Create a Project Summary
The summary should contain the project requirements as well as an overview of the company's initiative including the benefits from new technology as well as any possible obstacles that you might have identified.
Choose a Vendor / Partner
Most important in choosing a vendor is the company track record of successful installation rollouts, its national footprint / ability to deploy technicians nationwide, high quality software management program as well as all communications be performed through a single point of contact.
Choose the Project Team Members
This should include the project team roles that are expected both from your organization and the vendor chosen to implement and manage the rollout.
Develop a Pilot Site Document
It is advisable to first perform installation on a pilot site and create a document that summarizes all installation requirements that would be later implemented at all sites. The document will assure that all tasks are clearly identified and documented and delivery systems for materials are identified and in place.
Complete Contract with the Vendor
Develop a list of all sites involved, describing if possible the location (mall, military base, airport, etc.). Pricing as well as Terms and Conditions can now be established for the entire rollout. Clearly define the Terms and Conditions early in the negotiation process. Expectations and roles should be clearly understood by all parties.
Develop a Statement of Work
The statement of work (SOW) should be as accurate as possible. It will involve efforts for creation from both parties.
Implement "Help Desk" Processes
These processes are established in order to "check in / check out" technicians, problem determination, problem resolution and escalation of issues. An escalation plan process should also be in place. The document should include the list of contacts with higher level authority that can assist in the resolution of issues.
Develop a Project Charter Document
This document augments the Statement of Work. It describes partner roles and responsibilities for all resources involved, determines goals and milestones, and identifies in detail all requirements including invoicing and communication.
Create a Site Installation Schedule
The rollout schedule needs to be develop with the installation partner(s) input to take advantage of their assets and experience. They should have a system in place that determines the most cost effective ways to implement the rollout.
Complete a Feedback Documentation
A reliable partner will have a feedback documentation that is used to improve the quality assurance. An established vendor will have a mature quality assurance process in place, designed to assure that the installs are on track and resolutions of any issues are timely.