Pilot Roll Out Plan

This section covers the following:

Pilot Roll-out Timelines
Program and Governance Set-Up Activities
Institution of Help-Desk
User Training & UAT Plan
Change Management Plan
Adoption Plan
Team Travel Plan

Pilot Roll-out Timelines

Milestone

Timeline

Program and Governance Set-Up Activities

Task

Assignee

Dependency (If any)

Start Date

End Date

Status

Remarks (If any)

Institution of Help-Desk

Task

Assignee

Dependency (If any)

Start Date

End Date

Status

Remarks (If any)

User Training & UAT Plan

Task

Assignee

Dependency (If any)

Start Date

End Date

Status

Remarks (If any)

Change Management Plan

Task

Assignee

Dependency (If any)

Start Date

End Date

Status

Remarks (If any)

Adoption Plan

Task

Assignee

Dependency (If any)

Start Date

End Date

Status

Remarks (If any)

Travel Plan

Function

Member

W-2(1st May)

W-1(15th May)

W1(22nd May)

W2 (29th May)

W3 (5th June)

W4 (12th June)

W5 (19th June)

W6 (26th June)

W7 (3rd July)

W8 (10th July)

Task

Assignee

Dependency (If any)

Start Date

End Date

Status

Remarks (If any)

Task

Assignee

Dependency (If any)

Start Date

End Date

Status

Remarks (If any)

Task

Assignee

Dependency (If any)

Start Date

End Date

Status

Remarks (If any)

Task

Assignee

Dependency (If any)

Start Date

End Date

Status

Remarks (If any)

Function

Member

W-2(1st May)

W-1(15th May)

W1(22nd May)

W2 (29th May)

W3 (5th June)

W4 (12th June)

W5 (19th June)

W6 (26th June)

W7 (3rd July)

W8 (10th July)

MUKTASoft Launch in UAT Environment

Pilot Go-Live (Launch of MUKTASoft in Production Environment)

II. Kick Off and Governance Set-Up

Meeting to initiate discussion on Pilot Preparation

Identification of SPOCs from Department for Pilot

Shubhranshu (Functional) + Anil ( Technical)

Identification of SPOCs from 2 ULBs for Pilot Preparation (For logistics support, training, driving data entry, dissemination of IEC material etc. )

Subrat - Dhenkanal Madhusmita - Jatani

Communication to Department and ULBs regarding timeline

Confirmed with the department. To be additionally notified through a letter

Agree on Roles and Responsibilities for Stakeholders

To be shared in a letter with the department, department to approve/ suggest modifications

Sign off on Pilot Success Metrics

To be shared in a letter with the department, department to approve/ suggest modifications

Sign off on Adoption Metrics from Department

To be shared in a letter with the department, department to approve/ suggest modifications

Agree on review and monitoring frequency and stakeholders with Department

To be shared in a letter with the department, department to approve/ suggest modifications

Agree on review and monitoring frequency and stakeholders with ULBs

To be shared in a letter with the department, department to approve/ suggest modifications

Agree on escalation matrix (ULB Level, Department Level)

To be shared in a letter with the department, department to approve/ suggest modifications

On-boarding of PMU for supporting adoption and monitoring on-ground

Subhranshu, HUDD SPOC to support in executing this

Department in the process of on-boarding an EY team for this

III. Institution of Help Desk

Set-up of L1 Helpdesk for Go-Live - Identification of Personnel

To be executed by the department

Already agreed with the department

Training of Helpdesk Personnel

Nominated individuals to be made available for training

Setting up of a Ticketing System

To be facilitted by eGov team(JIRA free version)

Develop and share an SOP for triaging

Escalation Matrix for functional/ technical queries

IV. User Training & UAT

Creation of Training Plan

Venue: SUDA Conference Hall

Trainers/ UAT Drivers: Nirbhay and Arindam

Facilitators: Sourav, Shivani and Prashanth

Master Trainers (~15 members) 1. 5 members from UMC MUKTA team in Bhubaneshwar 2. 2 IT Resources from UMC Head-Office 3. 4 City Mission Managers (CMMs) 4. From HUDD - Anil and Ashutosh 5. 2 MIS Team members nominated to constitute the Helpdesk

MUKTASoft Users (~10 members) 1. ULB Employees (EO, JE, AE, ME, MUKTA Team - Implementation Expert, Program Coordinator, Accountant, MIS Team Member) 2. SHG Members (President & Secreatary from 4 SHGs where 2 SHGs will be from Dhenkanal and 2 from Jatani)

Devices Required 1. Laptop/ Desktop: Windows Devices with alteast Windows 10 Pro and Chrome browser (latest version) 2. Mobiles: Android Devices with Android 10 for CBOs to download app or phone with Chrome Browser (latest version) for ULB staff to use the app on phone instead of laptop/ desktop

Shubhranshu to support on ground.

Availability of Trainees + Required Devices

9:00 am - 9:30 am Registration

9:30 am -10:30 am Demo

10:30 am - 11:00 am Tea Break

11:00 am - 1:00 pm Hands-on Training Session 1 (Project, Estimate)

1:00 pm -2:00 pm Lunch

2:00 pm - 4:00 pm Hands-on Training Session 2 (Work Order,Muster Roll, Purchase Bill, Payment Advice)

4:00 pm- 4:30 pm Tea Break

4:30 pm- 5: 30 pm Hands-on Training Session 3 (CBO App)

9:30 am -11:00 am Hands-on Training continues

11:00 am - 11:30 am Tea Break

11:30 am - 1:00 pm Q & A, Feedback, Preparation for UAT (Test case handouts distributed based on Roles)

1:00 pm - 2:00 pm Lunch

2:00 pm - 4:00 pm UAT Session 1

4:00 pm- 4:30 pm Tea Break

4:30 pm - 5:30 pm UAT Session 2

9:30 am - 11:00 am UAT Session 3

11:00 am - 11:30 am Tea Break

11:30 am - 1:00 pm UAT Session 4

1:00 pm - 2:00 pm Lunch

2:00 pm - 4:00 pm UAT Session 5

4:00 pm- 4:30 pm Tea Break

4:30 pm - 5:30 pm UAT Session 6

9:30 am - 11:00 am UAT Session 7

11:00 am - 11:30 am Tea Break

11:30 am - 1:00 pm UAT Session 8

1:00 pm - 2:00 pm Lunch

2:00 pm - 4:00 pm (Bugs, Enhancements, Feedback Collection and Prioritization)

4:00 pm- 4:30 pm Tea Break

4:30 pm - 6:00 pm Feedback , Quiz on Training and UAT, Closure

Creation of Training Assets (User Manuals, FAQs and Demo Videos)

UMC to Support on Translation & Design

Will be ready by Go-Live

Translation and Printing of Training Assets

Assets to be shared with UMC Team as and when completed by us to start translation

Training Delivery and UAT

Trainees and Devices to be available

Gather Feedback on Training

Feedback Questionnaire to be Translated

Plan Refresher Training (Tentatively 3-4 weeks later )

To be planned based on feedback

VI. Change Management Plan

People / Behavioural Management

Training Plan (Covered in Section IV above)

IEC Plan (Covered in Section V above)

Officiial notifications to gradually restrict manual practices to 2 ULBs: 1. Only MUKTASoft generated muster rolls will be approved starting July 1st (for projects approved after go-live date) 2. Editing of attendance should be undertaken only for last 2 weeks starting July 15th (for projects approved after go-live) and the window for editing attendance will be limited to 1 week with launch of v1.1

To be taken up fate V1.2 launch

Technical Change Management

Gather Feedback After Go-Live (Bi-weekly calls with CBOs and ULB members from 2 ULBs)

Ongoing Activity. Reflected in the Meeting Cadence

Plan for Enhancements/ Upgrades/ Changes (Detailed Technical Effort to be Planned)

Once we have inputs from UAT this can be estimated

Cadence for Identifying and Prioritizing Enhancements

Reflected in the Meeting Cadence

Creation of User Training Plan (Covered in Section IV above)

Institution of Help Desk Institution (Covered in Section III above)

Support required from department to set up tool, resources.

Included as part of Issue Resolution Matrix; Agreement taken from the department on this

Establish Program Governance Structure

To be shared in a letter with the department, department to approve/ suggest modifications

Establish Review Cadences

To be shared in a letter with the department, department to approve/ suggest modifications

Roll -Out Dashboard / Scripts

To be initiated on finalization of success metrics

To be planned if necessary

Sourav (Based in Dhenkanal W2 onwards)

Abhishek Rout (Based in Jatani W2 onwards)

To be planned if necessary