Before the Project Start

When the contracts are signed and delivered to Efecte, the project can be scheduled and resourced, and usually project can start in 2 to 6 weeks, but this is always agreed separately with the Customer. 

The Customer can start preparation work for the project. 

1. Customer allocates a Project Manager for the IGA project

• The Project Manager allocates the needed resources for the project (please see the relevant section for needed customer resources).
  
  
• If the Customer needs organization specific project management material, it can be prepared before the  IGA project start and filled with details after the Project managers has agreed on the schedule etc. 
  
  
• An Efecte IGA delivery project contains ready-made general risk lists for the project, but Customer can start preparing risk list for organization specific risks. These lists are combined when the project is started.
  
  
• List of dependencies to other Customer's projects, which might have an effect on the IGA Growth Package project, and to schedules, resources, Go-Live schedules, data content or integrations. 

2. Customer's AD or Azure AD Specialist

• Can start evaluating the data content and make needed changes and cleaning measurements to the data, for example removing out-dated accounts, groups, making sure that data content is valid and if not, list of what improvements need to be done. 
  
  
• If provisioning is made towards Customers AD, there might be a need to make changes to the OU-structure (please see the relevant section for possible AD changes)
  
  
• A test environment for the directory, needs to be ready when installations are started. 
  If the Customer is not able to provide a separate test environment for AD, a test OU can be created to the production environment, but the Customer needs to create an exact image of the production OU. There are going to be restrictions in authentication and test data, when the IGA solution is system tested and UAT has been approved. 

3. HR Specialist 

• Can start evaluating the data content and make needed changes and cleaning actions to the data,  for example making sure that employee number is unique for all users, all users have mandatory information in place and it is valid and up to date etc. 
  
  
• Can start listing all exceptions in users employments, meaning for example list of users that exist in the HR system but don't need any access rights and they need to be excluded in the HR-integration,  or if there are any user groups which information is continuously added after changes are made to the employment contract. 
  
  
• If any changes to the HR solution are needed, it is highly recommended to start planning and resourcing these changes as soon as possible

Customer Deliverables

Needed information / action: 

1. Customers Efecte environments URL address.

This is needed for the installation.
Please notice, that these are needed for production and test environment.

2. Test environments 

The Customer has a separate AD or Azure AD test environment of their own, it is highly recommended to use that for the implementation and testing.

If the Customer does not have separate test environment, they need to create one separate TEST OU in their production AD. 

A test environment for HR solution. 

3. Host (IP Address)

Customers AD or Azure AD's IP address, where the provisioning engine is connected for provisioning. Please notice, that these are needed for the production and test environments. 

4. Port number

Which Port number EPE will be using when connecting to Customers AD or Azure AD. Please notice, that these are needed for the production and test environments.

5. User Name

The Customer needs to create a technical user account and allow the needed access rights for it (read and manage User - Group connections). Please send this via secure mail to the responsible Efecte Consultant.

6. Password

A password for the technical account. Please send this via secure mail to the responsible consultant.

7. Efecte Consultants access to test AD or Azure AD

Efecte Consultants will need read access to the Customers directory, especially for testing provisioning. Please notice, that these are needed for both production and test environments. 

8. Search filters

LDAP userBase / LDAP userFilter, used for filtering users which are read from AD or Azure or from where information is written. 

LDAP groupBase / LDAP userFilter, used for filtering groups which are read from AD or Azure AD or from where information is written.

9. Groups

Customer needs to create the following groups in the directory, for IGA solution accesses. 

Efecte_IGA_ESS_user
Efecte_IGA_ESS_manager
Efecte_IGA_admin
Efecte_IGA_module admin
Efecte_IGA_owner

Please notice, that these are needed in both production and test environments. 

10. Groups for testing

The customer also needs to create groups for testing (only to test environment), recommendation is that at least 10 test groups, and,  if IGA Business Roles are in the project scope, recommendation is at least 30 groups. 

11. Users for testing

The customer needs to create users for testing (only to test environment), recommendation is that at least three (3) manager users, with each five (5) subordinates are created. 

Project Start

Project starts when Efecte's Project Manager contacts Customers Project Manager and they agree on the needed weekly meetings, workshops, steering group meetings etc. 

In the first steering group meeting the members agree that the project has been started.

Project Managers agree and schedule

• Project schedule
  
  
• Time slots for definition workshops 
  
  
  • Installations, connections, VPN-tunnels, firewall openings etc. 
    
    
  • Directory workshop 
    
    
  • HR workshops
    
    
  • Use case workshops 

• Time slots for training's
  
  
• Time slots for weekly meetings (project group)
  
  
• Time slots for Project Manager meetings
  
  
• Time slots for steering group meetings
  
  
• Efecte environment name (test and production environments)

Definitions

It is recommended that the IGA solution introduction training is held before definitions are started for the use cases. 

Definitions are done during and between the workshops, when for example there are some definitions which need the Customers internal reviewing or decision making. Between workshops the Customer needs to also allocate enough time for project group members to be able to review and comment on all the materials. 

1. HR-integration

HR-integration needs to be defined at both process and technical level, including which HR system the Customer is using and which type of integration is implemented. It is good to be aware that if the HR system needs any changes, improvements or development, the Customer needs to deliver these changes before the HR integration can be implemented. 

In the process level, we need to know how the HR specialists and Managers are using the HR system. How the system is used, how personal and organizational data are managed, are there any known big changes occurring during the next year, what attributes are available for the IGA solution etc.  

Efecte will provide documentation for the integration description and attribute mappings, process related functionalities are described in the use cases.

2. Directory

In this workshop we will go through how the Customer is using their AD or Azure AD directory, how users and groups are stored, what is the OU structure like and is there any need for changing that, what attributes are needed for user creation and what information is updated during changes in the users employment.

Efecte will provide all needed documentation for the directory description and attribute mappings, process related functionalities are described in the use cases.

3.   Use Cases

Efecte IGA contains over 20 ready-made and pre-described use cases which are all defined to a more detailed level. Usually there is a need for at least two (2) workshops, one for Self-Service and automation & provisioning use cases and other for Governance and Administration use cases.

Efecte provides documentation for the use cases. 

4. Architecture

In this workshop all architectural details are confirmed, agreed on and if needed orders for firewall openings, VPN-tunnels etc. are delivered to service providers. Also  accesses needed and details for installation are agreed on. 

Definition Approval

After the definition workshops the Customer needs to approve the definition material, before implementation can be started. If there are any changes to the definition materials, Project Managers will evaluate the need for change request.  

Implementation

During the implementation the Customers project group members are participating in weekly meetings, where the demo and open questions are reviewed. 

During the implementation the Customers tasks are mainly related to the projects future phases, such as the UAT-phase and the functional Go-Live.

Project readiness is followed by using IGA Project Management data cards and views, all project group members have access to the project task list. 

Customer tasks for UAT preparations

1. Create the needed customer specific test cases to the Customer Efecte environment

2. Create the needed customer specific test data 

3. Start allocating the testing group members

Customer tasks for functional Go-Live preparations

1. Start allocating the  possible technical and functional Go-Live dates, evaluate any restrictions regarding the Go-live dates. 

2. Start evaluating what kind of communication and training is needed for the end-users.

System Testing

Efecte is responsible for the whole of the system testing, but when testing integrations the Customers HR- and Directory Specialists are needed. 

Efecte uses the same IGA Project Management data cards for test cases and test findings, so that the Customer can follow the progress during the testing. When a test case has been system tested it will be made ready for Customer testing and the Customer can easily use the same test case for their own testing. 

All project members, who have access to the Customer Efecte test environment, can see test cases, test findings and progress at any time. 

If the Customer has a test environment for the HR solution, that is used is system testing, but if the HR test environment does not exists, Efecte generates test data according to the definitions and imports it to the Customers environment for testing purposes. 

User Approval Testing

User Approval Testing (UAT) is one of the Customers most important tasks during the IGA project and it is a precondition for Go-Lives. 

The UAT-phase usually covers 3 - 4 weeks and it takes around 10 - 12 work-days, if the Customer has complex work periods recommendation is to reserve 10 - 15 work-days. 

Depending on how many members are in the testing group, it can be performed faster. Schedule estimations are calculated as if there were 1 - 1,5 resources available for the testing. 

Efecte will provide a similar schedule for the UAT-phase and it is agreed in the UAT hand-over meeting together the with project group and testing group -members. 

Test cases

Efecte provides test cases according to the deliverables and it is recommended that Customer will create their own specific test cases for the UAT-phase. 

Test cases should be planned so that there are three (3) type of test cases

1. Functional 

Test cases according to the definition documentation and the agreed project scope.

2. Breakable

Test cases need to also test how the solution is managing situations which create an exception.

3. Look & Like

Validate all the terms, attribute naming, info text’s, logos etc. that  are set according to organizational terminology and appearance. 

Test Findings

During both test phases test findings are reported using IGA Project Management data cards and the Project Managers are able to follow the test phase status. 

A test finding can be,

1. Preventing

The testing phase is interrupted because of the finding.

2. Critical

The test finding prevents testing from being approved.

3. Neutral

"Look & like" test findings, typo's in Customer specific configuration or in help text's etc.

4. Minor

Questions, typo’s in the IGA solution, etc.

Reporting test phase status

The IGA solution also provides ready-made views and reports for the Project Managers to be able follow-up testing progress and report it to the steering group.

Example 1.
Report for test finding type's. 

Example 2. 
Report for test findings weekly by type

Example 3. 
Report for test finding weekly by status

Testing -phase Approval

Both of the testing phases are approved when:

1. All agreed test cases are tested.

2. All preventing and critical test findings are successfully closed.

3. The project group agrees that testing has been performed with high quality and with extensive test cases.

UAT -phase Termination

Project Management can suggest UAT a suspension to the Steering Group, which will make a decision about the termination. 

Termination can be suggested, when

1. Over 50% of test cases have failed and preventing or critical test findings have been reported.

2. Efecte review for preventing test findings takes an unreasonable amount of time (over 3 work-days) 

Go-Live's

Efecte IGA delivery project contains technical and functional Go-live's, but is is important to acknowledge the differences between these two. 

Technical Go-Live

Efecte is responsible for the whole technical Go-Live, which means that the configuration from the test environment is transferred to the production environment. 

During the technical Go-Live the customer confirms in the production environment that everything is working as defined and agreed. 

Technical Go-Live does not mean that Customers end-users will start using Self-Service Portal or that provisioning is started. Customer can decide the schedule for these actions in the functional Go-Live. 

After the technical Go-Live the Customer is able to start the HR-integration and provisioning towards the directory, mostly IGA Admin use cases are taken into use at this phase.

Functional Go-Live

The Customer is responsible for planning and scheduling the functional Go-Live, this also contains all needed communication and training's for the end users. 

Efecte supports Customers functional Go-Live planning and provides for example template for the planning and Efecte Self-Service Portal provides functionalities for end-users most commonly asked questions and instructions. 

Training's

An IGA delivery project contains two different training's for future IGA Admins. If the Customer is planning to develop the IGA solution by themselves, Efecte provides also training's for the configuration but those are not included in the IGA project scope. 

Solution introduction

The Solution introduction is held at the beginning of the project, usually before definitions and it takes around 0,5 days. In the solution introduction Efecte trainers present all basic Efecte Service Management -platform functionalities, such as reporting, views, dashboards, data cards, etc. 

IGA Admin Training

IGA Admin training contains examples and hands-on tasks to test in the training environments. Participants need to allocate one working day for the training session, preferably before the UAT -phase. 

Project Closure

The project is closed when all deliverables are ready, the  functional Go-Live has been successfully implemented and the steering group has agreed for the project to be closed. 

Before the project is closed the project group validates and prioritizes further development items and they are presented to the steering group. With this the Customer can plan the organizations IAM roadmap, for the future months/years. 

The project closure contains an hand-over to support - meeting, where all details regarding support are clarified for the project group members and documentation is handed over to Customer's responsibility.   

Efecte Service Desk

After the  IGA solution has been taken into production use, extended support is included after a functional Go-Live for one week and after this the support starts as agreed in the contracts. 

Customer's trained Efecte Admins can contact Efecte Service Desk, please note that opening hours vary,  if for example the Customer has a 24/7 support agreement. 

servicedesk@efecte.com

Tel. +358 424 724 724

Opening times 08.00 – 18.00 EET/EEST.

Support is available in Finnish, English, German, and Swedish.

Needed Customer Resources 

An IGA delivery project needs both Efecte's and the Customers specialists to pull together and deliver the best possible solution for Customers IAM needs. The Customers resources are needed to provide all information related to Customers internal processes and technical details. 

1. Customers Project Manager

Is responsible for organizing the needed resource allocations in the Customer organization, and if needed also for requesting consultancy assistance from application vendor's if needed. The Project Manager is also responsible for reporting the IGA Growth projects progress inside the organization, since there is no steering group process included in the project. 

Usually the Project Manager is also responsible for organizing the Customer User Approval (UAT) testing phase, please read more about UAT preparations and tasks in its own chapter. 

The Project Manager also needs to organize functional Go-live plannings, preparations and training's for the end-users. There is also a separate chapter for the functional Go-Live.

2. Directory Specialist

The Customer needs to make several configurations to their directory (AD or Azure AD) and also to create test data for UAT-phase, these changes are made by the Customers directory specialist. The specialist also needs to answer several questions regarding possible OU-structure or user filtering, when data read or provisioned to the directory.

3. Authentication Specialist

The Customer needs to configure the directory according to agreed authentication protocol and instructions received from Efecte. The Authentication Specialist can also be same as Directory Specialist, in that case resource allocations needs to be added to the Directory Specialist allocation need.

4. Future IGA Admins

The Customer needs to allocate at least one (1), recommendation is to allocate two (2) IGA Admins. 

During the IGA delivery project, future admins are getting familiar with the IGA solution and it's functionalities, they can also provide detailed information which is needed during the implementation. 

5. Current Efecte Admins (existing Efecte Customers)

If the Customer has an existing Efecte Cloud environment, where the IGA Growth is implemented, also current Efecte Admins are needed during the project. When the Efecte IGA solution is implemented to an existing environment, there will be small changes to the ITSM processes. 

6. Information Security Officer

The Efecte IGA solution will need technical user access to the Customers directory, and permissions need to be granted according to IGA functionalities (read / write permissions), usually these are confirmed from the Information Security Officer. 

The Information Security Officer is usually also interested in the IGA solutions reporting and auditing capabilities, which are used, for example, reporting orphan and unused accounts, or last logins. 

During the IGA delivery project the Information Security Officer is in the project owner or reviewer role, so needed allocation is from 1 hour to 1 day. 

7. Application Admins

With the IGA solution Customer is able to deliver access right requests via email or ticket to the Application Admins, these Admins need to be informed about the new way of working. 

During the IGA delivery project the Application Admins are not a part of the project group, but the IGA Admin usually needs comments or reviewing assistance from them. 

8. Other needed participants

In particular if the Customers Efecte environment is installed to Customers own servers (as a private cloud), several technical specialist for servers, networks, installations etc. are needed.

Example of resource allocations

Deliverable Documentation

The IGA delivery project contains materials for project management, definitions, testing, Go-Live's and for support, if the Customer requires other documents they are requested separately from Efecte. 

Project management materials

• Project plan
• Steering group materials

Materials for definitions

• Use case description
• Directory description
• Source system integration description (not for IGA Starter)
• Attribute mapping excel

Deliverable materials

• Use cases, as part of IGA Admin instructions
• Customers IGA solution description
• Training materials
• Integration descriptions
• Attribute mapping excel

Materials available in Customers Efecte environment

• Project tasks
• Test cases
• Test findings
• Further development list
• Change log for project management
• Risk log for project management
• Visual analyzer -tool, which shows all relations between data cards