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Implementation Guide

Implementation Approach

This section presents an outline of the methodology used for implementing Feacal Sludge Management (FSM) on a state-wide level. The implementation process is divided into seven distinct stages, each with specific entry and exit criteria, as well as designated roles and responsibilities. These measures are put in place to ensure objective monitoring and decision-making, ultimately contributing to the overall success of the programme. The document provides detailed information about each stage.
The estimated timeline for completing the implementation programme is approximately 38 to 42 weeks. It is, however, essential to accomplish the activities and meet the exit criteria established for each stage in order to adhere to this timeline.

FSM Implementation Stages

Stage 0: Programme Setup/Onboarding

This set of initial crucial activities is initiated after receiving an enrolment letter or a Memorandum of Understanding (MoU) from the state. Successfully completing these activities ensures that the programme begins with essential personnel, teams, and funding.
  • Duration: 4-6 weeks
  • Entry criteria: Acceptance letter/MoU from the state
  • Exit criteria:
- Finalise the FSM programme vision
- Secure funding for the programme
- Establish the state-specific procurement process
- Complete team sign-up and onboarding

Stage 1: Programme Kick-Off

This stage may require multiple interactions/meetings with different interest groups. The principal objective of these interactions is to identify the scope and planning strategies for phasing/rollout, create an active collaboration and governance approach, as well as agree on a high-level timeline for the engagement.
  • Duration: 4-6 weeks
  • Entry criteria:
- Programme setup (Stage 0) is complete
- Implementation partner is signed-up
  • Exit criteria:
- Publish the programme charter
- Implementation plan agreement with priority features and broad timelines
- Programme governance model
- Programme success metrics
- Capacity building
- Data preparation/collection kick-off from the pilot urban local bodies (ULBs)
- Cloud infrastructure procured
  • Key activities:
- Project kick-off meeting and consultation with stakeholders
- Identify and agree on a high-level scope and exclusions
- Identify pilot ULBs
- Product walkthroughs
- Define the project steering committee structure and the project governance process
- Define the phases of rollout/deployment
- Agreement on deployment priorities and high-level delivery timelines
- Identify and study all FSM processes
- Citizen services/channels around it
- Finalise the programme success metrics for rollout, adoption, and governance adhering to the vision of the programme
- Internal capacity building, programme logistics at the state-level and ULBs, as per the current scenario
- Collection of baseline data to measure end-line target for the product (revenue generated, total properties in ULBs, etc.)
- Circulation of baseline data collection templates to the state

Stage 2: Solution Design

During this stage, it is expected that key state officials and subject matter experts will collaborate with the implementation team by sharing state acts and policies, and providing interpretation. This stage serves as a foundation for incorporating the state-specific product features into the product configuration report.
  • Duration: 4-6 weeks
  • Entry criteria:
- Programme charter
  • Exit criteria:
- State sign-off and the publication of FSM processes, data templates, and workflows
- Finalisation of the rollout plan in different phases
- Product configuration report sign-off
- Agreement on necessary state-specific product customisations
- Finalisation and state sign-off on the programme tracking mechanism
- Establishment of an initial reporting structure
- Definition of dashboard key performance indicators (KPIs)
- Sign-off on the data approach, including collection, migration, correction, sync-up, and validation
- Completion of a detailed project plan
  • Key activities:
- Standardisation of all FSM processes
- Initiation of policy changes, if necessary, based on the defined processes
- Definition of success criteria
- Conducting a product familiarisation workshop
- Initiation of master data collection from pilot ULBs
- Finalisation of data migration, collection, and sync-up approach as per requirements
- Finalisation of the data validation approach
- Finalisation of dashboard design for programme tracking

Stage 3: Configuration & Customisation

This stage involves a series of developments, according to the detailed project plan, to ensure the smooth functioning of the customised product. It includes activities such as master data collection and environment setup. Additionally, monitoring and maintenance strategies are implemented.
  • Duration: 6-8 weeks
  • Entry criteria:
- The product configuration report has been signed off by the state
- Sign-off on the data approach (data collection, migration, correction, sync-up, and validation)
- State sign-off and publication of FSM processes, data templates, and workflows
- Detailed project plan
  • Exit criteria:
- Configured/customised product ready for User Acceptance Testing (UAT)
- Establishment of monitoring, support, and maintenance for dashboards
- Finalisation of initial reporting and dashboard key performance indicators (KPIs)
- Identification of participants for the UAT session
  • Key activities:
- Setting up development environments
- Development/customisation of reports and dashboards
- Development/integration of the portal
- Integration with third-party systems (Example: payment gateway, handheld/POS device)
- Updating user manuals and other key documents
- Preparation and execution of test cases
- Setting up monitoring, support, and maintenance processes, tools, and dashboards
- Identifying nodal officers at the ULB level for day-to-day support
- Migration and verification of pilot ULB data in accordance with the data agreement signed off by the state

Stage 4: UAT & Go-Live

During this stage, a product demonstration followed by a hands-on session is conducted for ULB officials. The necessary training for ULB officials and identification of resources required for User Acceptance Testing (UAT) take place. Additionally, the establishment of the state support team, and the initiation of the required processes occur.
  • Duration: 2-3 weeks
  • Entry criteria:
- Configured/customised product ready for UAT
- Availability of pilot ULB officials associated with FSM for UAT and training
  • Exit criteria:
- UAT sign-off & go-live for pilot ULBs
- Setup of review and monitoring cadence
  • Key activities:
- UAT environment setup
- Identification and resolution of issues/bugs
- Regression UAT and sign-off from pilot ULBs/state
- Setting up of the production environment
- Establishing the support centre and related processes (helpdesk)
- Conducting training sessions for users and trainers
- Identifying master trainers from the ground for simultaneous training
- Training the support resources
- Implementing marketing and promotion activities
- Conducting the go-live and launch event
- Setting up of the review and monitoring cadence/team
- General FSM implementation activities link

Stage 5: Rollout

After a successful go-live in the pilot ULBs, and subsequent fine-tuning to stabilise the product, the solution will be gradually rolled out to the remaining ULBs in phases. The state team's guidance and support will be necessary to create rollout plans and ensure the availability of the required infrastructure for training and deployment in each ULB.
  • Duration: 5-6 weeks
  • Entry criteria:
- Successful pilot implementation in the state
- Less than 3 open critical incidents (issues) related to the product, implementation, and data
  • Exit criteria:
- Operational adoption tracking and review cadence established
- Effectiveness of the helpdesk assured
- Resolution of critical bugs
- Initiation of programme success metrics tracking
  • Key Activities:
- Configuring ULBs phase-wise according to the project plan
- Verifying and migrating ULB data phase-wise based on the data agreement sign-off provided by the state
- Implementing a bug ticketing tool for resolving ground-level issues by the state team
- Conducting user training at the district-level
- Rolling out the solution pan-state in phases

Stage 6: Sustenance and Ongoing Improvement

The final stage involves implementing strategies to ensure the long-term sustainability of the product in the state. Systems are established to continuously track data, and provisions are made to enhance the product based on new insights from the data.
  • Duration: Ongoing process
  • Entry criteria:
- Rollout phase 1 (First set of ULBs where the rollout will occur after the pilot
  • Key activities:
- Conducting adoption review meetings in line with the programme's vision, chaired by the programme head
- Implementing plans for ongoing sustenance, including:
a. Funding arrangements
b. IT support
c. Assessing process effectiveness and making improvements as needed

Roles & Responsibilities

Steering Committee: The steering committee comprises the senior bureaucrats and leaders from the state, HUDD, EY, PwC, eGov, and Janaagraha. They are responsible for the overall programme guidance, and fulfill the domain advisory role.
Project Management Unit (PMU): This unit will be responsible for the execution of the programme on behalf of the state team. They work in close collaboration with the ULBs, the technical partner (eGov), and other stakeholders.
eGoV team: The eGoV team is the technical partner of the project, and it will provide all necessary support to the state concerning implementation, programme design, etc.
Resource requirements for the PMU required to be formed by the state:
Resource
No. of resources
Description
Project head
1
Is the head of the PMU who will drive the project from the state’s side.
Domain expert
2
A person who is well aware of the on-ground scenario, well-versed with the act, government orders passed, prevalent business processes, deviations from the acts, etc.
District nodal officer
1 per district
The project coordinator in each district to drive the project centrally. Monitor usage post go-live- point of escalation for implementation team, seasoned and worked in multiple ULBs on various modules. Should have a good understanding of FSM, facilitates, track data collection post go-live, monitor and facilitate the adoption of the application.
The technical implementation team should have the following technical skill-sets to work on FSM:

Development team skill-set

  • Java and REST APIS
  • Postgres
  • Maven
  • Spring framework
  • Basics of 2D CAD Drawings
  • Git
  • Postman
  • YAML/JSON

DevOps team skill-set

  • Strong working knowledge of Linux, command, VM Instances, networking, storage.
  • The session, cache, and token handling (Redis-server).
  • Understanding of VM types, Linux OS types, LoadBalancer, VPC, Subnets, Security Groups, Firewall, Routing, DNS.
  • Experience setting up CI like Jenkins and creating pipelines.
  • Artifactory - Nexus, verdaccio, DockerHub, etc.
  • Experience in setting up SSL certificates and renewal.
  • Gitops, Git branching, PR review process. Rules, Hooks, etc.
  • JBoss Wildfly, Apache, Nginx, Redis and Postgres.