QorusDocs Implementation Journey

We know that implementing a new solution at any organization can be a daunting task. You'll need to make good decisions that affect many people in your organization, ensure that you can prove ROI on the solution and find ways to drive adoption and build momentum in the roll-out! We also know that you're probably going to be doing this alongside your full-time job. 

This is why QorusDocs' standard approach is to always "keep things simple" as far as possible. Our solution is also flexible enough to withstand deviations or pivots from anything that might not be working. So, with our help, we can setup a good first version of QorusDocs and iterate until it's perfect for you and your teams!

Laid out below are the main steps that your core team will go through, to get the first iteration out the door. 

TL;DR - Please jump to here for a quick tabular summary!

The Kick Off Meeting (~1 hour*)

Objective: Agree on the approach & plan to implement. Agree on the metrics to measure success & ongoing adoption of the solution.

The first engagement you'll have post-sale is with your Customer Success Account Manager (CSAM), Project Manager (PM) and Implementation Specialist (IS). 

They would have received a full hand-over from your Account Executive, and will be ready to present a formalized Implementation & Success Plan to you which will lay out your road to a complete implementation, and beyond. There may be some additional "discovery" that they'll do on the call, to firm up the goals and outcomes that everyone will be driving toward. 

Your entire core team should be present on this call. 

Typically, following this call, your IS will ask you to share some sample content and templates with them in order for an analysis to take place. 

Technical Checklist Sign-Off (~1 week*)

Only applicable if you wish to utilize your organization's SharePoint Environment.

Objective: Ensure that all items on the IT Software and Access Requirements Checklist have been completed.

Typically, QorusDocs will host your organization's content for you. However, if you wish to utilize your own organization's SharePoint Environment to host your content, there are several technical checklist items that will be required to be completed, prior to moving onto the next step in the process. 

It's important to have an internal technical owner to assist with this step as a priority to prevent this from delaying the implementation process. The QorusDocs Implementation Specialist will not be able to move ahead until this is completed. 

Content Analysis (~3 days*)

Objective: Ensure that a checklist of recommendations is provided that gives instructions to adjust content in line with desired outcomes and expectations. 

Your IS will assess your content and make some recommendations regarding styles, size, structure, etc. that will make hosting, managing and utilizing it through QorusDocs as simple as possible. In some cases, QorusDocs has tools to check documents and apply some recommendations. In other cases, this may be a task for your team.

For example, we have tools that can compress images (which is something that can greatly reduce your content size, making it more performant.) However, if we advise changing a style, we would require that your team move ahead with the application of that style to the correct places, in the correct documents. 

Content Setup (~2 weeks*)

Objective: To create a scalable, lasting content structure & taxonomy, ready for content upload. 

If you have a firm content structure in mind, the content setup should be quick and straightforward to do. Your IS will provide you with a "planner" document that you will complete. This will become the "blueprint" that they work from, to setup your content repository. 

If you don't have a structure in mind, your IS will set something up for you, based on their experience with similar customers. (This is usually the default approach.)

Over the course of the 2 weeks dedicated to the content setup, your IS will schedule between 4-8 hour-long meetings with the relevant members of the core team to show progress, ask clarifying questions, and make tweaks where necessary. 

By the end of this setup, your team should have a good first iteration of the content repository structure and can begin uploading or transferring all of your content into the structure. 

It will be expected that from this point, your core team will, in parallel with the remainder of this plan, dedicate time to centralizing the content and uploading it into this structure, with the intention of meeting the go-live deadline. 

Template Analysis (~1 week*)

Objective: To fully understand the document build process and advise on how QorusDocs templates can facilitate that process and automate the low-value activities.

The Template Analysis step will consist of 3-5 hour-long meetings with your IS to teach your team how the QorusDocs template work and to gather information about the manual process that the team works within today. Your IS will document this process and analyze it for opportunities to automate the parts of the process that can be considered "low value". 

This process will provide your IS with enough information to begin building the template and associated pursuit type & capture fields. 

Template Build (~1 week per template*)

Objective: To create a template that automates as much of the document generation task as possible. To create a useful container (pursuit type) to house and organize the pursuits that utilize the template. 

Over the course of the 1 week dedicated to each template, your IS will schedule between 2-4 hour-long meetings with the relevant members of the core team to show progress, ask clarifying questions, and make tweaks where necessary. 

By the end of this build, your team should have a good first iteration of a production-ready template with a corresponding pursuit type. 

End-to-end User Acceptance Testing (UAT) (~2 weeks*)

Objective: To ensure that the full solution meets the agreed-upon expectations of the core team.

Through the UAT process, your IS will be available to you for additional tweaks to your solution if necessary. Typically, we'd recommend that each template is tested individually by as many folks in the core team as possible, to ensure that the built solution meets expectations. 

Go-Live Planning Session (~ 2 hours*)

Objective: To jointly plan a webinar to educate a pilot group of users on the solution.

Once UAT has been signed off, your CSAM will work with your core team to plan the go-live webinar. This planning session (typically split into 2 one-hour meetings) will identify all the important messages that we need to deliver into the session to ensure that we can help drive awareness, adoption and excitement for the rollout of QorusDocs. Your CSAM will document an agenda, craft an invitation and draft a use case to demonstrate in the webinar. 

Go-Live Webinar (~ 1 hour*)

Objective: To ensure that a group of pilot users are fully equipped to utilize the built solution. 

The webinar will be recorded so that it can be distributed across future teams. There will be an accompanying CSAM or IS on the call if the group of users is large, so that questions can be addressed via chat, during the webinar. If there are multiple use cases that need to be conveyed, an additional webinar may be setup to ensure that the group stays focused and that the material is relevant. 

Following these webinars, your core team may liaise directly with your CSAM to setup further Q&A sessions. 

All future tweaks to your solution may be logged through the QorusDocs Helpdesk. Alternatively, all users will have access to the QorusDocs Academy, which will contain all the necessary courses and lessons to equip your teams with the relevant skills to make tweaks independently of QorusDocs. 

If you require any further services from our Implementation team, you may request pricing directly from your CSAM.

Tabular Summary of the Implementation Journey

* Please note that durations provided in this article are estimates only based on what QorusDocs considers to be a "standard implementation". Actual durations will vary depending on complexities within templates and content, as well as any other non-standard purchases that require additional delivery. Durations are also highly dependent on the core team availability to meet for the required sessions.