InfoTown™
Sam's journey · On the job (delivery) · Lesson 4

Ready before day one

Before you start

In the story

The plan said train, test and control access. What happened was an email, live testing and "everyone, to be safe".

Back to the story

The right way

Before production

Sam checks the team that's turned up against the names in the bid. One has moved on, and one needs training.

Same week

Both gaps are closed before any real work starts. Found now, a gap costs a phone call.

Week one

Training is a short session, done before anyone gets a login. Logins follow training.

Week one

The methods are tested on a dummy drawing, before any real ones move.

Ongoing

Access is need-to-know: each person gets what their job needs, and loses it when they leave.

Monday

Rex logs in, sees what he needs, and nothing he shouldn't.

Email, live, everyoneTraining nobody opened, tests on live drawings, and cost reports for all.
Trained, tested, need-to-knowLogins after training, tests on dummies, and access that fits the job.
Think like Sam

Start with who's actually turned up: is it the team in the bid? Then remember a plan isn't mobilisation. For each line of your plan, what's the evidence it actually happened: an attendance list, a test record, an access review?

Continue Sam's journey

Story 5: Made to the rules

Everyone's drawing and modelling. Everyone's using their own house rules.
The right way, explained

The right way, explained

You don't open a town's roads until the signs are up and the drivers have passed their test. And not every driver gets a key to every building.

If you're the project manager

If you're the project manager

Don't let anyone start without the training and the right access. "They'll pick it up" costs more than a two-hour session.

In the town See it in the town: same plan as the bid. Is it the same team?

Sam's view: same plan as the bid, but now it's real people logging in on a real Monday.

The towns meet at the project site Your town, Designer Town and Client Town each stay where they are. Roads from all three lead into one shared project site in the middle, with a Site Office being built and a sign saying for this job only. DESIGNER TOWNYOUR TOWNCLIENT TOWN THE PROJECT SITESITE OFFICE THIS JOB ONLY stays where it isstays where it isstays where it is everyone worksthrough the site

Now mobilise it: build and connect the site

In the middle sits the Site Office: the project's CDE, joined to your own Records Office by the home line. Lines run out to every town: the design line to the designers, the client line to the client, the home line back to your own Records Office, the feeder line to the site apps and footpaths to the cabins. The workflows running along all these lines are how one system passes work to another. Signposts tell everyone where each kind of work goes, and the gate decides who gets in.

  1. Build the Site Office
  2. Connect the towns
  3. Plug in the site apps
  4. Put up the signposts
  5. Set up the gate
  6. Test everything

The towns are there. The project site is an empty plot. Your job: mobilise it.

The project site, connected A project site with the Site Office (the project CDE) at its centre. A design line runs to Designer Town, a line runs to the Client Town, a line runs home to your town's Records Office, a feeder line runs to the site apps, and footpaths lead to the site cabins. Signposts show where drawings, photos, RFIs and approvals go. A gate at the edge of the site controls who gets in. PROJECT SITE DESIGN LINE CLIENT LINE HOME LINE FEEDER LINE DESIGNER TOWN DESIGN SYSTEM CLIENT TOWN YOUR TOWN RECORDS OFFICE CDE SITE OFFICE SITE CABINS SITE APPS MOBILISED ✓ Drawings → Site Office ← Paper? Scan it in Site photos → app ← Visitors: sign in here Approvals → client line
Design line. To and from the designers.
Home line. Back to your own Records Office.
Client line. To and from the Client Town.
Feeder line. What's captured on site must reach the Site Office: by hand, on a schedule, through a link between systems, or because the app is part of the CDE.

This is Mobilisation, done!

The right team, trained, tested and need-to-know, before the first real file moves.

For the audit What the auditor will ask
  • Show me the training records and the test results.
  • Who can see what, and when was that last checked?
For the audit What good evidence looks like
  • A day-one check of the team against the bid, with the gaps closed.
  • Training attendance.
  • Test records.
  • An access register, reviewed regularly.
From the standard
ISO 19650 Mobilising

ISO 19650 expects the team to mobilise before production: people trained, IT set up and working, and the ways of working tested, so the first real drawing isn't the test. ISO 19650-5 adds that access to sensitive information is on a need-to-know basis.

MobiliseIn plain words
PeopleTrained before they get a login
ITSet up, connected and tested
MethodsTried on a dummy, not on live work
AccessNeed-to-know, reviewed, and removed when people leave

Based on the ISO 19650 series: the ideas come from the standard; the plain-English wording, examples and advice are InfoTown's. ISO 19650 is © ISO and BSI. You'll hear the same language across the industry. Read more for free in the Information Management Initiative (IMI) Framework guidance from BSI and nima. For the full requirements, use the standard itself.