1 

Planning

This is the first phase and the glue that binds all the rest of the phases together. This generic term depicts a process that can be very simple and short, or be complex and lengthy. If the lab’s requirements conform to CalTrace basic setup and the lab has few unique requirements, this phase can literally be done on the phone in a few hours. If the lab has complex work processes, unique legacy data, and/or mandatory requirements that do not fit functionally into the Commercial Off-the-Shelve (COTS) CalTrace program, then on-site discussions, on-site data conversion preparation, and custom tailoring will be required. Also, during this phase a schedule and timeline will be addressed and mutually agreed to. The more detailed on-site planning that is conducted, the easier the remaining steps of the implementation will be.

2 

Cal Lab System Requirements/ CalTrace System Requirements

The lab personnel responsible for configuring CalTrace and determining how CalTrace will be integrated into the lab’s processes must have a basic understanding of CalTrace in order to determine the following: How does the lab expect CalTrace to operate within the present system?  In which areas will the lab conform to the basic COTS CalTrace configuration and modify the lab’s work flow if necessary and in which areas will CalTrace be tailored to meet the lab’s requirements?  What are the functional requirements the software must meet and what can the lab adapt to? To whom do you want to send the recall notices and how do you want to deliver them? What reports and forms are required?Some of these questions are operational issues that require high level decisions and some are data collection and reporting issues that are driven by your customers.

3 

Cal Lab Configuration/ CalTrace Configuration

The requirements of phase two will mostly determine the configuration of this phase. Other issues may influence the software configuration such as number of technicians, bar-code use, etc. Normally, a two-person team will be established to learn CalTrace and answer the above questions. One person is a data/IS person and the other is a metrologist. The most efficient way to determine the system requirements is for the team to review their requirements and study CalTrace followed by an on-site visit from NORVADA to complete this phase.

4 

Preliminary Workflow Analysis

In this phase, the Lab/ CalTrace configuration is proofed against the lab’s work processes. In a perfect world, the requirements would define the configurations and the workflow analysis would find no deviations. Normally, some adjustments are required.

5 

Scope of Work

The scope of work will lay out the phases and steps necessary to complete the implementation. It will also assign responsibility for each step of the implementation and the timeline for completion. In most cases, completion of a phase is dependent on data or information gathered in the preceding phase.

6 

Custom Tailoring (Programming & Reports)

The tailoring includes custom programming and custom reports. In some cases, this phase can be skipped and in other cases this phase is lengthy.

7 

Data Conversion and Analysis

Once the laboratory’s requirements are defined, data conversion can commence. The sample data can be obtained concurrent with the initial on-site visit, but cannot seriously proceed until the lab has defined its minimum requirements. Not only does the data conversion change the old data to the new program format, but also it configures CalTrace to the client’s requirements. An example would be field headings. Almost all of CalTrace fields can be renamed to the convention the lab uses. The name of the fields will determine where the data goes during the conversion, hence we must know the requirements so the fields can be named and the programmer knows where to put the data. An important part of this process is the analysis of the legacy data. If the data has inherent problems, those problems will be resolved so as not to migrate to CalTrace.

8 

NORVADA Quality Control (QC)

This phase is a quality check of all the previous phases. The QC check is to ensure the previous phases have been completed in order to support the preliminary installation. This check should accomplish the following:

• Ensure that the Lab System Requirements and the CalTrace Requirements are correctly reflected in the Cal Lab and CalTrace configurations.
• Ensure the Workflow Analysis agrees with the Lab and CalTrace configurations.
• Ensure the Scope of Work is accurate.
• Ensure the Custom Tailoring of CalTrace is in accordance with the Scope of Work and that all custom programming has been tested and documented.
• Verify all reports listed in the Scope of Work have been completed and tested.
• Ensure the Data Conversion and Analysis has been completed and the documentation verified.
• If any discrepancies are found we return to phase 6, Custom Tailoring, and correct the problem

9 

Preliminary Installation

In this phase the configured program is loaded on-site to proof the work done in the preceding phases. If additions, deletions or changes are required they will be completed and program refined until complete. Once the basic configuration is determined and approved, on-site workflow analysis and formal acceptance testing can start.

10 

On-site Workflow Analysis

This workflow analysis is conducted against the installed operating system to determine that the program configuration supports the lab workflow.

11 

Analysis Lab Acceptance Testing

Once the program passes the workflow analysis, the system is completely tested to the satisfaction of the lab and formally approved. If any discrepancies are found we return to phase 6, Custom Tailoring, and correct the problem.

12 

Operator Training

Training can be conducted at various times during the implementation process, but is most effective when the system is in its final configuration.

13 

Parallel System Operation

Each lab would have to determine if this phase is necessary.

14 

Final Acceptance/Sign off

If any discrepancies are found we return to phase 6, Custom Tailoring, and correct the problem. Once CalTrace has been formally accepted, the implementation process is complete and the system is ready for full operation.

15 

CalTrace Operational