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First Time Setup & Implementation Guide

Introduction and Overview

Welcome to Oberon Team, a flexible resource and project management platform designed to streamline project visibility, resource allocation, and skill development in a unified system. This guide outlines a structured approach to implementing Oberon Team as part of your IT modernization strategy.

Prerequisite Information to Gather

Before beginning setup, collect the following information to ensure a smooth implementation:

  • Institutional Setup:
  • Your company's public LinkedIn page address

  • Payment method for monthly user charges

  • Identify Stakeholder Roles

We recommend establishing a small Steering Committee including: - Executive Sponsor: Approves budget and champions the project - Project Sponsor: Advocates for Oberon across departments - Institutional Admin: Main administrative owner with top-level permissions - Practice Managers: Representatives from delivery team management - Support Roles: Representatives from finance, HR, and learning teams - IT/Operations: Oversight on systems integration and security

Phase 1: Integration Planning

Establish technical requirements for integrations with your existing systems:

  1. Assess Out-of-the-Box vs. Custom Integration Needs
  2. Determine if Oberon's native task and time management is sufficient

  3. Identify any third-party solutions that must be integrated

  4. Define Integration Requirements

  5. Detail specific data flows needed (time entries, project statuses)
  6. Address security and compliance requirements

Phase 2: Initial System Setup

The onboarding process has 5 key setup steps that you'll complete in the app:

  1. Setting Up the Institution
  2. Enter basic company information (name, address, primary contacts)
  3. This information is used for invoices, reporting, and notifications
  4. Setting Up Integrations
  5. Connect Oberon to your task and time management systems
  6. Enter credentials and authorize access
  7. Importing Data
  8. The system will import existing data to build experience profiles
  9. This runs in the background with email notification upon completion
  10. Setting Up Billing Information (for <500 user customers)
  11. We use Stripe as a payment processor for smaller customers
  12. Self-service up to 500 users on a credit card basis, we do direct invoicing on a purchase order and contract basis for larger customers

Phase 3: Setting Up the Institutional Admin Role

  1. Institutional Admin Account Setup
  2. The designated admin receives full platform credentials and training

  3. This role oversees user provisioning, reporting, and system governance

  4. Assigning Additional Admins if Needed

  5. For large organizations, consider secondary or regional admins
  6. Ensures consistent support across multiple locations or departments

Phase 4: Creating Practices and Groups

  1. Map Your Organizational Structure
  2. Create practices that mirror your business divisions
  3. Set up groups within practices for teams or sub-departments

  4. This structure enables meaningful reporting and analytics

  5. Ensure Structural Accuracy

  6. Properly reflect business structure for effective resource planning
  7. Virtual practices to organize teams on a non-management basis, such as by profession or technology vendor, is coming in future releases

Phase 5: Onboarding Practice Managers and Configuring Settings

  1. Manager Training
  2. Train practice managers on adding users, creating projects, and reporting

  3. Use real-world scenarios to demonstrate direct benefits

  4. Finalize Business Rules

  5. Establish system defaults (approval flows, role templates, time-tracking norms)

  6. Ensure standardized formats for projects and tasks

  7. Validate Integrations

  8. Test that data flows properly between Oberon and external systems

Phase 6: Onboarding Specialized Support Roles

Configure important support roles before broader user onboarding:

  1. Key Support Roles to Consider:
  2. Application Support: Day-to-day operations and user support
  3. Resource Managers: Oversee people assignments and recruitment
  4. Learning Managers: Manage skills development and training
  5. Project Managers: Coordinate cross-functional projects

  6. Finance Managers: Track budgets and financial compliance

  7. Configure Workflow Rights and Approvals

  8. Assign correct permissions for each specialized role
  9. Ensure proper scope of practices or departments

Phase 7: User Onboarding & Project Creation

  1. Invite End-Users
  2. Practice managers send bulk invitations

  3. Provide instructional materials for profile setup

  4. Create/Update Projects

  5. Set up active projects with deadlines and resource requirements

  6. Account for all current deployments

  7. Allocate Resources

  8. Match people to tasks based on skill profiles
  9. Enable specialized support users to approve allocations

Phase 8: Ongoing Usage and Optimization

  1. Continuous Project and Resource Management
  2. Add new projects, track progress, and update skill profiles

  3. Maintain accurate, real-time data

  4. Learning Plans and Skill Development

  5. Access relevant courses and update profiles accordingly

  6. Identify and address skill gaps

  7. Strategic Analysis

  8. Forecast capacity and preempt staffing bottlenecks
  9. Optimize resource distribution across departments

Key Tips for Success

  1. Empower Early Adopters: Encourage proficient managers to mentor others
  2. Keep Governance Light: Maintain oversight without creating bottlenecks
  3. Validate Workflows: Confirm proper access settings before large-scale engagement
  4. Celebrate Milestones: Highlight tangible improvements regularly
  5. Encourage Feedback: Offer multiple channels for questions and enhancement suggestions