DMS is a tool designed to assist in the management of migration projects. It provides a central repository and processing engine for the deployment data, with various interfaces for the personnel performing the different roles within the project team: project manager, project administrator, and deployment team leader.

Having one managed central repository of data with easy to use interfaces means DMS can make the project team more efficient and effective while assisting in reducing the risk associated with paper based manual systems, standalone software, and/or a hybrid of the two.

DMS helps to manage migration projects by providing automated process and management interfaces in the following areas:

• Fully configurable project structure to meet the requirements of the project, including structure defaults such as contact information, default language, project run rates, etc.
• Configuration and management of project tollgate schedule tasks with automatic RAG status.
• Browser based end user portal to allow validation of existing user and hardware information, as well as self-service for new hardware and applications, self-scheduling. Post migration user satisfaction survey is also an option.
• Project Manager Dashboard to show overall project status.
• Chain of custody management of assets through asset tracking.
• Management of the deployment process from collation and validation of deployment data through to delivery of the new computer to the user and removal and disposal of their old computer.
• Fully customisable email communications, including support for multiple languages and HTML formatting to allow for corporate branding.
• Reporting on all aspects of the system for both export and presentation.

DMS was primarily designed to be run as a hosted service, however it is also possible to locate DMS within a customer’s infrastructure if required. The location of the hosted service is in the UK by default, however again it is possible to locate this in a different country if required.

A single DMS system is referred to as an instance and typically one project/programme requires one instance. Once commissioned by Modus the supplier's trained staff can set-up and configure all aspects of DMS with no further input from Modus, other than any agreed additional customisation.

A single URL provides secure web browser access to the instance, with full support for the latest versions of Internet Explorer and Chrome. From this URL, referred to as the DMS Web Portal, all other access and interfaces can be run. The most hands on role within the team is that of the project administrators, and the primary interface for these people is the DMS Console. Whilst this is a Win32 application it does not need installing and can be run straight from the Web Portal. All other interfaces, such as the Dashboard, the Deployments Portal and the Assets Portal are browser based.

All interfaces to the DMS instance (both browser and Win32) utilise an SSL connection, with encryption via a wildcard domain certificate using a 2048-bit RSA key. Additionally the Win32 application is digitally signed to confirm its authenticity.

The data on the server is held in a secure SQL database and is snapshot on a daily basis, with binary logging allowing data restoration to a specific point in time. The snapshot data backup is automatically rotated daily, weekly and monthly and this backup is also moved to a second server for additional security.

Users of DMS (referred to as Admins) are allocated specific security privileges in order to be able to access one or more of the interfaces and to access one or more parts of the project structure. This enables team members to only have access to the data they require. Security is a fundamental component of DMS and more information can be found in the Security section.

A fully featured Win32 application, the DMS Console, is used for the set-up and configuration of DMS as well as for the management of the project data. This interface is targeted at the Project Administrators/PMO team.

Key to the configuration of the DMS instance is the project structure. Reminiscent of a directory structure and utilising similar terminology such as Organisational Unit (OU) for its branches, the structure can be made to fit most company and project requirements although typically this is geographic in nature. General and Default values can be set within the structure which then inherit to make set-up and configuration quick and easy for things like language, components, project calendars, Validation and User Portal access, templates and contact details.

The import of the various different types of data required to either set-up DMS or manage the migrations is made easy with the provision of ready made Excel based templates as well as a wizard driven import routine.

Managing a Schedule Group ready for deployment usually involves many different tasks or tollgates, all of which need careful tracking to ensure everything required to deploy the new computers to their users happens on time and as expected.

Having these tasks defined centrally within DMS means the PMO can follow and use the tracker bar to see which tasks are required to be done for any given Schedule Group and update tasks as they progress, whilst providing RAG (red/amber/green) status information in the PM Dashboard and allowing project status reporting to be run for members of the team and/or customer.

The optional Asset Tracking component of DMS provides chain of custody for both new and legacy computers. Asset locations are configured within the project structure together with defined routes along which assets can travel, and permissions are then set to ensure only the correct personnel can transfer assets from one location to another.

DMS supports global programmes through the ability to present the User Portal pages and emails in local language. The browser based Communications Portal allows the PMO user to customise the text in the User Portal and to add the appropriate translation if required. The creation of emails follows a similar process of creating the subject and body in English and then inputting appropriate translations. The email component supports both standard text and full HTML formatting, the later allowing customer standards and branding to be utilised where required.

DMS is designed around, but not limited to, engaging the user in the project preparation process. The user can be presented with secure access to his or her own User Portal which is set out in a way which is easy to follow, through a series of steps.

Step 1 is used to present the user with the information about them stored in the system and allow them to change certain fields.

Step 2 is used to present the user with information about their deployment, including existing computer, new computer, applications and deployment date. Each part of the deployment information can be controlled as to what the user sees, what is read only and what is editable. These configuration options can be set within the OU properties and therefore flow down the project structure, or be set on a per Schedule Group or even per individual deployment basis.

Step 3 is used to present the user with the information about their complete deployment and the function to confirm the information is correct. If the optional user satisfaction survey is configured it will appear once the user has confirmed their completed deployment.

DMS uses a number of different interfaces depending on the role of the person and the task being performed. All the interfaces are accessible from the DMS Web Console, the URL for which is provided as part of the set-up of each instance. All bar the DMS Console are browser based and are supported in the latest versions of Microsoft Internet Explorer and Google Chrome. Communication from all interfaces to the DMS server is via port 443 (standard secure web port).

This component is used to both setup and run the project and is the only Win32 component of DMS. It does not require installing and whilst by default it is available from the DMS Web Console it can be run from elsewhere, e.g. a usb memory stick. Access to this component is controlled by Modus until the instance is handed over to the project team. The PMO administrator users then have control of the DMS Console and who has access to it and all other interfaces.

The DMS Console is primarily aimed at the PMO team who manage all the day to day tasks of the project. The DMS Console is used for managing Schedule Groups and all aspects of the deployment from importing the initial data, through managing the project tollgate tasks such as sending emails, and managing deployments and users.

Additionally the DMS Console can be used to manage Asset Tracking. As well as using DMS Console Setup to configure permissions and transfer routes DMS Console can be used to manage Asset Locations and transfer and receive assets between locations based on the user’s permissions.

Also referred to as the Comms Portal this component is launched from the Web Console and runs within the browser. Primarily for use by the PMO team, the Comms Portal provides the following features:

• Create emails for use in the project, including additional language versions.
• Create additional language input for the User Portal pages.
• Edit the field names used in the User Portal.
• Edit the Help text displayed in the User Portal.
• Create lists for use in the User Portal the user has to select the data rather than type it in, e.g. Department name.
• Create post deployment customer satisfaction surveys.

The Dashboard is another of the Web Portal options which is an interface that allows project managers to get a snap shot status of the project. A choice of graphical widgets can be configured to be shown on the Dashboard, along with the ability to drill down through the project structure and view the RAG status.

Admin users can be configured to run selected reports from the Reports Portal. Report results can be printed to PDF or exported to CSV. The Reports Portal shows a history of reports run so that users can view historical results and rerun reports.

This component is launched from the Web Console and runs within the browser. It allows engineers to pre-assign hardware to deployments, typically associated with centralised build locations.

Dependant on security the user can select the Schedule Group of Deployments (with filtering) as well as selecting the Asset Location (central build location) from where the new computers will be selected and assigned. When assigning a new computer to a deployment the user can search by serial number, asset tag, or even computer name of required. The user can also add Notes to the Deployment record as well as download/print the Deployment Build Sheet.

Whilst the new computers are still in the inventory of the Asset Location/central build location they can also be unassigned if necessary.

This component is launched from the Web Console and runs within the browser. As each Schedule Group is created a DTL Portal is created to manage the deployments in this Schedule Group. This component is provided for the DTLs running each deployment team and provides a list of the Schedule Group deployments (with filtering) allowing them to manage each deployment. It also allows for all, or filtered lists, of deployment build sheets to be created as a PDF for local printing.

The interface shows the details for each deployment, including legacy computer name, new hardware model allocated, user name, user email address, telephone and location. A star icon is also used to illustrate a VIP (very important person) and/or VIM (very important machine).

For each deployment the DTL can set the deployment as succeeded and record the new computer name and serial number. Alternatively the DTL can set the deployment as failed using the predefined failure codes configured in DMS Console Setup. Additionally the DTL can view and add to any comments recorded in the Notes feature regarding a deployment, as well as printing an individual build sheet for the deployment.

This component is launched from the Web Console and runs within the browser. The interface provides the user with access to the Asset Locations he or she has been given permissions to view. From each location, depending on permissions, the user can view assets in the location, create new Asset Transfers, and receive incoming Asset Transfers into the location.