Transition Plan

Owned by Harshavardhan Y
Last updated: Dec 02, 2021
6 min read

Context

As eGov wishes to move out after the contract period, transition of ERP modules is intended to the internal team [In-house] of AP-CDMA in order to take up support and enhancements activities in future for smooth functioning of the ERP modules. Planned duration of the transition process is 2 months excluding 2 weeks handholding support.

Scope

The scope defines the areas to be covered under the transition process, the stakeholders involved at each phase and the supporting documents required under each phase.

This includes detailing application architecture, application setup, application design, functionality of each module, code base walkthrough, database, ElasticSearch, third party integrations, REST APIs, dashboards, portals, known issues, recurring issues.

Domain KT has to be conducted by the CDMA before initiation of transition process by eGov.

Stakeholders

Management team, technical team and functional team of eGov and incumbent vendor. This includes Project Manager, Architect, Business Analyst and the development team of eGov and In-house team of AP-CDMA.

Pre-requisites

  • SPOC to be appointed by the department for the transition process.

    • SPOC is required to co-ordinate the overall KT process, clear all blocks on the way and ensure that transition happens smoothly.

    • SPOC should also ensure that all the required resources are put in place well before starting the KT process.

  • Municipal Domain KT has to be conducted by the department before introducing the team to eGov for technical KT.  Municipal Domain KT includes :

    • Structure & Functioning of ULBs

    • Grades of ULBs

    • Role of Council in the ULBs

    • Departments in the ULBs

    • Understanding Municipal Processes & Terminologies

    • Services under various Modules

    • Requirements for submission of a Service & Levels of Workflows

    • Types of Notices, Proceedings, etc., generated under various services

  • Department must provide a repository wherein eGov can share the technical and functional documents that are to be shared with the incumbent team. Recommended git repository.

  • Development team must have prerequisites installed on their machine that includes the latest JDK, IDE (Eclipse or IntelliJ), Postgres, ElasticSearch, IReport IDE. Recommended latest Ubuntu OS installed on machine with minimum 16GB RAM.

  • Proper internet connection and power backup must be in place to ensure interrupted transition processes as most of it would be conducted through virtual sessions.

Resource Requirements

Sl. No.

Role [Required No.]

Key Responsibilities

Sl. No.

Role [Required No.]

Key Responsibilities

01.

Project Manager [01]

  • Create Project Plans

  • Monitors production and quality to customer/stakeholder standards.

  • Identify, log and help resolve issues and risks.

  • Reports on project progress, offers viable solutions and opportunities as they arise.

  • Implement change practices.

  • Manage resources to ensure the schedule is on track.

  • Conduct meetings and set expectations for the project team.

02.

Architect [01]

  • Lead the technology & architecture of ERP.

  • Responsible for technology choices and decisions; Design & Code frameworks.

  • Ensure projects are designed within approved enterprise architectural standards.

  • Enforce coding standards & adherence to enterprise architecture in product development

  • Provide technical leadership in all aspects of SDLC, including system analysis, design, development, testing, and deployment.

03.

Technical/Module Leads [04]

  • Hands on development skills.

  • Thorough understanding of the system.

  • Analysis, design, development, design review, code review.

  • Upskilling and reskilling of team members.

  • Task allocation to team members.

  • Planning and estimation.

04.

Business Analyst [04]

  • Communicate with internal colleagues to understand the needs of departments and the

organization as a whole.

  • Work with external stakeholders to understand and investigate feedback into the service,function or product provided.

  • Use data modelling practices to analyse your findings and create suggestions for strategic and operational improvements and changes.

  • Consider opportunities and potential risks attached to suggestions you make identify the processes and information technology required to introduce your

recommendations.

  • Gain agreement, usually from senior management, of the best method of introducing your recommendations to the business.

  • Communicate the benefits of your recommendations across departments and help to address any uncertainty and concern.

  • Produce written documentation to support your work, report on your findings and to present to stakeholders when necessary.

  • Support staff and teams in making your recommended changes, including helping to resolve any issues.

  • Ensure plans are made and processes are created to evaluate the impact of the changes made, including taking responsibility for overseeing and reporting on this evaluation.

  • Raise Jira tickets for any enhancement/ change request with complete details, acceptance criteria, out of scope parameters

05.

Senior Software Engineer for Portals [01]

  • Portal maintenance and incorporate enhancements in CDMA and ULB Portal

  • Implement regular Drupal, MySQL, PHP and associated upgrades.

  • Implement best practices.

06.

Senior Software Engineer for ERP [04]

  • Complete ownership of the modules assigned

  • Design, Code, Writing junit Test cases & release

  • Ensure projects are designed within approved architectural standards.

  • Lead Code reviews and implement best coding standards.

  • Lead engagements with Clients.

  • Review and discuss enhancement/change requests with the team. Provide inputs to Jira tickets.

07.

Software Engineer [04]

  • Complete ownership of the task assigned.

  • Ensure end to end completion, including test cases, manual testing of the task assigned.

  • Ensure coding standards are strictly followed.

  • Provide inputs during design discussions.

  • Must ensure the feature is tested as per the acceptance criteria provided in the ticket.

08.

DevOps Engineer [01]

  • Support the continuous integration and release process for both Microservices modules and Monolith modules.

  • Design, build and maintain the CI/CD infrastructure and tools.

  • Ensure landscape availability, performance and stability.

  • Investigate and evaluate new tools and DevOps technologies.

  • Work closely with development teams to ensure that solutions are designed with customer user experience, scale/performance and operability in mind.

  • Proactively escalate visible upcoming issues.

  • Open to work in off business hours.

09.

QA Engineer [04]

  • Creation and Execution of Scenario and use-case testing.

  • Creation of functional, and automation tests.

  • Good verbal and written communication skills

  • Exhibits good judgment establishing priorities and escalating issues

  • Flexible, adaptable and independent work style

  • End-to-end data verification.

  • Collaborate with team members to verify system performance and scalability.

11.

DBA [01]

  • Responsible for upgrading, configuring, integrating, and maintaining staging and production PostgreSQL database.

  • Responsible for all backup, recovery, and upgrading the PostgreSQL databases.

  • Responsible for monitoring databases to optimize database performance and diagnosing any issues.

  • Responsible to develop, implement, maintain policies and procedures and document database architecture to ensure the security and integrity of the databases.

  • Responsible for implementing data access, table maintenance and changes together with the development team.

Minimum team size of 10 is required to kick off the transition process which includes: 1 Project Manager, 1 Senior Business Analyst, 1 Architect, 2 Senior Software Engineer, 1 QA Engineer and 1 DevOps Engineer.

Project Manager and Architect need not present in all phases of the transition process.

Transition Strategy

Transition Strategy is broadly bifurcated in four phases: Application Introduction, Application DeepDive, DBA Transition and DevOps Transition.

The Transition Process schedule is spread across 2 months duration. In the following section, each phase will be defined in detail with action items to be covered, the stakeholders involved and supporting documents for each phase.

This phase will start with the joint session on Architecture & Infrastructure Walkthrough of ERP wherein all the stakeholders would be detailed about the setup, configuration and interaction of different services provided by ERP.

a. Application Introduction

This phase intends to give an insight of the application to the inhouse team and requires involvement of all the stakeholders.

Entry Criteria : Those who have attended the Walkthrough session are eligible to attend this phase.

Activity

Stake Holders from In-house

Supporting Documents

Activity

Stake Holders from In-house

Supporting Documents

Application Walkthrough

(Masters+Transaction+Reports)

  1. Project Manager

  2. Architect

  3. Business Analyst

  4. Development Team

  5. DBA

  6. DevOps Engineer

  1. SRS

  2. Design Document

  3. User Manual

  4. UAT User Credentials

  5. Configuration Document

Integration with other modules ERP modules.

Integration with Third Party Systems

Dashboard Walkthrough

Q & A

Exit criteria : Interactive Q&A session will be the exit criteria for this phase to access the application awareness of the inhouse team.

b. Application Deepdive

This phase elaborates the application details from a functional and technical point of view.

Entry criteria - modules that have covered the application introduction phase, can move to the deepdive phase.

Activity

Stake Holders from In-house

Supporting Documents

Activity

Stake Holders from In-house

Supporting Documents

Code Walkthrough

  1. Project Manager

  2. Architect

  3. Business Analyst

  4. Development Team

  1. Class Diagram

  2. ER Diagram

  3. KT Document

  4. Configuration Document

  5. Data Dictionary

  6. Test Cases

  7. Integration Document

  8. Crontab

  9. Consolidated REST-API document

10. Procedure-SQL

11. ES-Mapping Script+Shell Scripts used for data push

12. Jira Report of data defects

13. Security Audit Reports

Database Design

Integration/Dependency between modules

Application Roles & Role Action

Application Configuration

Scheduled Jobs [Cron Job]

REST APIs

Procedures

Elastic Search Index

Rollover

Any issues reported by client

Known/recurring issues

Q & A

Exit criteria - Exit criteria of this phase would be reverse KT session from the inhouse team to acknowledge the understanding of the modules covered under this phase.

c. DBA Transition

This phase covers the transition of all the database and related activities.

Entry criteria - DBA assigned by the inhouse team must have vast experience of handling large scale postgres database applications.

Activity

Stakeholders from In-house

Supporting Documents

Activity

Stakeholders from In-house

Supporting Documents

Database Architecture

  1. Project Manager

  2. Architect

  3. DBA

  4. DevOps Engineer

  1. Multi tenant schema setup.

  2. Crontab

  3. List of scheduled jobs along with timing

  4. ER Diagram

Postgres Configuration

Elastic Search

Stored Procedure

MS-Monolith Interaction

Q & A

d. DevOps Transition

DevOPs transition phase is the final phase of transition strategy process and ensure all the assets related to ERP (including documentation and code is handed over to the In-house team of AP-CDMA).

Activity

Stakeholders from In-house

Supporting Documents

Activity

Stakeholders from In-house

Supporting Documents

Production Environment Setup and Configuration

  1. Project Manager

  2. Architect

  3. DevOps Engineer

 

UAT Environment Setup and Configuration

Source Code Repository

QA & UAT Instances

Production Servers

CI & CD Pipelines

Github

Jenkins

Nexus

Database Setup

Code Handover

Q & A

Transition - Low level Plan

Low level transition plan details out the week wise plan for the transition process. The transition process will be spread across 10 weeks with last 2 weeks reserved for hand holding.

Group 1

Group 2

Group 3

Group 4

Group 1

Group 2

Group 3

Group 4

  1. Property Tax & Vacant Land Tax

  2. Water Charges

  3. Sewerage Charges

  4. Financial Management

  5. Non-tax Revenue

  6. Ward Secretariat Integration

  7. meeSeva Integration

  1. Asset Management

  2. Lease & Agreements

  3. Advertisement Tax

  4. Business Analytics & Dashboards

  5. Inter-Department Integration

  6. GIS Integration

  7. CDMA/ULB Portals

  8. Citizen Portal

  1. Infrastructure + Common Services

  2. Human Resource Management

  3. Public Grievance Redressal

  4. Council Management

  5. Legal Case Management

  6. D & O Trade License

  7. Marriage Registration

  1. DevOps

 

Week-wise Plan [Applies to all Groups except Group 4]

Week #

Activity

Week #

Activity

Week 1

Application Introduction

Weeks 2 to 5

Application Deepdive

Week 6

Reverse KT

Weeks 7 & 8

Q & A

Weeks 9 & 10

Handhold support

eGov Team for the transition

Transition process will be assisted by following team from eGov:

Sl. No.

Role

Resources

Sl. No.

Role

Resources

01.

Technical Manager

01

02.

Project Manager

01

03.

Technical Lead

03

04.

Junior Business Analyst

03

05.

Senior Software Engineer

03

06.

QA Engineer

02

07.

DevOps Engineer

01

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