Onboarding Guide

This document provides the Project Team with details on the steps, timing and responsibilities for the implementation of eReserve Plus at an institution. It provides a clear way forward for all involved and identifies the resource required for a successful eReserve Plus implementation.

Working Together = Success

During onboarding eReserve will partner and work with your Product Owner to create a collaborative onboarding team made up of staff from the institution and eReserve. The onboarding team’s collective effort will ensure we achieve project goals through open communication, shared responsibility, and iterative meetings every two weeks. The onboarding process enables the team to adapt to change, solve complex problems, and deliver value iteratively, on time and on budget.

Our onboarding approach, with short two weekly iterations, allows the team to ensure regular and controlled milestone delivery, adapt to changes and adjust as needed to meet the needs of your institution.

How collaboration works between eReserve and Institutions during onboarding:

The Product Owner

The Product Owner is the key contact person, and decision maker from the institution. The Product Owner works in collaboration with the eReserve Customer Advocate, who is the primary manager of the onboarding process and coordinator of the project, and is responsible for decision making, review and acceptance of delivered work during the project. The Product Owner works with the eReserve Customer Advocate to ensure the team focuses on the most important work, aligning the project goals, timeframes and project needs. The process is one of collaboration, communication and partnership.

Part of the Product Owner’s responsibility is to identify the staff at their institution who are best suited for participation during onboarding and to be assigned tasks within ClickUp along with attending the fortnightly meetings. The onboarding process supports the inclusion and involvement of key team members to ensure timely project delivery.

The Onboarding Team

The team will be composed of staff from eReserve and key staff from your institution. The team will work together, overcoming any issues that arise and fostering a collaborative process to ensure project success.

Transparency and communication

Our onboarding model emphasises transparency through regular meetings (every two weeks), encouraging open communication and information sharing and use of a project tracking and management tool (ClickUp). Each member of the team from your institution who are participating in onboarding, will be provided with a ClickUp account. The ClickUp system used to manage onboarding provides all team members a clear and transparent system for communicating, asking questions, prioritising and reduces the reliance on email and ensures the project is on track and meeting the milestones as needed. The process and approach help identify and address potential risks early in the onboarding process and in an ongoing manner to keep onboarding on schedule.

Onboarding Timeframe

Typically eReserve Plus onboarding (including data migration, setup of staging and production instances, theming, configuration and training) has 5 key project milestones and takes 90 days. Onboarding is managed via a regular schedule of meetings every two weeks during the project. The team work together using the onboarding system tools, such as ClickUp, to achieve the project milestones. All team members can quickly determine current goals, next stages of work, communicate via ClickUp and identify any blocks or aspects of onboarding that require assistance to meet milestones.

Onboarding can be completed in under 90 days but will require tight collaboration and agreement between the eReserve Plus Customer Advocate and the institution's Product Owner. Discussion, collaboration and negotiation are required to accurately and mutually determine project goals, what can or cant be completed by a specified date and overall timeframes. Shortening the implementation timeframe from the standard 90 days will require consideration of the impact on such factors as the amount of data that can be processed, number of courses that are scheduled in the first cohort, the approach taken to feature configuration or other factors and will require discussion with and agreement and collaboration between the Product Owner and Customer Advocate.

Data in Staging vs Data in Production

Test data and data generated in training in staging should not be added to production under any circumstances. Staging is used to test new features, train staff and verify data. We strongly advise that training be conducted in the staging environment only and that test data is not added or used in production as that will skew the reliability and accuracy of production analytics and copyright reports.