Project Establishment for PRONTO-Xi Version 670

Project Establishment Document
For PRONTO-Xi version 670
Author Matt Bunkowski

Creation Date Dec 2008
Version Number 1.0
Revised Date
Global Integrated Solutions (Africa) Limited www.globalintegrated.net

Alee Des Cocotiers, Madam Azor, Melville, Goodlands, MAURITIUS Phone: +230 4999 GIS
Global Integrated Solutions Project Establishment
Table of Contents
1. Meeting Details.............................................................................................................................4
2. Purpose..........................................................................................................................................4
2.1. Responsibility for the Project Establishment Document.........................................................4
2.2. Changes to this Document.......................................................................................................4
3. Project Overview..........................................................................................................................5
3.1. Project Scope - In Scope..........................................................................................................5
3.2. Project Scope - Out of Scope...................................................................................................6
3.3. Assumptions............................................................................................................................6
3.4. Project Critical Success Factors..............................................................................................6
4. Project Governance and Structure.............................................................................................7
4.1. Project Team............................................................................................................................7
4.2. Project Sponsor........................................................................................................................7
4.3. Steering Committee.................................................................................................................7
5. Roles and Responsiblities.............................................................................................................7
5.1. Steering Committee / Project Sponsor...................................................................................7
5.2. Project Manager.......................................................................................................................7
5.3. Project Team............................................................................................................................7
6. Project Risk Analysis....................................................................................................................8
6.1. Risk Identification...................................................................................................................8
6.2. Risk Mitigation Factors...........................................................................................................9
7. Scope Issue and Change Management Procedures.................................................................10
7.1. Project Operations.................................................................................................................10
7.2. Project Documentation Tools................................................................................................10
8. Confirmation of Details..............................................................................................................11
8.1. Client Information.................................................................................................................11
8.2. Project Considerations...........................................................................................................11
9. Modules.......................................................................................................................................12
10. PRONTO-Xi Company Details...............................................................................................12
11. Hardware/Software..................................................................................................................13
11.1. Server Hardware..................................................................................................................13
11.2. Operating System.................................................................................................................14
11.3. PRONTO-Xi Software.........................................................................................................15
11.4. Data Backup.........................................................................................................................16
12. Data Communications..............................................................................................................17
13. Faxing........................................................................................................................................18
14. Desktop......................................................................................................................................19
15. Chart of Accounts.....................................................................................................................20
16. Data Transfer............................................................................................................................21
17. Workshops.................................................................................................................................22
18. Training.....................................................................................................................................23
19. Customisations..........................................................................................................................24
19.1. Forms and Layouts..............................................................................................................24
19.2. Printers.................................................................................................................................24
19.3. Software customisation.......................................................................................................25
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20. Communications.......................................................................................................................26
21. Other Considerations...............................................................................................................27
22. Support Procedures..................................................................................................................28
16.1. During Implementation.......................................................................................................28
16.2. Post Implementation............................................................................................................28
16.3. Post Support Handover........................................................................................................28
16.4. Setting up E-mail.................................................................................................................28
16.5. After Hours Support............................................................................................................28
23. Remaining Issues......................................................................................................................29
Appendices..........................................................................................................................................
A. ASP Client Questions..................................................................................................................
B. Pronto/Linux Installation Details – Non-ASP Client...................................................................
C. Pronto/Linux Installation Details – ASP Client...........................................................................
D. Company Setup Details...............................................................................................................
E. ActiveFax.....................................................................................................................................
F. Consumables.................................................................................................................................
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1. Meeting Details
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Date of Meeting: Time meeting started:
Location: Time meeting ended:

Recorded by: Meeting No:
Attendees: Client GIS
Paul Kamarudin
Herb Wadulo
2. Purpose
The purpose of the implementation meeting is to establish the PRONTO-Xi implementation. This
Project Establishment Document will be used as a reference throughout the life cycle of the project.
This Project Establishment Document describes the project deliverables and facilitates obtaining
the key stakeholders’ commitment to the project.
The Project Establishment Document outlines the terms of reference for this project including:
 Have the key stakeholders in the implementation of PRONTO-Xi introduced to each other
 To ensure a smooth implementation of PRONTO-Xi by:
o Clarifying the full scope of the project
o Confirm the terms have been agreed to
o Determine management commitments (specifically in terms of communications and
control)
o Reviewing a draft implementation plan
o The critical success factors
o The project risks and issues
o Confirm the workshops that will be held, who will be attending the workshops and
the dates of the workshops
o Determine the training that is required, who will attend the training and determine
the dates for training
o Confirm the intended go live date for processing and the go live “as of” date for the
new PRONTO-Xi system
o Roles, responsibilities, accountabilities and activities of team members
o Determine any factors that may impact the implementation of PRONTO-Xi
o Determine fiscal period end dates
o Finalising hardware and cabling issues to meet the target
o Agree on a draft implementation timetable
The Project Establishment Document is an effective project-planning tool that can be referenced
throughout the project. It provides a quick reference and overview of the project and lays the
foundation for the project structure and how the project will be managed. The Project
Establishment Document also defines who is involved and in what capacity, and the general
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approach and timeline that exists for the project. Once completed, the key project stakeholders
must approve it. It does not change throughout the project life cycle without the express approval
of each the key project stakeholders.
The Project Establishment Document is a fundamental communications tool within the project and
it sets out the agreed communications plans, control mechanisms and responsibilities of team
members.
Finally, the Project Establishment Document contributes to the following key success factors:
 Structured management organization
 Disciplined management processes
 Project governance
 Project management best practices
 Internal / external communications
2.1 Responsibility for the Project Establishment Document

The Project Manager is ultimately responsible for ensuring that the Project Establishment is
developed and approved. The Project Establishment must be developed with the participation of
the key project stakeholders, whose ownership and approval is required. The Project Sponsor(s)
provide(s) support and approval for the Project Establishment.
2.2 Changes to this Document

Some of the areas of this document are intended to be dynamic and will, therefore, change
depending upon project requirements. Changes may take place via one of the following methods:
 The Scope outlined herein may only be changed once express authorisation is given by the Key
Stakeholders
 The Roles and Responsibilities of project members may be amended from time to time and will be
approved by the Project Manager and then reissued
DO NOT COPY THIS DOCUMENT
As a document control measure, only the Project Manager will have the current version of this
document. If you take a copy, be aware that the copy may not be the latest version. The latest
version is available only from the Project Manager.
3. Project Overview
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This project is for the Phase 1 and Phase 2 implementation of PRONTO-Xi for PT Kasongan
Bumi Kencana (KBK).
3.1 Project Overview

The primary objectives of this project are to:
 Implement the PRONTO-Xi business management system
3.2 Project Scope

In Scope:
The following items are included in the scope of the project:
 Initial meeting workshops to determine your exact needs, learn your business processes and finalise
chart of accounts
 Loading PRONTO-Xi onto the KBK Server with initial logins
 Project plan development, project management and reporting
 PRONTO-Xi system administrator, roles and security training
 PRONTO-Xi Navigation training
 PRONTO-Xi Finance setup and training to include:
o General ledger
o Creditors
o Fixed Assets
o Projects
 PRONTO-Xi Supply setup and training to include:
o Purchase Orders
o Inventory
o Warehouse Management
 PRONTO-Xi Maintenance setup and training to include:
o Plant Maintenance
o Work Orders
o Jobs Costing
 PRONTO-Xi Human Resources and Payroll setup and training
 Basic Financial Report Writer (FRW) training for financial reports and building one basic balance
sheet and P&L report
 Alert Intelligence, Task Intelligence and Data Intelligence training
 End of Month Training
 Go live assistance/handholding
Out of Scope:
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The following items are not covered by the Project Scope:

 Design and mapping of your business processes
 Actual set-up of users, profiles, roles and security
 Detailed Linux printer definitions
 Actual system forms design & modification of standard forms
 Pro-Client installation on user desktops
 Client is required to provide legacy system data to be uploaded in to PRONTO-Xi in the format
described by GIS. Any assistance in converting the data or formatting the data and verification of
the data is outside of the scope.
 Building complex Financial Report Writer reports
 Development of PRONTO-Xi Screen Customiser triggers and screen customization
 Travel time as per GIS standard Terms and Conditions
Assumptions:
The following assumptions have been made:
Project Critical Success Factors

To ensure the success of the project, the following factors are essential:
 Active ownership and participation of all members of the Steering Committee
 Appropriate KBK resource availability and commitment to the project as and when required
 KBK’s feeling of ownership of the project and ultimate deliverable
 Users have positive attitude towards change, particularly the key PRONTO-Xi “champions” within
each area
 KBK needs to ensure inclusion of future vision and system needs into functional requirements
definition
 Appropriate priority of the project and requests associated within the client organisation
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4. Project Governance and Structure

4.1 Project Team
KBK - Name 1 – GIS – Paul Kamarudin
KBK - Name 2 – GIS – Herb Wadulo
KBK - Name 3 –
4.2 Project Sponsor

Name 1 – XXXX
4.3 Steering Committee

Name 1 - XXXX
Name 2 – Paul Kamarudin
5. Roles and Responsibilities

5.1 Steering Committee / Project Sponsor
 Convene monthly fortnightly to review project progress and ensure project is meeting the key
deliverables
 Initiate corrective actions if project deliverables are slipping
 Arbitrate scope creep issues
5.2 Project Manager

Roles: Responsibilities:
KBK Coordinate resources and tasks
Progress report to steering committee along with project cost
tracking
GIS Coordinate GIS resources and tasks
Issues tracking
Reports to Project Manager
5.3 Project Team

Roles: Responsibilities:
GIS – Paul Kamarudin Implementation setup and training
GIS – Herb Wadulo Implementation setup and training
KBK Team members
KBK Team members
KBK Team members
KBK Team members
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6. Project Risk Analysis

6.1 Risk Identification
The following risks have been identified:
Risk Impact:
Description of Risk:
Number: (High / Low / Med)
1 KBK project staff turnover High
2 PRONTO-Xi project team turnover Medium
3 User staff turnover Low
4 KBK staff and resource availability to project High
5 User ability and time to absorb PRONTO-Xi skills Medium
6 Key business processes not identified early in projects life Medium

Key business processes were poorly defined such that they
7 High
no longer fit with standard PRONTO-Xi
8 Project sponsor does not “own” project High
9 Hardware delayed installation or failure High
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6.2 Risk Mitigation Measures
Impact after
Risk
Pre-agree Action and/or Mitigation Measure: measure(s):
Number:
(High / Med / Low)
1 With the small number of project staff, the project go live will be Medium
pushed out for the period of time to replace and retrain the
person.
The cost of retraining will result in a variation to the budget. The
delay in go live may also result in a variation to the budget.
2 GIS commits their project team for the life of the project unless a Low
project team member resigns. In the event of this, the supplier
commits to allocating a senior consultant as the replacement.
3 Replacement staff will be retrained with the appropriate Pronto Low
skills.
The cost of retraining will result in a variation to the budget.
4 The project go live will be delayed. High
The delay in go live may result is a variation to the budget.
5 During acceptance testing (business simulation) the project team Low
will assess users’ absorption of Pronto skills. If agreed to be
unacceptable the user will be trained.
The cost of retraining will result in a variation to the budget.
6 KBK and GIS will allocate additional resources to the project in Low
an attempt to have these processes mapped and implemented
before the go live date. It may be possible that these additional
processes may have a “knock on” effect to already implemented
processed resulting in their re-implementation.
The cost of the additional resources and/or re-implementation
will result in a variation to the budget.
7 Customised solutions are developed which are outside of the Medium
scope of this project’s budget.
8 The project go live will be delayed. High
Project may be a complete failure.
The delay in go live may also result is a variation to the budget.
9 KBK assumes responsibility implementing a disaster recovery Low
strategy.
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7. Scope Issue and Change Management Procedures

The Pronto Implementation Methodology (PIM) Issue and Change Management procedures will be
used.
7.1 Project Operations

7.1.1 Progress Control
Progress control is the term used to describe the method by which the Project Manager gathers
information regarding the progress of the project, analyses this information and takes corrective or
maintenance actions. To ensure this occurs, each member of the project needs to:
 Have delegated responsibility for the completion of assigned tasks
 Estimate how much effort is required to complete these tasks
 Estimate the expected completion dates of assigned tasks based on other task requirements
 Actively participate in the development and maintenance of the project plan
 Record what work has been done on a fortnightly basis
 Re-estimate the work effort required to complete those tasks taking into consideration the work
already undertaken upon commencement of tasks; and
 Re-estimate expected completion dates
7.1.2 Authorisation
Time at site will be authorised via a signed Professional Services form.
For “off site” work (including and not limited to set-up, follow up, investigation and project
management) a summary for each consultant, with attached detail of work done will be sent when
invoiced.
All invoices will quote the supplied purchase order number for the implementation.
7.2 Project Documentation Tools

Tools to be used to document and manage the project will be:
 MS-Word
 MS-Excel
 Pronto Implementation Methodology (PIM)
The Pronto Implementation Methodology (PIM) approach will be used in this project. This
approach starts with the preparation of a Project Establishment Document that provides the terms of
reference for the project.
The purpose of using this approach is to ensure that:

 The end result of the project will satisfy the agreed project objectives; and
 Adequate representation is obtained from each of the project stakeholders
 The project is successfully conducted within the agreed scheduled time frame and budget
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8. Confirmation of Details
8.1 Client Information
Company name
Address
Telephone number
Fax Number
8.2 Project Considerations

q
Has authorisation been given to Project Manager by the Project Sponsor? No Yes q
Does the client need to comply with Sarbanes Oxley regulation (SOX)? No q Yes q
(if yes then complete Appendix Error: Reference source not found)
Is the client to be setup on the ASP server? No q Yes q

(if yes then complete Appendix A)
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9. Modules
Which PRONTO-Xi modules have been purchased and who is the primary
contact for the client for each of the modules?
Module Purchased Primary Contact

General Ledger
Finance
Accounts Payable
Project Costing
Fixed Assets
Human Resources
Supply HR
Payroll
Purchasing
Inventory Control
Warehousing
Maintenance
Plant Maintenance
System Admin
Data Intelligence
Admin
Alert Intelligence
Task Intelligence
Will PRONTO-Xi be used with more than one currency? Noq Yes q
If yes, which currencies?
Are there any other modules that have been purchased?
10. PRONTO-Xi Company Details
How many “Live” companies are to be created within PRONTO-Xi? .

(does not include test or development companies)
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How many test companies are required? One q 1 per live q Other .
How many development companies are required? One q Other .

(details of each company can be filled out in Appendix E)
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11. Hardware
11.1 Server Hardware
Has the configuration of the server for PRONTO-Xi been communicated to the client?
No q Yes q
Server Installation requirements document
Has the above document been provided to the client? No q Yes q

(A copy is available in Appendix B or Appendix C– for ASP clients – if required)
Has the above document been completed? No q Partially q Yes q

Has the document been returned to GIS? No q Yes q
If no, when will the document be returned to GIS? .
Who is responsible for purchasing the Server hardware? Client q GIS q
What is the expected delivery date of hardware to GIS? .
GIS recommends the use of an uninterruptible power supply with the PRONTO-Xi server. This can
protect the server in the event of power disruptions. In the event of a power failure, it can allow the
server to be shut down in a controlled manner to protect the data on the server.
Is a UPS available for the PRONTO-Xi Server? No q Yes q

Is GIS required to purchase a UPS for the Server? No q Yes q
Which model UPS is being used? .
What is the expected delivery date of the hardware to the client? .

Are there any Server hardware issues?
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11.2 Operating System

The PRONTO-Xi installation will be on: Linux 
How many OS User IDs are required? (not the number of licences) .
How will User IDs be entered into the operating system? GIS q Client q
Who will be the operating system administrator(s) – not required for ASP clients?
Name User name
Are there any operating system issues to be aware of?
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11.3 PRONTO-Xi Software
How many PRONTO-Xi licenses have been ordered? .

Are any other licences required? .
Who will setup User IDs for PRONTO-Xi? GIS q Client q
Who will be the PRONTO-Xi system administrator(s)?
Name User name
Which PRONTO-Xi template company is to be loaded?
Are there any additional PRONTO-Xi software requirements?
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11.4 Data Backup

This section is not applicable for ASP clients.
The client is responsible for sourcing and obtaining suitable tapes to be used for backups prior to
the installation of the PRONTO-Xi Server.
Backup Tapes
The number required will depend upon the frequency of the backups and the amount of data being
backed up. Details of the backup schedule are covered in the system administration workshop.
Recommended backup strategy is:

 Daily backups rotated on a fortnightly basis
 Monthly tapes rotated on a quarterly basis
 Yearly tapes rotated every 8 years
 All backups are full backups (not incremental or data only)
 Recommended number of backup tapes to purchase 20
Recommended tape brand and size: DAT 72
Is GIS required to configure backup? No q Yes q
If GIS is NOT required to configure backup, who will do this? .

In addition to the backup tapes, cleaning cartridges should also be purchased.
Are there any issues related to backing up the PRONTO-Xi system?
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12. Data Communications

This section is not applicable for ASP clients
Is a direct dial line available for dial-up to the server? q

No Yes q
(This only needs to be temporary)
Is a Modem to be supplied by GIS? q

No Yes q
Is a there a Public IP Provided for remote access to the server? q
No Yes q
Is the PORT number to be accessed via the Firewall supplied by GIS? q

No Yes q
Are there any data communications issues?
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13. Faxing
Is ActiveFax to be installed on a server? q
No Yes q
Is a Modem to be supplied by GIS? q
No Yes q
Where will the ActiveFax server be located? .
Will client have a dedicated fax telephone line? q
No Yes q
Will the phone line be a direct dial phone line? q
No Yes q
(For incoming faxes)
Is the client aware they install the ActiveFax server software? q

No Yes q
What is the estimated delivery date for the ActiveFax software? .
Is the client aware other fax software is not supported? q
No Yes q
Are there any other considerations for faxing?
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14. TrueForms
Is TrueForms to be installed on a server? No q Yes q

Is the server to be supplied by GIS? No q Yes q
Will the TrueForms software be installed on an existing File and Print Server?
No q Yes q
Is client aware they will provide raw data for report data mapping? No q Yes q
Is the client aware they will provide templates for their Purchase Orders, Invoices?
No q Yes q
Who will install TrueForms Designer software on client machines?
GIS q Client q
What is the estimated delivery date for the TrueForms software? .
15. Shared Server Drive
Please provide the path for the Shared Server Drive .

Please advise the drive letter that All Users will access via .
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16. Desktop
What operating system is used on the client desktops?
Windows q Unix q Linux q MAC OS q Other .

How will the client connect to the PRONTO-Xi Server?
Windows q Citrix q Terminal Server q Other .

On how many computers does the PRONTO-Xi Thin Client have to be installed?
1 – 10 q 11 – 20 q 21 – 30 q 31 – 40 q Other .
In how many sites is the PRONTO-Xi Thin Client to be installed?
1 q 2 q 3 q 4 q Other .
Who will install the PRONTO-Xi Thin Client? Client q GIS q
Has the client received the PRONTO-Xi Thin Client? Noq Yes q
When can the Thin Client be given to the Client? .
Who will forward the Thin Client to the Client? .
When will the Thin Client be installed by? . / /2009
Is the client aware Thin Client must be installed prior to testing? Noq Yes q
Is ActiveFax to be installed on the desktop? Noq Yes q
Is the client aware they install the ActiveFax Client? Noq Yes q
When can the ActiveFax Client be installed? .
Who will install the ActiveFax Client? .
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17. Chart of Accounts (COA)

Chart of Accounts must be provided in a Microsoft Excel Workbook format.
Will the client use an existing COA for PRONTO-Xi? No q Yes q

If NO, will GIS assistance be required in the development? No q Yes q
If YES, when will we discussions begin on developing the COA? . / /

If NO, when will the COA be available? . / /
Who will be providing the COA? .
Are there any other considerations or issues concerning the Chart of Accounts?
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18. Data transfer

Is there any existing data to be loaded into PRONTO-Xi? No q Yes q
If YES, what is the source or sources? .
(eg: Access, Oracle, DB2) .
Details on the upload will be discussed during each of the module workshops.
Are there any considerations or issues concerning the transferring of existing data?
For example:
 General Ledger Transactions to be brought over to PRONTO-Xi via Journal Entry
 Open Purchase Orders to be manually entered into PRONTO-Xi
 Creditor Masterfile to be entered into PRONTO-Xi (possibly as part of training)
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17. Workshops
The workshops are used to discuss the setup and use of each PRONTO-Xi module in detail, the key management personnel from each area must
attend their respective workshop.
Recommended
Module Tentative Date Location Attendees
Attendees
Chart of Accounts
Accountants
General Ledger
Accountants, Head of
Project Costing
Finance
Exploration
Accountants, Accounts
Accounts Payable
Payable officers
Accountants, Accounts
Accounts Receivable
Receivable officers
Accountants
Fixed Assets
HR officers
Human Resources
HR
Payroll officer,
Payroll Accountant
Recommended
Module Tentative Date Location Attendees
Attendees
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Supply Manager, Chief
Supply Purchasing Accountant,
Purchasing officer
Supply Manager
Inventory
Maintenance
Plant Maintenance
Are there any additional issues concerning the workshops?
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19. Training
Enter the tentative dates for each of the module training sessions. If there are a lot of attendees then
additional sessions can be conducted.
Indicate whether the sessions are to occur at corporate offices or at the mine site.
Module Purchased Primary Contact

General Ledger
Project Costing
Finance
Accounts Payable
Accounts Receivable
Fixed Assets
Financial Report Writer
Human Resources
HR
Payroll
Purchasing
Supply
Inventory Control
Warehousing
Maintenance
Plant Maintenance
System Admin
Data Intelligence
Admin
Alert Intelligence
Task Intelligence
General
General User Training
Are there any issues with the training to be conducted?
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20. Customisations
20.1 Forms and Layouts
Are there any specific layouts, logos or backgrounds that need to be used for documents that are
used either internally or externally, printed or faxed?
PRONTO-Xi can use these logos or existing documents for the various documents that are
produced. Copies of these documents should be brought to the relevant workshops.
If the client does not have existing documents, or would like them changed, sample documents can
be brought to the relevant workshop.
Are there any potential issues arising from the development or printing of special forms and layouts
or are there any other considerations?
20.2 Printers
All printers that will be used by the PRONTO-Xi system must be PCL5 compliant. This means that
no bubble jet or ink jet style printers can be used for direct printing.
GIS recommends HP Laser Jet printers be installed.

Other printers can be used but must be fully PCL5 compatible.
Is the client currently running file / print services on their network? No q Yes q
If NO, the client will be required to purchase a print server.
GIS can assist in configuration and setup if needed.
Will any printers be connected to Microsoft Windows Servers No q Yes q
Is TCP/IP Print service installed on the Printer Server No q Yes q

(Only required if ActiveFax is not installed)
It is the responsibility of the client to source printer consumables such as printer toner and ink
cartridges and paper.
Are there any other printer considerations?
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20.3 Software customisation

Given the information determined through the sales process, and in other discussions with the
client, are there any customisations that have been identified. If there are, then further discussions
will be required to define the requirements and to determine if they are required prior to going live,
or subsequent to going live.
Briefly describe any customisations. Detailed information should be discussed with the client
during the workshops, specifications created and signed off by the client.
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21. Communications
How would you like to be kept informed of the progress of their implementation of PRONTO-Xi?
Use the table below to identify the reports, meetings, phone calls that will take place, who will receive/participate in them and when they will occur.
Other (specify)
Communication Responsible Daily Weekly Fortnightly Monthly At end of
Project
Project Review GIS LC
Status Reports GIS LC
Issue Review GIS LC
Project Meeting GIS LC
Post Project Review
GIS SM = GIS Support Manager GIS GM = GIS General Manager GIS LC = GIS Lead Consultant PM = Client Project Manager
Paul Kamarudin
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22. Other Considerations
The purpose of this section is to attempt to identify events that could occur which will delay, or
impact in some way, the completion of this project.
What is the proposed go live date for PRONTO-Xi?
Are any of the Key participants taking leave during the project?
Key Participants Leave from Leave to
Are there any public holidays during the expected project period?
Public Holidays Date
Are there any customs/export/import considerations which may delay or impact on the delivery of?
Hardware Noq Yesq

Software Noq Yesq
Is there a possibility that the server will not be available on time? Noq Yesq
Are there any third-party organisations involved? Hardware Noq Yesq
Software Noq Yesq
Other .
Are there any other possible events that could impact the project, either positively or negatively?
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23. Support procedures

The standard support procedures are out lined below.
At no point should an individual consultant be e-mailed or phoned to address a specific issue. The
process used by the client has been setup to ensure that issues raised are not properly logged and
are followed up by someone with knowledge in that area in an expeditious manner.
Support hours are Monday to Friday, 8:30 to 17:00 local Mauritius time.
23.1 During implementation

From the establishment meeting to the point of going live, all issues can be raised via e-mail to the
following GIS support e-mail address:
support@globalintegrated.net
The lead consultant should also be copied on any e-mails to keep them abreast of the issues.
The lead consultant will then enter the issues into the project issues register and track them until
they have been successfully resolved.
23.2 Post implementation

From the point of going live until the handover of the client to the support department, all issues
can be raised via e-mail to the GIS support e-mail address (support@globalintegrated.net).
The lead consultant should also be copied on any e-mails to keep them abreast of the issues.
The lead consultant will then enter the issues into the project issues register and track them until
they have been successfully resolved. This is usually a period up to 2 weeks after the go live date.
23.3 Post Support handover

From the point when support is handed over to the support group, all issues must be raised either
via e-mail to the GIS support e-mail address (support@globalintegrated.net), phoned through to
GIS on the number + 230 4999 447, or faxed to the support department on +230 282 0961.
23.4 Setting up e-mail

In order to ensure that the client copies the lead consultant on any issues raised, the client is
encouraged to set up an e-mail group or distribution list, called support@globalintegrated.net, that
can be used by their employees to raise issues. This group is to contain the e-mail address for GIS
support (support@globalintegrated.net) and the support consultants e-mail address.
When the post support handover occurs, this e-mail group can be changed so that the lead
consultant’s e-mail address is removed.
23.5 After hours support

An after hours support number is available for any after hours support that may be required by the
client.
Are there any issues arising from the support process?
Page 34 of 45
24. Remaining issues

Are there any specific issues arising from the sales process, demonstrations or implementation
meeting that need to be stated or have not been covered to the satisfaction of the client or
participating GIS employees.
Topic Person responsible Due date
Page 35 of 45
Appendices
Page i of ix
Table of Appendices
A. ASP Client questions......................................................................................................................

B. Pronto/Linux Installation Details – Non-ASP client................................................................iv
C. Pronto/Linux Installation Details – ASP client...........................................................................
D. Company setup details..................................................................................................................
E. ActiveFax........................................................................................................................................
F. Consumables.....................................................................................................................................
Page ii of ix
A. ASP Client questions

If the client is to be setup on the ASP, there are certain setups that have to be considered.
Firewall requirements:
Will the client use ODBC? No q Yes q

Does the client have any remote users? No q Yes q
Will users access the PRONTO-Xi system from home? No q Yes q
Does the client have any extra-nets? No q Yes q
What are the IP addresses of the extra-nets? . . .
. . .
. . .
. . .
. . .
Are there any other ASP requirements?
Pageiiiof ix
B. Pronto/Linux Installation Details – Non ASP client

Client
Date
Engineer
Pronto Version No.
Client to provide the following information where relevant:

Comms. Type Line Numbers/Hostnames User name / Password Implemented
VPN Host
Telnet Host
Kermit
Dialup
FTP Host
Hosts File Host IP Address Host Name Implemented

Pronto IP (local)
Mail Server
Fax Server
Gateway
Printers IP Address Queue Share Name Implemented
Below Section for GIS Use Only

Cust. Programs Program Name Program Location Implemented
User ID Password
Name Implemented
(8 characters) (8 characters)
root
cpronto
pronto
psd
Pageiv of ix
C. Pronto/Linux Installation Details – ASP client

Client
Date
Engineer
Client to provide the following information where relevant:

Host IP Address Implemented
Site
(external)
Print server
(if different)
Printer Address Spool Queue Share Name Implemented
User ID Password
Name Implemented
(8 characters) (8 characters)
Name Email Address Implemented
Page v of ix
D. Company setup details

Company 001
Company name
Business Number
Address
Company 002
Company name
Business Number
Address
Company 003
Company name
Business Number
Address
Pagevi of ix
Company 004
Company name
Business Number
Address
Company 005
Company name
Business Number
Address
Company 006
Company name
Business Number
Address
Pageviiof ix
E. Active fax
Which location will the ActiveFax server be located? .

Which server will be used for ActiveFax?
Client Mail serverq

Another server q
Server Name .
Server IP . . .
New Server q
Who is responsible for purchasing the
Server hardware? Client q GIS q
What is the expected delivery date of
the hardware to GIS? / /
Will client provide a dedicated phone line? Noq Yesq
Will the phone line be a direct dial phone line? Noq Yesq
(For incoming faxes)
Estimated delivery date for the ActiveFax software? . / /

When will the ActiveFax install by ready? . / /
Is the client aware that other fax software is not supported? Noq Yes q
Are there any other considerations for faxing?
Pageviiiof ix
F. Consumables
The following consumable items are required;
 Backup tapes
 Paper
 Toner and ink cartridges
The client is responsible for sourcing and obtaining suitable consumable items prior to the testing
of PRONTO-Xi.
Backup Tapes
This section can be skipped for ASP clients.
The number required will depend upon the frequency of the backups and the amount of data being
copied
Recommended backup strategy is:

 Daily backups rotated on a fortnightly basis
 Monthly tapes are kept for 12 months
 Yearly tapes rotated every 8 years
 All backups are full backups (not incremental or data only)
 Recommended number of backup tapes to purchase 20
Client Backup strategy

Full Incremental
Rotation Tapes
Period Data Programs All Data Programs All
period required
only only only only
Daily
Weekly
Monthly
Yearly
Total
Recommended tape brand and size: DAT 72
Is GIS required to setup the backup? No q Yes q

If GIS is NOT required to setup the backup, who will do this? .
When will the setup be completed? / /
In addition to the backup tapes, cleaning cartridges should also be purchased.
Are there any issues related to backing up the PRONTO-Xi system?
Printers
It is the responsibility of the client to source printer consumables such as printer cartridges and
paper.
Pageix of ix

Project Establishment for PRONTO-Xi Version 670

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Project Establishment Document

For PRONTO-Xi version 670

Author Matt Bunkowski

Global Integrated Solutions (Africa) Limited www.globalintegrated.net

Date of Meeting: Time meeting started:

Location: Time meeting ended:

2.1 Responsibility for the Project Establishment Document

2.2 Changes to this Document

DO NOT COPY THIS DOCUMENT

3.1 Project Overview

3.2 Project Scope

The following items are not covered by the Project Scope:

Project Critical Success Factors

4. Project Governance and Structure

4.2 Project Sponsor

4.3 Steering Committee

5. Roles and Responsibilities

5.2 Project Manager

5.3 Project Team

GIS – Herb Wadulo Implementation setup and training

KBK Team members

KBK Team members

KBK Team members

KBK Team members

6. Project Risk Analysis

2 PRONTO-Xi project team turnover Medium

3 User staff turnover Low

4 KBK staff and resource availability to project High

5 User ability and time to absorb PRONTO-Xi skills Medium

6 Key business processes not identified early in projects life Medium

9 Hardware delayed installation or failure High

6.2 Risk Mitigation Measures

7. Scope Issue and Change Management Procedures

7.1 Project Operations

7.2 Project Documentation Tools

The purpose of using this approach is to ensure that:

8.2 Project Considerations

Is the client to be setup on the ASP server? No q Yes q

Module Purchased Primary Contact

Are there any other modules that have been purchased?

10. PRONTO-Xi Company Details

How many “Live” companies are to be created within PRONTO-Xi? .

How many development companies are required? One q Other .

Has the above document been provided to the client? No q Yes q

Has the above document been completed? No q Partially q Yes q

Is a UPS available for the PRONTO-Xi Server? No q Yes q

What is the expected delivery date of the hardware to the client? .

11.2 Operating System

Name User name

Are there any operating system issues to be aware of?

11.3 PRONTO-Xi Software

How many PRONTO-Xi licenses have been ordered? .

Name User name

Which PRONTO-Xi template company is to be loaded?

Are there any additional PRONTO-Xi software requirements?

11.4 Data Backup

Recommended backup strategy is:

Recommended tape brand and size: DAT 72

Is GIS required to configure backup? No q Yes q

If GIS is NOT required to configure backup, who will do this? .

Are there any issues related to backing up the PRONTO-Xi system?

12. Data Communications

Is a direct dial line available for dial-up to the server? q