Real Estate Solutions & Coffee Blog - Post 2: Key Roles and Resources Required for your Implementation Journey

Welcome back to our "Real Estate Solutions & Coffee" series. As always, grab your favorite brew and get ready to immerse yourself in the world of real estate solutions and integrated workplace management systems (IWMS). Building on our previous discussions about RFP process and prioritization (read RESCB Post 1), we now turn our attention to an equally vital aspect of your solution-seeking journey - the implementation phase.

As you venture into the thrilling world of implementing a new real estate solution or Integrated Workplace Management System (IWMS), you're about to embark on a strategic journey—one that involves various players, each with a distinct role. Like a well-conducted orchestra, each player has a part to play, their individual contributions culminating in the harmonious melody of successful implementation.

Assembling the perfect team:

In this chapter, we'll delve into these critical roles— Sponsors/Stakeholders, Project Manager, Solution Architect, System Administrators, Lead Resources/Subject Matter Experts (SMEs), and Change Manager. We'll provide and overview over their responsibilities, their interactions, and their impacts on the implementation process.

1. Sponsors/Stakeholders: These individuals are typically the high-ranking decision-makers within the organization who provide the strategic direction for the project. They set the goals, handle budgetary decisions, and are the final point of escalation for any issues that may arise during the project. Their role involves making crucial decisions that can impact the project's overall direction, and they need to stay informed about the project's status and any potential challenges.
2. Project Manager: The project manager is responsible for planning, executing, and overseeing the project. This role involves tracking time, tasks, and budgets, coordinating resources, and working closely with the vendor's project manager. The project manager is the central figure in the project, ensuring everything is running smoothly and on schedule.
3. Solution Architect: This role acts as the bridge between the organization's IT infrastructure and the new solution. They work closely with the internal IT team and IT security to ensure that the system meets the organization's technical requirements. The Solution Architect also collaborates with the vendor's Solution Architect for Development and facilitates coordination with 3rd party resources if existing solutions require integration.
4. System Administrators: Depending on the size of the organization and the complexity of the solution, there may be 2-3 System Administrators. They handle data onboarding, system authorization, backups, and upgrades, and maintain a comprehensive understanding of the implemented solution and its integrations. After the solution goes live, they are the first line of support for any system-related issues and are responsible for keeping the system operational and up-to-date.
5. Lead Resources/SMEs: Each solution area within the implementation will have a dedicated Lead Resource or Subject Matter Expert (SME). These individuals oversee and own the process of gathering requirements, signing off on design documentation, and supervising data gathering for their assigned solution areas. They are critical decision-makers and are in charge of creating and executing user acceptance testing (UAT). They also oversee the training of internal resources for their respective solution areas.
6. Change Manager: The Change Manager ensures the smooth transition of the organization to the new system. They are responsible for establishing a competence center, storing all relevant documentation produced during the project, and communicating with SMEs about training requirements. This role involves managing the organization's internal communication about key dates and changes, ensuring employees are prepared and excited about the new solution. They also establish post-go-live support structures internally and with the vendor.

Involvement and effort per implementation phase:

Let's walk through the implementation, exploring each phase and understanding the roles, responsibilities, and level of involvement required.

1. Initiation & Alignment: In this phase, the Sponsors/Stakeholders are the main players. They set the goals, make crucial decisions, and establish the budget framework. The Project Manager begins to plan, outlining time, tasks, and budgets while coordinating with the Solution Architect. This phase might involve 10-15 hours per week of dedicated effort from these roles, laying the groundwork for the rest of the implementation.

2. Explain: During the explain phase, the Solution Architect becomes the star, overseeing IT requirements, coordinating with the vendor's Solution Architect, and managing 3rd party resources. The system administrators also enter the scene to understand the systems and prepare for data onboarding. Simultaneously, the Lead Resource/SME for each solution area begins to gather requirements and participate in exploratory workshops. On average, the Project Manager and Solution Architect may need to dedicate 15-20 hours per week, while System Administrators and Lead Resources may need 10-15 hours per week during this phase.

3. Design: The design phase sees an increased involvement of the Solution Architect, System Administrators, and Lead Resources by supporting the decision making, documenatation and sign-off for the future design of the application. The Project Manager continues to track and coordinate tasks. The Change Manager also enters the scene to start creating the competency center and storing the documentation produced. On average, the Solution Architect, System Administrators, and Lead Resources/SMEs might each need to dedicate 20-25 hours per week in this phase.

4. Configure: In the configuration phase, System Administrators become the central figures as they manage data onboarding and ensure proper system functioning. Meanwhile, the Solution Architect continues to oversee the IT infrastructure, and the Lead Resources/SMEs validate feedback from the vendor based on agreed upon design documenation. Expect each of these roles to dedicate 10-15 hours per week during this critical phase.

5. Deliver: During the delivery phase, the Lead Resources/SMEs and System Administrators ramp up their effort to receive and execute training and finalize and test the system before delivery. They may spend up to 25-35 hours a week on tasks related to finalizing, testing, and signing off on their respective solution areas. The Change Manager steps up communication efforts, ensuring all stakeholders are up to speed and ready for the go-live.

6. Project Close: Finally, in the project close phase, the Project Manager, Solution Architect, and Change Manager work together to wrap up tasks, finalize reports, and set up post-go-live sustainment. The System Administrators will then take charge of maintaining the system, including backups, upgrades, and troubleshooting. This phase could involve about 10-15 hours per week from these key resources.

Conclusion:

To conclude, successful implementation of a new real estate solution or IWMS depends on effectively managing and coordinating a diverse set of resources. Each phase requires specific inputs from various roles, each contributing to the overall success of the implementation. By understanding these roles and their associated time commitments, an organization can better plan and execute their implementation journey, ensuring a smooth transition to their new system. Find an exemple overview over the key details below:

However, keep in mind these are estimates based on an average one-year implementation schedule. Your organization's specific context, such as the size, complexity, and unique requirements, can impact the actual time and resource needs. A larger organization or a more intricate system might demand more System Administrators or require more intensive involvement from the Lead Resources/SMEs. Similarly, a smaller organization or a less complex system might require less time or fewer resources.

Another key point to remember is that these roles do not function in isolation but need to work collaboratively. Regular communication, status updates, and alignment meetings are crucial to ensure that everyone stays on the same page. The Change Manager, in particular, plays a crucial role in coordinating communication and managing the change within the organization, preparing the organization for the new system and mitigating any resistance or issues that may arise.

In summary, implementing a new real estate solution or IWMS is a significant undertaking, involving various roles and significant time commitments. By understanding these needs, an organization can more effectively plan its implementation, ensuring a smooth and successful transition to the new system. The journey may seem daunting, but with the right team and effective planning, your organization can navigate this process successfully, reaping the benefits of an optimized and efficient system.

As always, we are here to guide you in this journey. The coffee is brewed, and our expertise is at your disposal. Let's continue this exciting adventure together, and unlock the full potential of your real estate and workplace management systems! Stay tuned for our next blog post.