3 Traps to Avoid in IT

System Deployments

No matter how many locations or sites are involved, large IT deployments require careful planning and consideration. Yet, even with a road
map in place at the onset of a deployment, this type of initiative can remain a daunting and complex task.

Potential challenges that can arise during multisite infrastructure rollouts include:

Communication issues between numerous stakeholders

Disparities in project knowledge due to staff renewal rate over time
Gaps in audit trails and processes related to change orders
Inability to manage the most recent versions of the deployments documentation
Lack of compliance with standards and policies when managing many sites and contractors
Mistakes in transferring project-related information
Unplanned project delays

Choosing a solution is just the beginning.

Although it can be a time-consuming process, selecting the right combination of hardware, services and software is only the first of many
steps in an IT refresh. Subsequent steps include procuring, staging and rolling out the solution in a way that minimizes the impact the
transition has on a company and its customers. There is also pressure to complete these large deployments as quickly and as cost-effectively
as possible.

Every deployment will be different, and so will the technical aspects of each site. However, all organizations need to consider and account for
common traps before embarking on an IT rollout or refresh. This whitepaper outlines these traps and provides solutions to help organizations
avoid falling into them.

1 Insight proprietary and confidential. Do not copy or distribute. 2017 Insight Direct, USA. All rights reserved. 1.800.INSIGHT insight.com
 In analyzing dozens of large IT deployments, Insight has identified the three most common
complications. Considering these traps in advance will increase the chances of delivering a successful
rollout on time, on budget and with minimal interruption to business operations.

Trap 1: More rollout partners, more complexity and cost

IT deployments require a number of distinct disciplines to work together. Vital roles that will need to
be filled include:

Project planning and execution

Product procurement and warehousing
Integration of systems
Logistics
Deployment
Post-install support
Final disposition (dispose, redeploy and/or resell)

Not every organization has the ability to perform a large-scale deployment. Because most companies
are not equipped to comprehensively address the needs outlined above entirely in-house, many team
up with best-in-class partners to fill the gaps. In fact, according to 2016 IDC survey data, the majority of
enterprises use external providers to deploy new assets.1

When dealing with a national rollout, regional providers can only serve a specific geography. Using
multiple suppliers will help a company cover more ground. However, using multiple suppliers can
produce a different set of challenges and risks.

With the introduction of each new partner, the complexities grow exponentially, as more planning,
coordination, paperwork and handoffs are needed. All of these extra steps can increase the potential
for misunderstandings, inconsistencies and mistakes. Furthermore, added intricacy can produce even
greater risks, including slowed implementation, unnecessary costs and an absence of accountability.

Solution: Consolidate the number of partners used.

Companies can reduce the number of rollout partners by choosing a partner that can perform as
many rollout disciplines as possible, and that provides a strong project management office. One
turnkey partner can ensure gaps are addressed by subcontracting other providers to execute the
full rollout.

How to facilitate focus

Choose a partner that can provide full lifecycle services, including procurement, configuration
and deployment through to final disposition. Doing this eliminates the distraction of wrangling
and coordinating with a variety of vendors. Instead, an organizations staff can focus on their
primary roles while ensuring clear project ownership.

2 Insight proprietary and confidential. Do not copy or distribute. 2015

2017 Insight Direct, USA. All rights reserved. 1.800.INSIGHT insight.com
 Trap 2: Lack of consistency, control and accountability
Inconsistent methodologies, process and training for field resources result in a lack of consistency
and delivery results. These issues can arise between phases or even among the various sites and can
grind business to a frustrating halt during an IT rollout. Incomplete or inconsistent execution can also
trigger costly slowdowns, including multiple site visits, drop shipment, and the staging of additional or
replacement hardware.

The issues can compound. A lack of project control and accountability will only increase complications,
as the ability to identify inconsistencies is quickly reduced. It is impossible to determine the cause and
proper course of remediation if the discrepancies are not caught early.

Solution: Develop common standards.

The 2016 IDC survey uncovered that end users experienced 46% less disruption when using third-
party deployment partners,1 but it is imperative everyone is on the same page. By establishing a
common set of deployment standards, companies can ensure they maintain control and can increase
accountability while also delivering consistent results throughout all aspects of the deployment.

Plot inconsistencies before the project commences, and develop standards that will address these
potential variations and conflicts. Once standards are created, ensure the project management partner
can support the project properly by providing these four resources:

Dedicated, full-time project management staff

Outlines of the hardware configuration and site standards
Complete, detailed documentation
A secure, accessible project portal to archive and maintain all artifacts

Additional key best practices organizations will need to implement to see success in a multisite
deployment include:

Offer installation partners the means to easily access standards from anywhere and at any time.
Conduct partner training to reinforce standards.
Facilitate the documentation of downstream partners compliance on a site-by-site basis.
Frequently review progress documentation to ensure standards are met.

Although multiple partners will often be necessary, taking these steps will ensure everyone is working
from the same set of standards and expectations with the right processes in place to facilitate
coordination and handoffs.

How to avoid disruption

Select a partner that applies field standardization and quality assurance monitoring to eliminate
disruptive rework. With those responsibilities addressed, that partner will provide efficient and
repeatable results.

3 Insight proprietary and confidential. Do not copy or distribute. 2017 Insight Direct, USA. All rights reserved. 1.800.INSIGHT insight.com
 Trap 3: Accelerated deployment requirements
No matter the industry or size of the business, IT deployments can never happen fast enough.
However, each added site involved in a deployment will increase the length of the rollout.

With the standard three-year life of a PC, time can be of the essence when completing a rollout
especially when thousands of devices are being refreshed. Regulatory and compliance issues can also
contribute to tight timeframes, and it is important to plan ahead when assets are reaching their
end of life.

Anticipating the demand to speed a deployment in advance is critical. The good news is that leaning
on an outside resource will accelerate the process. The IDC survey uncovered that organizations that
used third-party providers were able to complete deployments up to 68% faster than those that did
not.1 However, companies still need to vet third-party partners thoroughly in order to ensure they can
meet timelines.

Solution: Select partners that can scale.

To combat timeline snags that could arise, organizations should carefully choose an IT rollout partner
or partners that can scale both systems and personnel. The initial rollout timeline may be developed
around a realistic deployment schedule, but ask potential providers for a scenario that would include a
2550% acceleration of the schedule.

Many aspects of a rollout can easily expand and speed up; however, an accelerated scenario often puts
a strain on:

Installation support
Product sourcing
Solution integration
Disposition

It is recommended that organizations perform a stress test on potential rollout partners that will
support these areas during the selection and project preparation phase. Regardless of whether the
timetable actually accelerates, companies will know their partner can accommodate a schedule that is
potentially twice as aggressive as originally planned, if needed.

How to gain a better return

Select a provider that has national field coverage to eliminate scheduling bottlenecks.
Additionally, companies should look for a vendor that has a proven track record of delivering a
return on hardware investments.

4 Insight proprietary and confidential. Do not copy or distribute. 2017 Insight Direct, USA. All rights reserved. 1.800.INSIGHT insight.com
 Why choose Insight?
Insight is a national turnkey IT deployment partner offering specific support at every phase of the IT
deployment project, including:

Planning and design Device configuration

Project management Managed deployment
National command center Cabling
Online procurement Technical support
Warehousing and logistics Disposition services
Clent-tailored reporting

About Insight
From business and government organizations to healthcare and educational institutions, Insight
empowers clients with Intelligent Technology Solutions to realize their goals. As a Fortune
500-ranked global provider of hardware, software, cloud and service solutions, our 6,400 teammates
provide clients the guidance and expertise needed to select, implement and manage complex
technology solutions to drive business outcomes. Through our world-class people, partnerships,
services and delivery solutions, we help businesses run smarter.

1
Brothers, R., Perry, R. and Vazquez, M. (August 2016). The Business Value of Utilizing Deployment Services. IDC.

5 Insight proprietary and confidential. Do not copy or distribute. 2017 Insight Direct, USA. All rights reserved. 1.800.INSIGHT insight.com