Sept 13, 2017 Update From Peter

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by: Peter Tung, IT Project Manager, Encore SVP Fellow

We made good progress in both Website implementation and Ux Visual Design.

For the website implementation, we completed Phase 2 Implementation Sprint 1-4 and validated the following key features:

  • Administrators login into the website, open the admin panel, upload content, customize the menu and navigation, edit the kitchen sink page, manage contacts, configure the donation page, edit the home page, “education landing” page, and “who we are” page.
  • A site visitor can create a user account, view the home page, “education landing” page, “who we are” page, make a donation to Mazamas, join Mazamas as a member.
  • All website information syncs to the Salesforce.

We identified and reported some problems back to OMBU.  One major issue is some features would stop working overtime due to some Salesforce API expiration issue.  OMBU has already root-caused the issue and delivering a fix this week.

On the visual design front, we made excellent progress on Phase 3 “Activity and Course” UX Visual Design work.  This week, OMBU completed and presented the Ux Visual Design of the following features:

    • Scheduling and Approving Activities
    • Post Activity Reporting
    • Withdraw / Cancellation of Activities

Also, we had a group Calendar White-boarding with OMBU to discuss “Calendar” vs. “List” view styles and what filters should be implemented.

In general, the key stakeholders in Mazamas are very happy about the Visual Design because it is easy to use and flexible for future  customization.

July 12, 2017 Update from Peter

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by: Peter Tung, IT Project Manager, Encore SVP Fellow

We have completed Phase 2 Website UX Visual Design.  In general, Mazamas stakeholders are very satisfied about the final Website UX wireframes and visual design. OMBU engineers are now implementing Phase 2 web software based on the visual design. Target completion date is late September.

We also kick-started the Phase 3 “Activity and Course” UX Visual Design work this week. OMBU proposed the initial UX design for BCEP and the feedback from Mazamas stakeholders was overwhelmingly positive!! We are definitely having a great start for the UX Visual Design work.

After multiple sessions to discuss the IT project schedule issues with OMBU, they proposed a new schedule to meet the Mazamas Jan 2018 launch date.  Some features (including Volunteer Registration, Notification, and Search) will be delayed to April 2018 in order to meet the tight timeline. The initial launch focus will be supporting BCEP Registration. It is imperative to hit this deadline in order to ensure online BCEP Registration for 2018 to fully test the system. BCEP will provide a real-world stress test on the system and allow us to find any bugs that made it through the Q&A process.

Even though the new schedule is more realistic than the old one, we are still concerned about the tight schedule and limited quality assurance resources from OMBU.  We will continue to work with OMBU to address these schedule issues.

June 22, 2017 Update from Peter

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by: Peter Tung, IT Project Manager, Encore SVP Fellow

We continue to make great progress on Web UX Visual Design & Data Migration this week. However, the project schedule for our targeted Jan 2018 product launch is at risk. OMBU will propose and review a new work plan to bring in the schedule next week.

  • Data Migration: OMBU has fixed most problems reported by us during the Data Migration validate. New Data Migration Software has been deployed and executed.   Also, OMBU is committed to doing 4 addtional rounds of Data Migration (Aug 17, Oct 17, Dec 17, Jan 18) to capture most recent data and fix problems before our product launch in Jan 2018.
  • Web Ux Design: OMBU has completed their Home Page Redesign and it was well received by Mazamas stakeholders. The final Mazamas feedback was provided to OMBU.
  • Overall Project Schedule: OMBU has delayed the launch schedule to Feb 2018 (one month after the target product launch date). OMBU is working on plans to pull the schedule in.  We will review the new plan on June 27, 2017.

May 5, 2017 Update From Peter

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by: Peter Tung, IT Project Manager, Encore SVP Fellow

We are making solid progress on Web UX Visual Design & Data Migration despite the OMBU Staffing transition this week.

Major Status Update:

  • The new OMBU Program Manager, Henry Leineweber, to support our project, was officially on board this week. He is getting up to speed on our project while an experienced PM, Danielle Kulczyk, at OMBU, is helping out the transition. We are working closely with OMBU to minimize the potential negative impacts caused by this transition.
  • Visual Design: Sarah collected and provided final sprint 7 & sprint 8 wireframe feedback to OMBU this week per plan. This implies both sprint 7 & 8 are complete.  Also, we had a face to face meeting for UX sprint 9 collaborative session this week. We collaborated and defined elements and layout for the education landing page, and the who we are page, to better reflect Mazamas’ need and seed OMBU’s UX work.
  • Data Migration: OMBU is completing final testing internally this week.  No blockers have been identified.  Target completion date is on May 11.  Afterwards, we can continue to migrate additional historical data, using the current spreadsheet, into the database.
  • CRM: Due to the PM transition, we will postpone the approval the final CRM phase acceptance until the new PM is fully up to speed to address the remaining issues.

April 14, 2017 Update From Peter

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by: Peter Tung, IT Project Manager, Encore SVP Fellow

We continue to make good progress on Web UX Moodboard review, Data Migration, and CRM software this week.

Major Status Update:

  • The PM at OMBU to support our project left the company last week.   A new PM has been hired to take over our project in May.   In the mean time, An experienced PM at OMBU is now on board to smooth the transition.
  • For the Web UX Design, Sarah provided final wireframe review feedback for Sprint 6 to OMBU this week after reviewing and collecting feedback from staff members. This set of wireframes focused on general layout and design, including what elements we wanted to have on the home page and the basic look of internal pages.
  • We also had a face to face meeting to review two different moodboard concepts from OMBU that cover colors, fonts, buttons, and photo treatments. The review went well with Mazama stakeholders providing feedback to OMBU this week.
  • On the Data Migration front, we completed our initial data input, froze the data migration spreadsheet, and are waiting for OMBU to complete the initial data curation work and recommend potential changes. Target Completion Date is April 20.
  • For the CRM software: we reviewed the OMBU’s demo video for the Volunteer Job to show how to mass creating shifts, assigning shifts and reporting hours.  Due to the PM transition, we will postpone the approval the final CRM phase acceptance until the new PM is more up to speed.

Personnel Changes:

  • OMBU had a staffing change that will resulted in the Mazamas being assigned a new OMBU Project Manager.
  • Until the new PM is designated, the head OMBU PM will be managing our project.
  • When the new PM is chosen, we will work with OMBU to appropriately onboard the new PM.

April 7, 2017 Update From Peter

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by: Peter Tung, IT Project Manager, Encore SVP Fellow

We made excellent progress on all fronts this week.

For the Web UX Design, we held a face to face meeting to finish up our UX requirements discussion. The discussion covered the UX requirements for most User Personas Feature Hierarchy for Site Visitor, Site User, Volunteer, Participant, and Leaders. In addition, we had a group Homepage sketching exercises for both Mobile and Desktop UX to provide our feedback on what to display. Also, OMBU kicked off internal mood board design this week.  They also requested Web Design styles, photography assets, and Mazamas logos for the mood boards of the new website.

On the Data Migration front, we are making great progress to provide selected historical data to validate the solution. No blockers. We are on track to complete Data Migration work by April 20.

On the CRM software, OMBU created a demo video for the Volunteer Job to show how to easily create shifts, assign shifts and report hours.  We will review the video and make a decision whether to officially approve the final CRM phase acceptance.

March 17 Update From Peter Tung

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by: Peter Tung, IT Project Manager, Encore SVP Fellow

We are making excellent progress on the Website UX Design this week. OMBU presented the global layout and navigation wireframes for the Website Design. Based on the collaboration work for Sitemap and Layout Design, OMBU proposed the wireframes, focusing on Headers, Footers, and Navigation Ux design.

Sarah reviewed the proposed wireframes with many Mazamas stakeholders and received very positive feedback. We provided consolidated feedback from these stakeholders on how OMBU can further improve the user experience.

OMBU is also working on fixing remaining issues with CRM software. We are expecting the revised software next week with the fixes for separate data and time fields. Also, OMBU will deliver the video clips of “volunteer hour” usages to show us how to better use the software.

Feb 14, 2017 Update from Peter Tung

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by: Peter Tung, IT Project Manager, Encore SVP Fellow

We are fixing final defects for the CRM Development Phase this week.

  • Reviewed the defects found through the final testing with OMBU. There are still some major features not fully functional, including adding an Activity Instance to a Multi-Part Activity Instance and allowing a team to create new Activity Instances. Also, we identified some critical defects (including some regressions) that must be fixed. We requested OMBU to fix these defects before we officially accept the CRM phase.
  • OMBU agreed to fix all defects by this Wednesday (2/15/2017). The Website Kickoff Meeting for next phase has been rescheduled to next Tuesday (2/21/2017).
  • Peter will be on vacation from Feb 16 to Mar 6. Sarah will provide the vacation coverage during Peter’s absence. Thanks a lot, Sarah!

February 3, 2017 Update from Peter Tung

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by: Peter Tung, IT Project Manager, Encore SVP Fellow

We are making great progress to finish up CRM Development Phase this week.

  • OMBU completed most new feature improvements for CRM Development Phase.  Also, they fixed some outstanding defects and deployed the software this Monday (1/30/2017) per plan.
  • Engaged with Beta Testers for final Beta Testing. Initiated a work session this Monday to go over the final improvements/major defects as well as addressed some technical questions.
  • Completed the final testing, including the validating new improvements, retesting existing defects, and identifying regression tests by running through Sprint 1–5 test cases.
  • Submitted New defects to OMBU. We are ready to move to next phase early next week while waiting for OMBU to continue fixing outstanding CRM defects.

January 26, 2017 Update from Peter

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by: Peter Tung, IT Project Manager, Encore SVP Fellow

We are finishing up Phase 1 (CRM development).  OMBU is committed to complete all feature remaining improvements and fix all outstanding defects along with new user stories, test cases, and videos by the end of this week. New software will be deployed next Monday (1/30/2017) for us to start the final beta testing. We plan to submit defects by  2/3/2017 and start Phase 2 (Web Ux Development) afterwards.

We are in the process of engaging and preparing all Beta Testers for final Beta Testing.   We plan to initiate a work session with Beta Testers next Monday to go over all final improvements/defects and address all technical questions they might have for the final testing effort.