hadrone PPM software and support in its installation (On-Premises model) or launching the software in the cloud (SaaS model),
  • preparing the project plan and assembling a project team from both the Customer and Contractor sides,
  • conducting a kick-off meeting.

As a result of the work carried out in Stage 1, the following products are delivered:

  • P1.1: Hadrone PPM software with documentation (On-Premises model).
  • P1.2: Project plan and kick-off.
  • P1.3: Installed Hadrone PPM software on the Customer’s infrastructure (On-Premises model).
  • P1.3: Activated access to Hadrone PPM in the cloud (SaaS model).

The following tables present descriptions of the delivered products provided in Stage 1.

 

Table. Description of the product „P1.1. Hadrone PPM software with documentation (On-Premises model)".

Description of product delivery by the Contractor
  • Delivery of the Hadrone PPM installation package from the FTP server to the Customer, along with user and administrator documentation,
  • Delivery of the license key for Hadrone PPM software.

Customer's role in delivering the product
  • Verification and acceptance of the product. 

Acceptance criteria for the product 
  • The Hadrone PPM software has been delivered, including:
    • the installation package,
    • user documentation,
    • administrator documentation,
    • a license key for three environments (production, testing and training).

 

Table. Description of the product „P1.2. Project plan and Kick-off".

Description of product delivery by the Contractor
  • Preparation of the project plan and formation of the team,
  • Preparation and conduction of a kick-off meeting to discuss the project plan.
Customer's role in delivering the product
  • Appointment of the project team on the Customer's side,
  • Participation of relevant persons from the Customer's project team in meetings and workshops with the Contractor, as well as in the verification of the documentation provided by the Contractor,
  • Verification and submission of any comments on the project plan,
  • Participation of the Customer's project team in the kick-off meeting,
  • Verification and acceptance of the product.
Acceptance criteria for the product 
  • The project team on the Contractor's side has been appointed,
  • A project plan has been developed, including: detailed work schedule, risk register structure, configuration management principles, communication management principles, and reporting and monitoring principles for project progress and status,
  • A kick-off meeting was held at the agreed time with the Customer, covering:
    • discussion of the project goal, scope and plan,
    • discussion of the general solution architecture,
    • discussion of the roles of the Contractor and Customer in the implementation of the project tasks, including the responsibilities of the individual project team members on both sides (Contractor and Customer),
    • discussion of potential project risks.

 

Table. Product description „P1.3. Hadrone PPM Software installed on the Customer's infrastructure (On-Premises model)".

Description of product delivery by the Contractor
  • Delivery of the infrastructure's requirements for Hadrone PPM software installation to the Customer,
  • Support for the Customer during the installation of Hadrone PPM software on the Customer's infrastructure (own or in a public/private cloud).

Customer's role in delivering the product
  • Preparation of infrastructure for the software installation, meeting the requirements provided by the Contractor (own infrastructure or in a public/private cloud),
  • Installation of the Hadrone PPM software with the support of the Contractor.

Acceptance criteria for the product 
  • The Hadrone PPM software has been installed on the Customer's infrastructure,
  • The Customer has the ability to log in to the Hadrone PPM software.

 

Table. Product description „P1.3. Activated access to Hadrone PPM software in the cloud (SaaS model)”.

Description of product delivery by the Contractor
  • Activation of the Hadrone PPM software instance in the Contractor's cloud.
Customer's role in delivering the product
  • Verification and acceptance of the product.
Acceptance criteria for the product 
  • The Hadrone PPM software instance has been activated in the Contractor's cloud.
  • The Customer has the ability to log in to the Hadrone PPM software.

 

Stage 2: Software analysis and configuration

The scope of work performed in Stage 2 includes:

  • analysis of the available Customer's documentation regarding project, program, and portfolio management,
  • preparation of the configuration project for Hadrone PPM software,
  • configuration of Hadrone PPM software according to the project,
  • implementation of the integration between Hadrone PPM and MS Active Directory or MS EntraID, if required by the Customer.

As a result of the work carried out in Stage 2, the product „P2.1. Configured Hadrone PPM software" is delivered.

The table below presents the product description of the work delivered within Stage 2.

 

Table. Product description „P2.1. Configured Hadrone PPM software”.

Description of product delivery by the Contractor
  • Analysis of the available documentation on project, program and portfolio management at the Customer,
  • Conducting workshops with the Customer's team regarding the identification of requirements and the development of the Hadrone PPM configuration,
  • Preparation of the Hadrone PPM software configuration project,
  • Discussion of the Hadrone PPM software configuration project with the Customer's team,
  • Performing the Hadrone PPM software configuration according to the approved configuration project,
  • Implementation of the integration between Hadrone PPM and MS Active Directory or MS EntraID.

Customer's role in delivering the product
  • Participation of the relevant members from the Customer's project team in meetings and workshops with the Contractor, as well as in the verification of the documentation delivered by the Contractor,
  • Verification and submission of any comments on the Hadrone PPM configuration project and approval of the final configuration project,
  • Verification and acceptance of the product.

Acceptance criteria for the product 
  • The Hadrone PPM software configuration project has been approved by the Customer, covering, depending on the Customer's needs:
    • project categories,
    • project stages,
    • project classifications,
    • project functions,
    • types of activities,
    • activity classifications,
    • milestone kinds,
    • milestone classifications,
    • expense categories,
    • commitment statuses,
    • competency catalogs,
    • effects categories,
    • risk kinds,
    • issue kinds,
    • decision kinds and decision-makers,
    • strategic goals,
    • parameters for automatic NPV calculation,
    • additional fields and additional field templates,
    • schedule templates,
    • project templates,
    • reminders regarding project status, RAG periodic reports, schedules, tasks, risks, and project effects,
    • roles and assigned permissions
    • MS Teams file repository structure templates
  • The Hadrone PPM configuration has been completed according to the configuration project approved by the Customer.
  • The integration with the Customer's MS Active Directory (or MS EntraID) has been completed, including user account synchronization and, if required by the Customer, user permission synchronization as well.

 

Stage 3: User Training

The scope of work performed in Stage 3 includes:

  • preparation of training materials,
  • conducting user training sessions.

As a result of the work carried out in Stage 3, the following products are delivered:

  • P3.1. Prepared training materials,
  • P3.2. Conducted training sessions for Hadrone PPM software users.

The table below presents the product descriptions of the work delivered within Stage 3.

 

Table. Product description „P3.1. Prepared Training Materials”.

Description of product delivery by the Contractor
  • Conducting workshops with the Customer's team regarding the development of training materials for Hadrone PPM software users,
  • Preparation of training materials for Hadrone PPM software users.

Customer's role in delivering the product
  • Participation of the relevant members from the Customer's project team in meetings and workshops with the Contractor,
  • Verification and submission of any comments on the training materials,
  • Verification and acceptance of the product.

Acceptance criteria for the product 
  • The training materials for Hadrone PPM software users have been developed, covering:
    • project planning,
    • project verification and approval,
    • project execution and progress reporting,
    • project closure,
    • post-project outcome reporting,
  • The training materials have been provided in PPTX format, allowing the Customer to modify the materials,
  • The training materials take into account the Hadrone PPM software configuration developed within the „P2.1. Configured Hadrone PPM Software" product.

 

Table. Product description „Conducted training sessions for Hadrone PPM software users”.

Description of product delivery by the Contractor
  • Conducting training sessions for Hadrone PPM software users (X sessions for groups of up to 10 people each).

Customer's role in delivering the product
  • Agreeing with the Contractor on the dates for the training sessions,
  • Providing a training room with computers for the participants and the trainer, along with access to the Hadrone PPM software training environment,
  • Ensuring the attendance of the Customer's representatives at the training sessions.

Acceptance criteria for the product 
  • X training sessions for Hadrone PPM software users have been conducted (6 groups of up to 10 people each),
  • The training sessions were conducted using the training materials approved by the Customer as part of the „P3.1. Prepared Training Materials" product.

 

Stage 4: Projects migration

The Contractor's support in migrating the Customer's projects is optional. Some Customers choose to manually enter projects by Project Managers. This manual work is also an opportunity to organize and standardize project descriptions (including schedules and budgets).

However, if the Customer decides that the current projects need to be migrated, we use our proven migration method, which allows project data to be transferred without disrupting users' work. Typically, structured project data is provided to us at the end of the day on Friday, and by Monday morning, the organization can work in the new environment filled with its project data.

The scope of work performed in Stage 4 includes:

  • preparation of Excel sheets to collect data for project migration, along with instructions for filling them out,
  • (optional) preparation of rules for creating project schedules in MS Project format for migration,
  • migration of data for current projects into Hadrone PPM software.

As a result of the work carried out in Stage 4, the product „P4.1. Migrated Projects" is delivered.

The table below presents the product description of the work delivered within Stage 4.

 

Table. Product description „P4.1. Migrated Projects”.

Description of product delivery by the Contractor
  • Preparation by the Contractor and delivery to the Customer of Excel sheets to collect data for project migration, along with instructions for filling them out,
  • If the Customer requires the migration of project schedules from MS Project files, the Contractor will prepare and deliver to the Customer the rules for preparing project schedules in MS Project format for migration,
  • Migration by the Contractor of the project data provided by the Customer (using the above-mentioned Excel sheets) into the Hadrone PPM software,
  • Import by the Contractor of the project schedules provided by the Customer (only for schedules prepared by the Customer in MS Project format according to the rules provided by the Contractor).

Customer's role in delivering the product
  • Participation of the relevant members from the Customer's project team in meetings and workshops with the Contractor,
  • Preparation of project migration data using the Excel sheets provided by the Contractor,
  • If the Customer requires the migration of project schedules from an MS Project file – providing project schedules in MS Project format prepared according to the rules received from the Contractor,
  • Verification and acceptance of the product.

Acceptance criteria for the product 
  • Projects have been created in the Hadrone PPM software, and the project data provided by the Customer has been migrated (this applies only to the data that was correctly prepared using the Excel sheets provided by the Contractor and following the instructions for filling out those sheets),
  • If the Customer requires the migration of project schedules from an MS Project file – the project schedules provided by the Customer have been migrated (this applies only to the schedules that were prepared according to the rules provided by the Contractor).

 

Stage 5: Production launch

The scope of work required for the production launch depends on the software usage model (On-Premises or SaaS) and the procedures in place at the Customer's organization. In the simplest case, this is just a summary and documentation of the implementation work results. Some organizations conduct acceptance tests and security tests during this stage. Acceptance tests (also known as UAT) aim to confirm that the software has been implemented according to the business needs of the users. Security tests aim to verify and confirm that the implemented software does not have vulnerabilities that would prevent its safe use.

The scope of work performed in Stage 5 includes:

  • preparation of test case descriptions for acceptance tests (UAT),
  • removal of any critical and high vulnerabilities, if they are discovered during the Hadrone PPM software security tests,
  • preparation of post-implementation documentation.

As a result of the work carried out in Stage 5, the product ,,P5.1. Hadrone PPM software production launched” is delivered.

The table below presents the product description of the work delivered within Stage 5.

 

Table. Product description „P5.1. Hadrone PPM software production launched”.

Description of product delivery by the Contractor
  • Preparation of test case descriptions for the following functionality scope (to be completed according to the Customer's requirements),
  • Removal of any critical and high vulnerabilities, if identified during the security tests of the Hadrone PPM software performed by the Customer,
  • Preparation of post-implementation documentation.

Customer's role in delivering the product
  • Participation of the relevant members from the Customer's project team in meetings and workshops with the Contractor,
  • Conducting security tests of the Hadrone PPM software by the Customer or by an entity designated by the Customer,
  • Conducting acceptance tests (UAT) for the Hadrone PPM software, using test cases prepared by the Contractor,
  • Verification and reporting of any comments or issues regarding the post-implementation documentation,
  • Verification and acceptance of the product.

Acceptance criteria for the product 
  • Security tests did not reveal any critical or high vulnerabilities in the Hadrone PPM software,
  • The results of all UAT tests confirmed the correct functioning of the Hadrone PPM software,
  • The post-implementation documentation developed includes ... (to be completed according to the Customer's requirements).