Abu Dhabi General Services Musanada SMS Notification Project Case Study

Abu Dhabi General Services Musanada SMS Notification Project Case Study

Profile Abu Dhabi General Services Musanada was established by His Highness Sheikh Khalifa bin Zayed Al Nahyan in December 2007 as a shared service company serving the Government of Abu Dhabi. Musanada is an integral component of the Emirate s vision of becoming one of the top governments in the world and contributes directly to the goal of World Class shared services to the Abu Dhabi Government. Musanada s shared services are grouped across 3 domains; Building Services, Technology Services and Business Support Services. Its core mission focuses on bringing together and providing services that are common to multiple entities by establishing and managing the efficient, effective and economic delivery of support services to the Government of Abu Dhabi. Contact Person : Shaikha Saeed Contact Number : +971505522170 Email Id: Shaikha.Saeed@musanada.com Number of Employees: 17000+ Number of Users : 8000+

Project Outline SMS Notification Modules Implemented: SMS Notification Contract Period : Project Kick off Date: 14-Aug-2012 Project Go Live Date: 31-Dec-2012 Resources : Project Manager - 1 Techno Functional Expert - 1 DBA - 1 Third Party Vendor: Reson8

Business Problem / Business Need ADG HRMS is enhancing the current offering through expanding the current HRMS solution by implementing SMS Notification which will send user friendly SMS notifications (in English / Arabic) based on certain pre-defined actions. The employee will be notified of an action without logging in the system and thus providing more convenience to end users. E.g. when employee s leave request is approved, a SMS notification will be sent to him / her notifying of the same.

Challenges It was a very demanding project with Tight timelines. The SMS Service provider was changed by the client just 20 days before the Go Live date. Entire Bolt On Solution. The number from which the employees will receive SMS should be uniform and user friendly.

Our Result Oriented Approach Project Management Agreed on scope up front Maintained a parking lot for items to be considered after go live Maintained a list of issues Set up Intermediate milestones Weekly Review meetings Project Schedule Ensured that the project phases and milestones are aligned with important business considerations Expectations were set that going-in schedule is subject to change Initial phase was a bug hunt to try and find obvious glitches Followed Pilots, perform formal tests with business users

Our Result Oriented Approach (Contd.) Custom Objects: Since the entire solution was custom built, the clarity of requirements played an important role. All custom objects were built only after official signoff by the client. The SMS texts were defined in HRMS system in order to reduce dependency on Third party system. Thorough Testing Testing We ensured that the client had comprehensive test scripts to cover all processes We involved the business team in providing test cases on real time scenarios

Our Result Oriented Approach (Contd.) Cutover Events: During this project, we ensured the below Cut Over Events Cut over planning starts early in the project. Communicate Well o No surprises o Assume nothing Cut over Plan -instructions should be detailed enough that others could do the steps in someone s absence. Timed the steps. Developed a communication plan, fallback plan, 24x7 contact list (including key third- party vendors), Go/no-go decision support. Allowed time for internal Service Management team cross verification before the system is open for business on the first day after cutover.

Benefits of SMS Notification Project Improves Employee, Manager, and Administrative Productivity: The employees are notified of various events without logging in the system ( for the cases where an employee is out for a meeting or after Office hours). This really helps in increasing the productivity of the workforce. Expense/Operating Savings - The benefits of Expense/Operating Savings help reduce the operating costs of an organization. These are measurable costs which would be typically found on an organization's income statement. Reduction or elimination of these costs contributes to the improved financial health of the organization and helps attain a rapid return on investment.

Benefits of SMS Notification Project(Contd.) Revenue/Service Delivery Improvements: These are much softer benefits that can be derived as a result of specific costs reductions or productivity improvements. Enabling greater business insight into business processes helps uncover problem areas and streamline policies, which helps create a solid business balance between people, processes and technology, which are the three key items that leading organizations keep in balance in order to succeed.

Critical Success Factors Senior Management Commitment Strict adherence of Project Plan and scope Quick Resolution of Project Issues Clearly defined Project Goals and Expectation Senior Management involvement in communicating Project Goals Key Users involvement in designing, building and testing new system Dependency with external systems clearly identified Sign offs on time

Why Evosys Expert Functional / Technical Analysis to Analyze and Map business requirements Provide Robust solutions Have Solution build as per industry standards Simplicity and extensibility in solution provided Project Implementation Methodology Oracle ABF Methodology Strong Project Management Deliverables on time during project life cycle. 100% Success Guaranteed

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