The Asset Management Data Standard (AMDS) is currently being rolled out to all Road Controlling Authorities (RCAs) throughout Aotearoa.
Now before we go any further with this article, if you are not too sure what AMDS is (or need a quick refresher), check out this video first.
As part of the national rollout, I’ve had the absolute privilege of supporting several RCAs on their AMDS implementation journey, with another currently in flight as I write this article. I have enjoyed a variety of roles on these projects, from providing full end-to-end services that include project management, technical support, and preparation of the data mapping file, to simply adding some extra firepower to an implementation team.
A special thanks goes out to my awesome clients and all the successful AMDS implementation outcomes we have achieved together.
Having gone through the process multiple times now, I wanted to share some thoughts on an important week, or multiple weeks for larger RCAs, that arrives for every AMDS implementation project.
I’m talking about the time when AMDS actually goes live in your RAMM / AWM database.
For the purposes of this post, we will refer to this time as the AMDS go-live period. However, you may see it referenced elsewhere as 'Data Migration week’ or something similar. Either way, it represents a significant milestone for the project and is one of the key weeks in the entire implementation effort for an RCA.
What is the AMDS go-live period?
Deep into the Implementation Stage of the project, all the hard work the team has put in (so far) has been leading up to this moment. The AMDS go-live period.
It’s the culmination of the team's efforts in planning, preliminary data cleansing, integration management, training, stakeholder engagement and communications, quality gate reviews, decision tracker updates, and preparing and reviewing the data mapping file.
It’s the week when your data is copied from the classic asset tables into the new set of AMDS asset tables. It’s the week when in-scope dispatches are mapped to new asset types and assets. And it’s the week when a number of other important things happen, such as blackout periods, pavement management application changes, and updates to assessments and inspections.
It’s also when User Acceptance Testing (UAT) happens.
What is UAT and why does it matter?
Thinkproject will do the heavy lifting with copying your data from the classic asset tables to the new AMDS asset tables. But as the Road Controlling Authority, one of your key jobs during the go-live period is to manage and conduct UAT.
Now, UAT in an AMDS implementation context basically refers to the process of checking your RAMM/AWM data. The purpose of this is to verify that your assets have been migrated to the correct table and that everything functions and appears as expected in the new world of AMDS.
This might sound pretty straightforward.
However, the reality is that it can be a full-on and fast-moving time for the project. And if your team is on the smaller side, and you are trying to balance your business-as-usual responsibilities as well, it’s important to recognise that completing your UAT testing workload can take a substantial amount of dedicated focus and effort.
So it's a great idea to plan ahead, to help make this time run as smoothly and efficiently as possible.
Seven prompts to set you up for a successful AMDS go-live period
If your AMDS go-live period is coming up, here are the seven essential prompts that you need to start thinking about;
1. Do you have enough coffee on-site?
Obviously, we are kicking this list off with the top priority item for arguably the entire project.
I really don’t think any further explanation is needed here.
2. Have you allocated sufficient time in your calendar for UAT?
Your time is valuable and scarce enough as it is, and your BAU tasks will still put demands on your attention. Therefore, you need to be diligent in allocating enough quality time and focus to the AMDS go-live period.
Early communication with your stakeholders and other team members about the go-live period, and what this will mean for your availability during the week, is always a good idea.
But you could also consider other proactive measures, such as setting up an auto reply message for your emails and scheduling time blocks on your calendar.
3. What will your UAT workspace look like?
As the saying goes; location, location, location. Will you be at your usual desk, in a meeting room, or working remotely?
If you are staying at your normal desk in the middle of a busy, open-plan office, think about what measures you could take to minimise the disruptions happening to and around you.
If some or all of the UAT team will be co-located in a room, have you booked a space large enough to accommodate everyone? Also, make sure everyone is across all the basic details, such as what time everyone is meeting, whether there are special access requirements to get into the space, parking availability, and what the coffee situation is.
If you will be away from your normal desk, think about what equipment will be available to you in the new location. If possible, consider bringing a computer monitor or a large screen with you, so you’re not relying solely on a small laptop.
4. Do you have a robust communications plan in place?
Communication is going to be important for a smooth running go-live period. So make sure everyone’s clear on:
What the communications schedule is, including what meetings and daily standups people need to attend, and when they are happening
How to report issues if they are encountered
The timeframes for UAT and the deadlines you’re all working to
This will help you hit the ground running with UAT from the very first morning.
5. Have the testing tasks been allocated to the team in a way that makes sense?
It is definitely worthwhile spending a bit of time allocating and balancing testing responsibilities across the UAT team.
Don’t overload people with an unrealistic testing workload if they don’t have the time to allocate to the project. If someone is only available for a few hours a day, scale their testing responsibilities accordingly.
6. Does everyone know what they’re actually testing and how to do it?
You will need to define and outline what the testers will review during UAT, how they will track and record what they have tested, and where and how to escalate issues.
(Cue incredibly subtle self-promotion) If The Datastack is leading your implementation, you will get best-in-class testing sheets, customised to your data and migration plan, with simple, actionable prompts for each tester to work through. A demonstration walk-through of the UAT process and how to use the testing sheets will also be run the week before the AMDS go-live period begins, so the testing team is fully in the know of what to do.
But not every implementation uses the same testing documents or methodology.
Therefore, it's important that your testing team is familiar with the what’s, why’s, and how’s of the testing process you will be using.
7. And finally … do you have enough coffee on-site?
You really thought I was joking with #1, didn’t you?
But in all seriousness, the testing days can be long, so having some refreshments on hand (or easily accessible) is a good idea to help keep the testing team hydrated and energy levels topped up.
Final thoughts
With a little bit of planning, you can make the AMDS go-live period a really fun and rewarding experience.
Please consider these prompts before your go-live date to help with the success of your AMDS implementation project and achieve the outcomes you need from the project.
And finally, an AMDS implementation project has a lot of moving parts, but The Datastack as your go-to partner will help you navigate the project successfully. So if you’re gearing up for your own AMDS implementation and could use some extra support, reach out here and let’s have a chat.
