2.1.1 Phase 1: Planning & Assessment

Basics

The planning phase of a managed software deployment involves meticulous assessment of the organization’s requirements, defining the deployment scope, setting objectives, and developing a project plan. Planning includes identifying specific challenges; establishing solution requirements; and considering constraints like budget, resources, and infrastructure. It’s also important that all stakeholders have a clear understanding of the goals and timelines of the plan.

IT Directors are generally the responsible/accountable parties for the design of a project plan with the support of System Administrators, other IT team members, relevant school administrators, and other members of the school community. They may call upon Level 1 Technicians to help gather data from end users, software companies, or about the existing infrastructure to help inform the plan.

You should know the following terms:

  • Backup Plan
  • Documentation
  • Needs analysis
  • Phased rollout
  • Project plan

Key elements of a plan can include:

Assessing Requirements

  • Needs analysis. Identify the specific needs of different user groups (students, teachers, administrative staff, others) to ensure the right software is deployed to best meet those needs and is supported by your organization’s existing infrastructure.

  • Resource allocation: Determine the resources required for deployment, including time, personnel, and technical infrastructure.

Creating a Deployment Strategy

  • Phased rollout: Rolling out a deployment in phases can minimize disruption and allow for testing and adjustments before full-scale deployment.

  • Testing: Conduct thorough testing of software on a small group of devices to identify and resolve issues before wider deployment.

  • Scheduling: Schedule deployments during periods of low activity (e.g., school holidays) to reduce impact on users.

Documentation and Procedures

  • Deployment documentation: Create detailed documentation outlining the deployment process, including step-by-step instructions and troubleshooting tips.

  • Backup plans: Develop backup and recovery plans in case the deployment encounters significant issues.

Complete the following task or self-assessment:

Identify how your department develops a project plan for software deployment, perhaps reviewing past plans. These may vary in scope and detail based on the size of the deployment. Determine what your department’s deployment project plans include and where Level 1 Techs are expected to provide information or services. Will you be involved in gathering data for the needs analysis? How will you be involved in the rollout and testing. Know your duties and seek clarification so you are prepared for the next software deployment.