Project Delivery

Methodology
Geek+ Operations America

Carlsbad, CA Version 1.0

Geek+ Project Delivery Methodology

Geek+ Methodology aims at standardizing the project delivery in terms of Team,

Methodology
Process and Deliverable and eventually achieve Consistent Quality.

Team Process Deliverable

 High-caliber delivery  4 phases in delivery:  About 40 tools &

team with strong
domain knowledge
 Pre-defined roles &
responsibilities in
project execution
 Project supporting
functions in Product,
Technical Services &
Supply Chain
Prepare, Design, templates available
Implement, Operate to align work standard
 RACI alignment  Deliverables
with Client at the associated with each
start of every project project milestone
 Gate check required  Clear ownership of
with Client to mark the deliverables
each project milestone through the project
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Geek+ Team Structure

Project Manager
Core Team
Project

Solution Implementation
Implementation
Logistic Engineer System Analyst
Engineers

Product Manager
Supporting
Functions

Technical Services

Supply Chain

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Team – Project Manager
Project leadership role manages day-to-day project execution, project team, client &
Mission
vendor relationship in a project

Key Responsibilities Key Deliverables

 Align project scope and expectations with Geek+ Sales Team  Kick-off Meeting Slides Deck
and review the contract in detail
 Project Plan
 Prepare internal & Client kick-off meetings and define RACI
 RACI Matrix
matrix for the project execution
 Change Order
 Define and manage project plan including work breakdown,
internal & external resources and timelines  Project Action Tracker
 Provide work scope to project resources and manage  Project Shipment Tracker
deliverables in terms of schedule and quality  Weekly Report for Client
 Plan invoicing and follow up on the payment  Test Plan (onsite & offsite/factory)
 Control project budget and manage financial impact  Issue Log (Testing & Go-live Support)
 Consolidate logistic information from Supply Chain Team and  Go-live Readiness Check List
provide visibility to Client and mitigate potential delays timely
 Cutover Plan
 Communicate proactively with Client in terms of progress,
issue/resolution and risk/mitigation  Lessons Learnt Slides Deck
 Lead client relationship and build trust through day-to-day
interactions
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Team – Logistic Engineer
Logistic design role is responsible for the design in layout, equipment and workflow based
Mission
upon data analysis and operations best practice in the relevant industry of the client

Key Responsibilities Key Deliverables

 Lead pre-sales concept design and solution specifications  CAD Drawing for Layout, Equipment and Parts
 Conduct insightful data analysis and provide strong  Data Analysis & Calculation Sheet
justifications for the business objectives and design ideas
 Solution Presentation Slides Deck
 Be a liaison between Sales Team and Project Team, driving
 Project Bill of Materials
the design work transition from sales phase to project phase
 Participate in integrated solution design with system integrator
or other partners
 Bring industry knowledge and operations best practice into the
design
 Run solution simulations to validate design for given KPIs
 Confirm the bill of materials for the project
 Drive new material design and master data generation in ERP
 Advise software solution analyst in terms of system operability
 Support implementation engineer in terms of function of
components and equipment

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Team – System Analyst
Software functional role is responsible for business requirement analysis, system process
Mission
design, interface design and data mapping

Key Responsibilities Key Deliverables

 Lead system architecture and integration discussions  System Requirement Gathering Questionnaire
in pre-sales phase
 System Gap List
 Collect system-level requirements through
 Standard System Demonstration
questionnaire and workshops
 Blueprint Document
 Provide standard system training to Client team
 API Design Document
 Drive deep-dive system design workshops
 Test Script
 Validate system functionalities with the product
manager during the design phase
 Write the blueprint document
 Review and validate functional specifications
 Provide functional input to the implementation team
in system testing cycles (SIT & UAT)

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Team – Product Manager
Product owner is responsible for validating solution design and planning software release
Mission
to enable new functionalities in projects

Key Responsibilities Key Deliverables

 Keep the project team updated with the product  Standard demo system setup
knowledge including hardware and software
 Functional specification
 Participate in solution discussions with Client when new
product is launched and/or new features are required in a
project
 Review blueprint document with Software Solution
Analyst and endorse the final version of the blueprint
 Validate the feasibility of new integration to other
equipment or systems and come up with integration
design
 Be the single point of contact for the product
development team to convey functional specifications and
control development timeline
 Set up standard demo system and keep the system up-
to-date

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Team – Implementation Engineer
Implementation engineer takes over the design from the solution team and implement the
Mission
hardware and software at the client site

Key Responsibilities Key Deliverables

 Fully understand design and scope of work through internal  Implementation Kick-off Slide Deck
handover sessions with the solution team
 Delivery Note (Signed off by Client and us at receiving)
 Understand shipment plan with Project Manager and Supply
 User Training Slide Deck
Chain Team
 User Manual
 Provide implementation plan to Project Manager
 (Implementation lead) request for quotation for outsourced
 Training Attendance Sheet
scope of work  Implementation Daily Report (to Client and Project Manager)
 Kick off implementation with Client to align expectations
 Receive shipment and have customer sign the delivery note
 Install hardware according to the instruction and plan
 Initialize server with the support of Technical Service Team
 Deploy software system
 Conduct API testing, SIT, User Training, UAT and Performance
Testing
 Provide onsite hyper-care support after the go-live
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Team – Supply Chain Team
Supply chain team is responsible for demand forecasting, order placement, shipment
Mission
tracing, vendor sourcing and coordination with Geek+ 3PL service provider

Key Responsibilities Key Deliverables

 Capture project demands and plan near-term and mid-  Goods Pick-up List (grouped by Project)
term inventory level for make-to-stock materials
 Shipment Tracker
 Place ERP order to replenishment make-to-stock materials
 *Demand Forecast and Inventory Controlling Sheet
 Place ERP order for make-to-order materials based upon
the project bill of materials
 Provide logistic input to Project Manager such as Goods
Pick-up List (with container ID) and Shipment Tracker
update
 Source materials from local vendors and define service
level with the vendors
 Coordinate with 3PL goods receiving and shipping and
inventory management

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Team – Technical Services Team
Technical service provider is responsible for network design and configuration, server
Mission
configuration and application support post-implementation

Key Responsibilities Key Deliverables

 Conduct IT infrastructure & network design sessions as  Network Design Diagrams
part of blueprint
 Service Support Plan (post-implementation)
 Support Implementation Team on server initialization and
network set-up during the implementation phase
 Support SIT & UAT as the second defense line next to the
implementation team
 Support hyper-care as the second defense line (remotely)

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 Project Delivery Process Overview
Prepare Design Implement Operate
Project Team Operations Supply Chain Implementation System Integration IP Swapping Project & Services
Set-up Desgin Plan. & Exec. Kick-off Testing (PRD<->TST) Handover

Network
Main Processes

Sales & Ops Design End User Training

Hardware Solution Go-live
Handover Installations
Standard Project Team Roll-
System Design User Acceptance
System Training off & Services
Testing
System Team Onboarding
Support Plan
Project Kick-off Deployment
Performance Proposal
Blueprint Functional
Document Specs (if gaps) Testing

Site Inspection Go-live Readiness

Design & Impl. API Testing Hyper-care Lessons Learnt
API Document Check
Handover

 Align delivery scope  Detail layout, equipment specifications and  Activate solution with hardware installations  Smoothen the transition to the brand-new
within Geek+ operational workflow and software deployment robotic solution through onsite hyper-care
Objectives

 Align expectations &  Trigger logistic execution based on BOM  Validate the fit and robustness of the total  Ensure a continuous support to Client’s
RACI matrix between solution business operations after the implementation
 Clarify network configuration
Client & Geek+ project with Geek+ Services Organization
 Enable Client’s operators through user training
 Specify system processes, functionalities
 Understand site and user acceptance testing  Share lessons learnt across the project &
and integration to other business systems
conditions & propose operations team to enrich the team’s
 Prepare systematically and operationally for the
remediations upfront  Identify development objects and specify experience and apply continuous improvements
solution go-live
the functional requirements to the project delivery methodology
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 Prepare – Key Activities
# Key Activities Where? Who Lead? Who Support? Who Review?
1 Set up project delivery team and assign resources for the Remote Project Director Project Management N/A
project roles Team
Solution Team
Implementation
Team
2 Conduct sales & project handover meeting Remote Project Manager Sales Project Director
Logistic Engineer
System Analyst
3 Request Client’s site layout & data Remote Project Manager Sales Solution Engineer
4 Define project plan Remote Project Manager Logistic Engineer Client
Supply Chain Project Director
5 Conduct kick-off meeting with Client Onsite Project Manager Solution Engineer Client
Supply Chain
Implementation
Engineer
6 Align RACI matrix with Client Project Manager and have Onsite Project Manager Project Director Client Project Manager
him/her sign it off
7 Inspect Client site conditions and check site CAD drawing Onsite Implementation Engineer Solution Engineer Project Manager
deviations

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 Prepare – Deliverables

Scoping Scoping Document RACI Matrix

RACI Matrix
Document
Scoping Document captures the conceptual solution
Sales Team has sold to Client. It is comprised of high-
level BOM, operation design, system architecture,
development objects and field work responsiblities.
RACI Matrix specifies the work breakdown structure
(WBS) by phase and map roles & responsibilites of all
the parties to WBS. It clarifies accountability,
responsiblity and collaboration at the task level.

Project Plan Project Contact Project Contact List

Project Plan
List
Project Plan contains work breakdown (task), duration Project Contact List collects all the project team
of task, milestones, resources and so on. It determines members‘ contact information, role and planned
the direction of the project and is the backbone of the vacation period.
project execution.

Project Kick-off Project Kick-off Presentation Project Weekly Project Weekly Report
Presentation Report
Project Kick-off Presentation aligns business Project Weekly Report is one of the communication
objectives, high-level scope, timeline, tools that Project Manager needs to align with
stakeholders ， communication plan and other Client in the beginning in terms of format and
factors impacting the successful execution of the content structure. It typically highlights
project. achievement, issue, risk, action and weekly plan.

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 Project Phase – Design (1)
# Key Activities Where? Who Lead? Who Support? Who Review?
1 Conduct operations design workshop Onsite Solution Engineer System Analyst Project Manager
2 Conduct standard system training/demo Onsite System Analyst Technical Services Client
3 Conduct system design workshop Onsite System Analyst Solution Engineer Project Manager
4 Finalize operations design and have Solution, Implementation Remote Solution Engineer Project Manager Other Solution Engineers
& Technical Services Teams review it Implementation Lead
Technical Services
5 Present operation design to Client Remote/ Solution Engineer Project Manager Client
Onsite
6 Request Client to sign off CAD drawings & BOM Remote Project Manager Solution Engineer Client
7 Conduct network design workshop and finalize network Remote/ Technical Services Project Manager Client
diagram Onsite
8 Create project shipment tracker based on BOM Remote Project Manager Supply Chain Team Solution Engineer
Implementation Engineer

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 Project Phase – Design (2)
# Key Activities Where? Who Lead? Who Support? Who Review?
9 Finalize system design and have Solution, Product, Technical Remote System Analyst Project Manager Solution Engineer
Services Teams review blueprint (operations/network/system) Product Manager
Other System Analysts
Technical Services
10 Present blueprint to Client Remote/ System Analyst Project Manager Client
Onsite
11 Request Client to sign off blueprint Remote/ Project Manager System Analyst Client
Onsite
12 Write functional specs for development objects Remote Product Manager System Analyst Client
13 Request Client to sign off functional specs Remote Project Manager Product Manager Client
14 Collect goods pick-up sheets (with Container ID) by project Remote Supply Chain China HQ Project Manager
15 Update project shipment tracker to map Containers to BOM and Remote Project Manager Supply Chain Client
keep delivery schedule up to date
16 Conduct gate check with Client Onsite Project Manager Project Director Client
17 Organize solution & implementation teams handover meeting Remote Project Manager Solution Engineer Implementation Engineer
System Analyst
Supply Chain

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 Design – Deliverables

Solution Solution Presentation CAD & BOM

CAD & BOM
Presentation
Soution Presentation depicts data analysis, layout and
workflow for Client‘s facility/warehouse. Solution
Engineer utilizes the presentation to explain our design
and discuss with Client to eventually sign off the
operations design.
CAD & BOM are the output of the final operation
design. CAD is the drawing not only for the layout but
also for equipment related to the solution design. BOM
is the basis for Supply Chain to plan, order and deliver
the hardware.

Standard System Standard System Presentation
Presentation
Standard System Presentation presents the Geek+
software functionalities and is coupled with a system
demonstration. It serves knowledge building for Client
and is the first input on how the software system works
typically.
Blueprint & API Blueprint & API Document
Document
Blueprint & API Document summarizes the operations
design and elaborates in greater detail the system
design. It defines the design scope of the project and
serves as the guide for system configuration and
interface development.

Blueprint Blueprint Questionnaire Gap List & Gap List & Functional Specification
Questionnaire Functional Spec
Blueprint Questionnaire is organized by Product Gap List & Functional Specification derive from the
Line of Geek+. It aims at collecting data and blueprint document. Gap List summarizes all the
parameters from Client to set the stage for the development objects and justifications whereas
system design discussions. Functional Specifcation specifies the functional
requirements and design of each object for the Geek+
developement team

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 Project Phase – Implement (1)
# Key Activities Where? Who Lead? Who Support? Who Review?

1 Plan implementation work according to overall project Remote Implementation Engineer Project Manager Project Manager
plan and shipment schedules
2 Define outsourced work scope and request for Remote Implementation Engineer N/A Project Manager
quotation from external contractors
3 Select vendor and sign outsourced installation SOW Remote Project Manager Implementation Engineer Project Director

4 Kick off implementation with Client Onsite Implementation Engineer Project Manager Client

5 Receive materials and have Client sign delivery note Onsite Implementation Engineer Project Manager Client
and install robots and other hardware Solution Engineer
6 Initialize server including physical connections Onsite Implementation Engineer Technical Services N/A

7 Deploy and configurate applications (RMS/WES) Onsite Implementation Engineer Technical Services System Analyst

8 Control development schedule Remote Product Manager System Analyst Project Manager

9 Conduct API testing Onsite Implementation Engineer Technical Services System Analyst

10 Write test plan for SIT & UAT Remote Project Manager System Analyst Client
Implementation Engineer

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 Project Phase – Implement (2)
# Key Activities Where? Who Lead? Who Support? Who Review?
11 Write test script for SIT & UAT Remote System Analyst Product Manager Client
Implementation Engineer
12 Manage SIT schedule, issues and resolutions Remote/ Project Manager Client Client
Onsite
13 Run SIT scripts & resolve issues Onsite Implementation Engineer Technical Services System Analyst
14 Prepare training materials & conduct end user training Onsite Implementation Engineer System Analyst Project Manager
Client
15 Manage UAT schedule, issues and resolutions Remote/ Project Manager Client Client
Onsite
16 Run UAT scripts & resolve issues Onsite Implementation Engineer Technical Services System Analyst
17 Request for UAT sign-off Onsite Project Manager Implementation Engineer Client
18 Import data from the original data set for the rate Onsite Implementation Engineer Solution Engineer Client
calculations to prepare for performance testing
19 Run performance testing and present the result Onsite Implementation Engineer Project Manager Client
20 Organize go or no-go meeting to run through the go- Remote/ Project Manager Implementation Engineer Client
live readiness check list Onsite Client

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 Implement – Deliverables

Implementation Implementation Plan
Plan
Implementation Plan takes into account the shipment
tracker and the installation requirements and presents
the detailed installation and deployment schedule that
need to be incorporated into the master project plan
Test Plan & Test Plan & Issue Log
Issue Log
Test Plan provides the schedule and testing scenarios
and resources to execute the testing cycle. Issue Log
tracks issues discovered, severity, testing scenario,
owner, deadline and solution remark.

Delivery Note Delivery Note Test Script Test Script

Delivery Note is the proof of delivery signed between Test Script elaborates each testing scenario with
Geek+ and Client to record goods receiving item, process steps, data requirement, expected vs actual
quanity, inspecation result and other remarks. result and issue explanation.

User Training User Training Slides & Manual Go-live Readiness Go-live Readiness Check List
Slides & Manual Check List
User Training Slides & Manual are training Go-live Readiness Check List collects the items
deliverables for Client end users. The slides are impacting the go/no-go decision for the go-live. The
presented during the training session with the most items are classified into the categories as follows: site
relevant content for day-to-day operations while operations, data, system functionality and IT
infrastructure.
User Manual serves as the guide in “what-if”
situation
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 Project Phase – Operate
# Key Activities Where? Who Lead? Who Support? Who Review?
1 Swap IP addresses between ERP/upstream system and Onsite Implementation Engineer N/A Project Manager
AMR applications to go live Geek+ systems
2 Provide onsite hyper-care Onsite Implementation Engineer Technical Services Project Manager
3 Track go-live issues and manage resolutions Onsite Project Manager Implementation Engineer Client
4 Propose support plan for Client day-to-day operations Remote Technical Services N/A Client
5 Organize handover sessions with technical services Onsite Implementation Engineer Technical Services Project Manager
team
6 Prepare “lessons learnt” slides deck and present it to Remote Project Manager Solution Engineer Other team members
Geek+ relevant team System Analyst Project Director
Implementation Engineer
Supply Chain
Product Manager

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 Operate – Deliverables

Cutover Plan Lessons Learnt

Cutover Plan
Cutover Plan tracks the steps in system and operations
to activate the production environment and eventually
go live the entire solution.
Lessons Learnt
Lessons learnt reviews the project result against the
initial project goals and what didn‘t go well versus what
went very well, collected from the project team
including Client. The report ends with course of actions
for further improvements.

Impl. & Services Implementation & Services Handover Deck

Handover Deck
Implementation & Services Handover Deck presents the
project specific information such as project overview,
milestones, client contacts, network configuration,
system process & configuration.

Project Sign-off Project Sign-off Form

Form
Project Sign-off Form presents project overview,
sign-off criteria, project status and signatures

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