Implementation Waves

Overview

Implementation waves allow you to organize associations into groups for phased rollouts. This enables you to:

• Control the pace of onboarding by migrating associations in manageable batches
• Learn and improve by incorporating lessons from earlier waves into later ones
• Allocate resources effectively by planning implementation schedules
• Track progress across multiple waves simultaneously

What is an Implementation Wave?

An implementation wave is a named group of associations that will be onboarded together during a specific time period. Each wave has:

• Name - A descriptive label (e.g., "Wave 1 - Pilot", "Q1 2025 Rollout")
• Description - Additional context about the wave's purpose or scope
• Go-Live Date - The target date for cutover to TownSq
• Status - Current phase: Planned, In Progress, Completed, Failed, or Rolled Back
• Associations - The set of communities assigned to this wave

Creating Implementation Waves

From the Dashboard

1. Navigate to Implementation Waves in the main navigation
2. Click Create Wave
3. Enter wave details:
   • Name: Choose a clear, descriptive name
   • Description (optional): Add context about wave scope or goals
   • Go-Live Date (optional): Set target cutover date
   • Status: Typically starts as "Planned"
4. Click Save

Best Practices for Wave Planning

Start Small

• Begin with a pilot wave of a manageable number of associations to validate your process
• Choose associations with varying complexity to test edge cases

Group Strategically

• Consider geographic proximity for easier coordination
• Group associations with similar operational models
• Balance wave sizes to avoid overwhelming your team

Plan Buffer Time

• Allow time between waves for issue resolution
• Schedule waves to avoid conflicts with peak operational periods

Set Realistic Go-Live Dates

• Account for data preparation, testing, and validation time
• Include buffer time for unexpected delays
• Coordinate with association managers and key stakeholders

Assigning Associations to Waves

Individual Assignment

From an association detail page:

1. Locate the Wave Assignment section
2. Select a wave from the dropdown
3. Click Save

Bulk Assignment

To assign multiple associations at once:

1. Go to Portfolio Management (Associations page)
2. Select associations using checkboxes
3. Click Actions → Assign to Wave
4. Choose the target wave
5. Click Confirm

Viewing Wave Assignments

On the wave detail page, you can:

• See all associations assigned to the wave
• View association count
• Filter and search within the wave
• Export the association list

Wave Statuses Explained

Planned

• Wave has been created but work hasn't started
• Associations are being identified and assigned
• Data collection may be in progress

In Progress

• Active onboarding work is underway
• Data is being prepared, validated, and migrated
• Operational setup is being configured

Completed

• All associations have been successfully onboarded
• Cutover to TownSq is complete
• Post-migration validation is finished

Failed

• Critical issues prevented successful completion
• May require remediation before retry
• Used for tracking and process improvement

Rolled Back

• Wave was completed but subsequently reversed
• Rare occurrence, typically due to critical data issues
• Associations returned to previous system

Managing Wave Progress

Wave Detail Page

The wave detail page provides:

• Summary statistics - Total associations, completion percentage
• Association list - All communities in this wave with status indicators
• Timeline view - Key dates and milestones
• Operational setup status - How many associations have completed configuration

Tracking Readiness

For each association in a wave, track:

• Data availability - Are all required fields mapped and available?
• Operational setup - Is banking, billing, insurance configured?
• Validation status - Have data quality checks passed?

Wave Workflows

Typical Wave Lifecycle

1. Planning Phase

   • Create wave with target go-live date
   • Identify candidate associations
   • Assess data readiness

2. Preparation Phase

   • Assign associations to wave
   • Collect source data
   • Map fields and document availability
   • Configure operational settings

3. Validation Phase

   • Run data quality checks
   • Verify operational setup completeness
   • Conduct stakeholder reviews

4. Migration Phase

   • Execute data migration
   • Perform cutover activities
   • Update wave status to "In Progress"

5. Completion Phase

   • Validate migrated data
   • Confirm operational systems are functioning
   • Mark wave as "Completed"

6. Post-Migration

   • Monitor for issues
   • Document lessons learned
   • Apply improvements to next wave

Tips for Success

Communication is Key

• Notify association managers well in advance of their wave
• Set clear expectations about timeline and requirements
• Provide regular status updates

Document Everything

• Use field mapping notes to track data availability decisions
• Record operational setup configurations
• Maintain a change log for process improvements

Learn and Adapt

• Review each wave's outcomes before starting the next
• Adjust your approach based on what you learn
• Share knowledge across your team

Monitor Closely

• Track progress daily during active waves
• Address blockers immediately
• Celebrate milestones with your team

Related Resources

• Portfolio Management - Managing your association data
• Field Mapping Notes - Documenting data availability
• Operational Setup - Configuring association settings