RIO Wants You: Implementation Team

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Table of Contents

WE WANT YOU! Internal Customer Team Internal Customer Team (estimated effort and responsibilities) RIO Implementation Team

WE WANT YOU!

A successful Student Information System implementation relies on a combined effort between the Internal Customer Team and the RIO Implementation team.

Internal Customer Team

The following team members below are vital to the project's success:

Customer Team

Core team responsible for communication, developing requirements, testing and providing feedback for the duration of the implementation.

Team members are subject matter experts (SME) in the areas identified below.

Role

Description

Responsibilities

Project Sponsor

Project approver who champions the project from the business perspective.

Endorse the project's alignment to the organisation's strategic objectives.
Provide resources and support.
Help to remove obstacles to the project's success.

Project Manager

Plans and oversees the project on a day-to-day basis (main 'conduit' between Internal Customer team & RIO Implementation team).

Deliver the project on time and on budget.
Share updates from the RIO Implementation Project Manager with the Internal Customer Team.
Support the team to meet agreed deadlines.
Communicate potential risks.

IT Team

Customer's internal IT team.

Support integration and data migration activities
Learn and understand in detail the custom components and maintenance to configure future enhancements and term setups (with module SMEs)

1. Recruitment/ Admissions Office Representative.

Assists in recruiting new students, reviews student applications, has a strong grasp of the admissions process.

These roles are the Institution's Subject Matter Experts (SMEs) who will help the RIO Implementation team understand your current ways of working and where RIO Education can add the most value.

Obtaining input and expertise from these roles is critical to ensuring RIO Education meets your needs and solves existing business problems.

With your input, RIO Education will be the best fit possible for your organization - saving you time and creating a real uplift in admin/faculty/student experience.

In addition, the SME's role is to learn and understand in detail their module's custom components and maintenance to configure future enhancements and term setups (with IT team).

Note:
The diagram below contains each RIO Education module.
The numbers correspond to the 8 SME roles and notate where they are likely to be asked to participate in the project by way of:

Use Case identification.
Business Process Mapping
Requirements building
Attending virtual training (and/or viewing recordings)
User Acceptance Testing (UAT)
Module sign-off

2. Registrar - Program Administration Officer.

Administers programs of study and creates the new course offerings each term/semester.

3. Registrar - Session Management Officer.

Schedules facilities and faculty members to sessions.

4. Registrar - Enrollment Officer.

From 'Acceptance of Offer' stage, supports students to enroll in courses of study.

5. Registrar - Assessment Officer.

Maintains results records.
Produces and issues certificates and transcripts.

6. Learning Management System Representative (if any).

Administers the institution's Learning Management System (e.g. Canvas, Moodle).

7. Student Service/Support Representative

Provides customer service support to students through a range of communication channels.

8.Faculty Representative

Provides UEX insights from the faculty member perspective.

9. Finance Team Representative

Understands the billing/fees process and uses the institution's accounting system.

10. Financial Aid Representative

Understands the institution's internal and external financial aid processes, including awards and disbursements.

Internal Customer Team (estimated effort and responsibilities)

Responsibilities and estimated weekly time commitment (hours) throughout each phase of the Implementation.

	Project Manager		Internal IT Team
	Responsibilities	Hrs p/w	Responsibilities	Hrs p/w
Discovery	Attend kick off meeting & Discovery sessions Attend weekly project meetings and data migration planning sessions Support SMEs to complete homework Communicate action items & deadlines to internal team	20	Watch preparation videos Attend all discovery sessions Attend weekly project meetings and data migration planning sessions Assist SMEs in gathering data and materials to complete homework Assist PM and SMEs in identifying data for migration	20
Prototype	Attend prototype presentations Collate feedback & share with RIO team	20	Attend prototype presentations Review the prototype mock ups & provide feedback	20
Build	Liaise between RIO & SMEs to answer questions that arise during the Build phase	5	Work with the Project Manager to answer RIO’s questions and clarify requirements that may arise during the Build phase	5
UAT/ Data Migration	Attend UAT & You kick off session Attend training sessions Attend weekly project meetings Work with RIO, Internal IT Team & SMEs on Data Migration	20	Attend UAT & You kick off session Attend training sessions Attend weekly project meetings Test data migration & assist resolving errors	20
Go Live	Be on call to advise RIO team on any issues, bugs, etc Assist with transition to RIO Support team	20	Be on call to advise RIO team on any issues, bugs, etc Assist with transition to RIO Support team	20

	Admissions Office & Registrars (Program Admin/ Session Management/ Enrollment /Assessment)		Learning Management System Representative & Financial Aid Representative
	Responsibilities	Hrs p/w	Responsibilities	Hrs p/w
Discovery	Watch preparation videos Attend sessions for ‘your’ modules Liaise with your department’s team to complete project homework Complete the Master Data & MVP requirements spreadsheets for ‘your’ modules & provide documentation Identify data for migration managed by your department	20	Provide latest gradebook & sample Course Assessment Review RIO integration documentation Liaise with your department’s team to complete project homework Complete the Master Data & MVP requirements spreadsheets for ‘your’ modules & provide documentation Identify data for migration managed by your department	20
Prototype	Attend sessions for ‘your’ modules Review the prototype mock ups & provide feedback	20	Attend presentation for 'your' modules Review the prototype mock ups & provide feedback	20
Build	Answer questions and clarify requirements if needed	5	Answer questions and clarify requirements if needed	5
UAT/ Data Migration	Attend UAT & You kick off session Use case testing & acceptance Nominate users to test Attend training sessions	20	Use case testing & acceptance Nominate users to test Attend training sessions	20
Go Live	Be on call to answer questions if needed	10	Be on call to answer questions if needed	10

	Student Service/Support Representative & Faculty Representative		Finance Team Representative
	Responsibilities	Hrs p/w	Responsibilities	Hrs p/w
Discovery	Watch preparation videos Attend sessions for ‘your’ modules Liaise with your department’s team to complete project homework Complete the Master Data & MVP requirements spreadsheets for ‘your’ modules & provide documentation Identify data for migration managed by your department	20	Watch preparation videos Attend sessions for ‘your’ modules Liaise with your department’s team to complete project homework Complete the Master Data & MVP requirements spreadsheets for ‘your’ modules & provide documentation Identify data for migration managed by your department	20
Prototype	Attend presentation for 'your' modules Review prototype mock ups & provide feedback	20	Attend presentation for 'your' modules Review prototype mock ups & provide feedback	20
Build	Answer questions and clarify requirements if needed	5	Answer questions and clarify requirements if needed	5
UAT/ Data Migration	Use case testing & acceptance Nominate users to test Attend training sessions	20	Use case testing & acceptance Nominate users to test Attend training sessions	20
Go Live	Be on call to answer questions if needed	10	Be on call to answer questions if needed	10

Post RIO Implementation, the Internal Customer Team will be asked to nominate a representative to liaise with the RIO Customer Support Team on an ongoing basis.

RIO Implementation Team

The following team members will provide support to ensure the implementation runs smoothly:

Functional Team
Core team supporting the customer for the duration of the implementation.
Role	Description	Responsibilities
Project Manager	Plans and oversees the project on a day-to-day basis (main 'conduit' between Internal Customer team & RIO Implementation team).	Deliver the project on time and on budget. Provide regular project status updates to the RIO Implementation Team and Customer project manager Support the team to meet agreed timelines Communicate potential risks.
Business Analyst	Researches, analyses and evaluates business processes.	Analyse and evaluate the customer's current business processes. Research current business processes within the Customer's industry, and share opportunities.
Technical Team
Specialist skillset related to the RIO Education product, engaged when required for specific tasks.
Role	Description	Responsibilities
Solutions Architect	Understands the customer's business needs and identifies how to best leverage RIO Education.	Create the overall technical vision to solve the Customer's business problems. Design and manage the RIO Education solution.
Senior Consultant	RIO Education Subject Matter Expert who contributes to the work while also coaching and supporting other team members.	Lead specific project initiatives. Coordinate the efforts of the technical team. Ensure the RIO Education implementation maximises efficiencies for the Customer.
Developer	Builds the software solution for the Customer.	Produce code based on Customer's specifications. Integrate RIO Education components and third party programs. Troubleshoot, debug & upgrade RIO Education as needed.
Integration/ Migration Specialist	Leads the data migration from the outgoing SIS to RIO Education.	Meet with the Customer and create a project plan for the migration process. Map risks & potential impacts. Audit & cleanse existing data to remove potential issues.
Quality Assurance Tester	Software Quality Assurance Testing.	Test and evaluate the software before it's delivered to the customer. Identify any bugs, glitches or user experience issues.

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