Erp Implementation Methodology Wkshp 2.0 120611
- 1. Columbia Technical Consulting, Inc. ERP Implementation Methodology How to succeed with your ERP implementation Presented by John Paulson, ERP Consultant & Project Manager Email: [email protected] Phone: 503-819-0190
- 2. John Paulson ERP Consultant and Project Manager Since 1997, John has consulted on over 27 ERP engagements for some of the nations leading companies. Founder of Columbia Technical Consulting, Inc., and JDE Resources Services, John has provided ERP solution services, consulting, project management, supply chain consulting, operational assessments, and process and systems alignment and optimization services to organizations throughout the nation. . John’s expertise in ERP systems, supply chain consulting, and project management have been requested by, and provided to, national consulting firms as; Accenture, Ernst and Young, Cap Gemini, Delta Cubed, Panex Consulting, Premier Consulting, AMX International, Foothills Consulting, Rapidigm Consulting, The Hunter Group, Jagwire Group, PCM Solutions, Systems Management Inc., Versa Tech, PCI, Jibe Consulting, and many more Columbia Technical Consulting Services, Inc. All Rights Reserved
- 3. AGENDA Introduction Why Do Projects Fail? Implementation Methodology Project organization roles and responsibilities Project management Change Management Stage 1 – Setup Stage 2 - Piloting Stage 3 – Integration Stage 4 – Cutover Stage 5 - Post Implementation Support Stage 6 – Continuous Improvement Process Phase 2? Implementation project deliverables Case studies Pit falls What worked The Common Theme for ERP Success Columbia Technical Consulting Services, Inc. Q&A All Rights Reserved
- 4. Why do Projects Fail? Columbia Technical Consulting Services, Inc. All Rights Reserved
- 5. Reasons Why Projects Fail 13.1% Incomplete requirements 12.4% Lack of user involvement 10.6% Lack of resources 9.9% Unrealistic expectations 9.3% Lack of executive support 8.7% Changing requirements or specifications 8.1% Lack of planning 7.5% Didn’t need the software any longer 6.2% Lack of IT management 4.3% Technology illiteracy Columbia Technical Consulting Services, Inc. All Rights Reserved
- 6. Reasons for Late/Over Budget 12.8% Lack of user input 12.3% Incomplete requirements or specifications 11.8% Changing requirements or specifications 7.5% Lack of executive support 7.0% Technology incompetence 6.4% Lack of resources 5.9% Unrealistic expectations 5.3% Unclear objectives 4.3% Unrealistic time frames 3.7% New technology Columbia Technical Consulting Services, Inc. All Rights Reserved
- 7. Implementation Methodology Columbia Technical Consulting Services, Inc. All Rights Reserved
- 8. Methodology Approach & Objectives • Simplification of traditional implementation process • Streamlined methodology for efficient implementation • Knowledge transfer throughout the project Columbia Technical Consulting Services, Inc. All Rights Reserved
- 9. ERP Implementation Approach 6 Steps Setup Piloting Integration Cutover Post Support Cont. Improvement Project Functional Integration/ End User Post Follow Continuous Planning CRP Testing customization Training Implementation Improvement Methodology for ERP testing Support System Data Migration System Improvements Install Integrated CRP Cutover Customization Business Design and Stress Testing User Process Development Acceptance Data Migration Workshops Testing Procedures System Application and Performance Analysis and Documentation Assessment Design Application Setup Project Team Training Columbia Technical Consulting Services, Inc. All Rights Reserved
- 10. High Level Project View Project Management / Change Management Project Team Procedures End User Training and Documentation Training Project System Integrated System Planning Install Conference Room Cutover Pilots Application Functional Setup Test User Acceptance Business Process Data Post Implementation Workshops Migration Support Application Analysis Customization Design Improvement and Design and Development Process Knowledge Transfer Continuous Setup Piloting Integration Cutover Post Support Improvement Columbia Technical Consulting Services, Inc. All Rights Reserved
- 11. Project Organization Roles & Responsibilities Steering Committee: Set project direction and maintain project oversight Steering Communicates expectations Committee Assess impact of proposed opportunities and recommendations and make final decisions Provide leadership and ongoing support Own project Project Management Team: Provide day-to-day project management Ensure that project objectives are achieved Provide process & systems advice to action teams Project Provide leadership Managemen Coordinate resources and action team participants Team Serve as liaison between action teams and steering committee Provide necessary resources Monitor and track project status and budget Own Project Action Teams: Analyze issues, activities and processes Functional Develop and test creative ideas and solutions Teams Take ownership of ideas and solutions Develop specific action steps and commit to action plans Perform day-to-day project tasks Assume accountability for design changes Own project Columbia Technical Consulting Services, Inc. All Rights Reserved
- 12. Project Management A process that continues throughout the project, ensuring that the project is completed on time, within budget and within scope, making the best use of the resources available Project Management Process 1. Structure the project 2. Plan the project 3. Control the project 4. Assess change Sustained 5. Report progress status Sponsorship 6. Conclude the project Clearly Defined Goals/ Objectives/Deliverables •Measurable objectives SUCCESS!! Project Manager as Coach/Facilitator/ Coordinator Effective, Synergistic Team •Team building Workplan •Appropriate skill sets • Individuals given responsibility/accountability •Well understood objectives •Set milestones •Change management •Time boxed •Buy in Columbia Technical Consulting Services, Inc. All Rights Reserved
- 13. Detail Project Startup Identify and deploy project team – clarify and assign project roles and responsibilities Identify risks and mitigation plan Detailed project plans prepared Establish project team workspace Establish project team ground rules Establish project infrastructure: Milestones Meeting schedules and process Identify project deliverables Establish document templates, repository and version control Columbia Technical Consulting Services, Inc. All Rights Reserved
- 14. Project Plan Columbia Technical Consulting Services, Inc. All Rights Reserved
- 15. Change Management A structured approach to shifting/transitioning individuals, teams, and organizations from a current state to a desired future state. It is an organizational process aimed at helping employees to accept and embrace changes in their current business environment. In project management, change management refers to a project management process where changes to a project are formally introduced and approved • Columbia Technical Consulting Services, Inc. All Rights Reserved
- 16. Stage 1 - Set-Up WHAT Preparation for the first configuration of the application & Project Team Training high level process definition GOAL Project System Application To establish the road map for Planning Install Setup subsequent phase DELIVER Business Process Extended team kickoff Workshops Install hardware and software Project team application training Application Analysis and Design High level process design Review completed analysis Configuration entered and validated Columbia Technical Consulting Services, Inc. All Rights Reserved
- 17. Stage 1 – Set-Up Project Planning TASKS Detail Project Planning PARTICIPANTS Project manager, process owners, team leads, IT Project Planning DELIVERABLES Training Plan Issues database Installed software Project tracking and reporting methods Documentation standards Initial end user training strategy Columbia Technical Consulting Services, Inc. All Rights Reserved
- 18. Stage 1 – Set-Up Application Analysis and Design TASK Review all sales cycle documentation. Schedule and attend design meetings Develop design review presentation document, including scope, phases, major issues/gaps Signoff Project Design Complete initial setup Application Analysis Documentation and Design Signoff setup documentation Incorporate any changes to scope into the project plan, budgets etc. Columbia Technical Consulting Services, Inc. All Rights Reserved
- 19. Stage 1 – Set-Up Application Analysis and Design (cont.) PARTICIPANTS CTCI consultants, client functional leads, XXX Consulting Services PM, Client PM Application Analysis DELIVERABLES and Design Preliminary design documentation Setup documentation Finalized Scope documentation Columbia Technical Consulting Services, Inc. All Rights Reserved
- 20. Stage 1 – Set-Up System Install TASK Plan for prototype environment installation System Install Software Install PARTICIPANTS Install consultants, IT DELIVERABLES Plan to prepare for the facility, hardware, software and resources. An environment to utilize during prototype Columbia Technical Consulting Services, Inc. All Rights Reserved
- 21. Summary System Install Network tuning Server Acquisition PC Client Acquisition Software Installation Deployment server installation Installation Planner Installation Workbench Server installation Workstation installation Columbia Technical Consulting Services, Inc. All Rights Reserved
- 22. Stage 1 – Set-Up Application Setup TASK Create an empty Pilot environment (1st pass) Enter ERP software application setups Application Validate setup in pilot setup Update setup documentation to reflect actual setup PARTICIPANTS Client MIS personnel CTCI consultants (Client will assist to increase clients familiarity with setup steps) DELIVERABLES Completed setup documentation Columbia Technical Consulting Services, Inc. All Rights Reserved
- 23. Stage 1 – Set-Up Project Team Training TASK Project Team Training Identify training requirements for client implementation project team Obtain / develop ERP functional/technical training schedule and schedule the classes documenting the dates on the project schedule RESPONSIBILITY Client project manager, CTCI project manager DELIVERABLES Project team training plan Project team Columbia Technical Consulting Services, Inc. training All Rights Reserved
- 24. Stage 2 - Piloting WHAT Testing discrete transactions, Procedures and Documentation inquiries, reports within each module GOAL Functional Testing 90% of the business requirements configured, detailed processes defined Data Migration DELIVER Pilot test plan Customization Design Desktop procedures and Development Conversion, interface plan Application gap analysis Report development matrix Detailed design Proof of concept Knowledge transfer to client Columbia Technical Consulting Services, Inc. All Rights Reserved
- 25. Stage 2 – Piloting Procedures and Documentation TASK Deliver “Top Ten” template procedures Complete desktop procedures Procedures and Documentation RESPONSIBILITIES CTCI consultants Client Functional Leads DELIVERABLES Desktop procedures Quick Reference Cards Columbia Technical Consulting Services, Inc. All Rights Reserved
- 26. Stage 2 – Piloting Functional Testing TASK Create scripts for each function Collect non-converted business data Configure & test Create versions, menus, etc. Functional Testing Conduct preliminary test to validate system setup RESPONSIBILITIES Consultants Client Functional Leads DELIVERABLES Pilot Plan Test scripts Columbia Technical Consulting Services, Inc. All Rights Reserved
- 27. Stage 2 – Piloting Data Migration TASK Create migration plan transfer business data, control tables, central objects Create selected master tables Run conversions Run integrities and reconciliation RESPONSIBILITY Data Migration Client MIS personnel CTCI consultants Client functional leads DELIVERABLES Migration Plan Conversion plan Columbia Technical Consulting Services, Inc. All Rights Reserved
- 28. Stage 2 – Piloting Customization Design and Development TASK Gather requirements from client functional leads Write functional specification Write program specification Develop customization Install customization Test Signoff Customization Design RESPONSIBILITY and Development Consultants, Client DELIVERABLES Functional specifications Program specifications Completed customization Columbia Technical Consulting Services, Inc. All Rights Reserved
- 29. Stage 3 - Integration WHAT Integration / Conversion Testing Building on base design Validating integrated business processes Stress testing Conference Room Pilot GOAL Verify that the processes and system Stress Testing will support the business across interfaces System Performance and Assessment DELIVER Integrated conference room pilot Conversion testing & validation Stress test/performance tuning System performance assessment Integration testing Report and interface development and validation Columbia Technical Consulting Services, Inc. All Rights Reserved
- 30. Stage 3 – Integration Integration/Conversion Testing Task Develop acceptance criteria at Project Integration / Conversion Kickoff Testing Final validation of application setup Validate converted data Review pilot – Functional Review pilot – Integration Signoff pilot Responsibilities Client project manager CTCI Project Manager Client functional leads CTCI consultants Client project team Deliverables Acceptance Criteria Client acceptance of the system Completed integrated pilot Columbia Technical Consulting Services, Inc. All Rights Reserved
- 31. Stage 3 – Integration Conference Room Pilot Task Deliver pilot plan templates and pilot concepts to client functional leads Approve pilot plan Conference Room Pilot Run functional pilot scripts Modify desktop procedures as needed Responsibilities CTCI consultants Client functional leads Deliverables Approved pilot plan Columbia Technical Consulting Services, Inc. All Rights Reserved
- 32. Stage 3 – Integration Stress Testing Task Hardware response time Database throughput Network traffic and performance Application response time Stress Testing Responsibilities Client MIS personnel Client functional lead CTCI consultants Deliverables Completed stress tests Columbia Technical Consulting Services, Inc. All Rights Reserved
- 33. Stage 3 – Integration Data Migration TASK Confirm migration plan Final test to transfer business data, control tables, central objects Create selected master tables Run conversions Run integrities and reconciliation RESPONSIBILITY Data Client MIS personnel Migration CTCI consultants Client functional leads DELIVERABLES Migration Plan Conversion plan Preliminary Production DB Final Gap Analysis Columbia Technical Consulting Services, Inc. All Rights Reserved
- 34. Stage 3 – Integration System Performance and Assessment TASK Review stress test results Analyze breaking points Re-test RESPONSIBILITIES Client MIS CTCI Consultants System Performance DELIVERABLES and Assessment System analysis report System design Columbia Technical Consulting Services, Inc. All Rights Reserved
- 35. Stage 4 - Cutover WHAT End User Full business simulation Training Training System Go Cutover GOAL Live To fine-tune cutover procedures User and verify potential impacts Acceptance DELIVER User system acceptance End user training Validate cutover/fall back plan Process optimization Columbia Technical Consulting Services, Inc. All Rights Reserved
- 36. Stage 4 – Cutover End User Training TASK End User Develop “Go Live” plan Training Identify end user training needs Go Setup client site training Live facilities Develop and publish schedule Complete training prior to going live RESPONSIBILITY Client project manager, Client functional leads Deliverables End user training plan End user training Columbia Technical Consulting Services, Inc. All Rights Reserved
- 37. Stage 4 – Cutover User Acceptance TASK Final validation of application Validate converted data Review pilot – functional Review pilot – Integration desktop procedures, end user training, Go integration testing Live Signoff/User Acceptance Testing User (UAT) Acceptance RESPONSIBILITY Client functional lead Client project manager Client project team CTCI consultant DELIVERABLES Acceptance criteria Client acceptance of the system Columbia Technical Consulting Services, Inc. All Rights Reserved
- 38. Stage 4 – Cutover Cutover TASK Develop schedule Develop a contingency plan Process final conversions Cutover Go Live RESPONSIBILITY Client Project Manager, CTCI Project Manager DELIVERABLES Go Live cutover schedule Columbia Technical Consulting Services, Inc. All Rights Reserved
- 39. Stage 4 – Cutover Cutover/Go Live Going Live is a Process, Not a Milestone TASK Complete end user menus, responsibilities Deliver final setup Cutover documentation, issues logs. Begin live processing Go RESPONSIBILITY Client system administrator, CTCI consultants Live DELIVERABLES Go Live Final documentation Columbia Technical Consulting Services, Inc. All Rights Reserved
- 40. Stage 5 - Post Implementation Support TASK To support the client team and infrastructure during initial use of the system back up support during Go first days Live First „month end‟ support Identify remaining issues RESPONSIBILITIES Client project team, CTCI Post Implementation Support consultants, CTCI Project Manager DELIVERABLES Onsite support Stage 5 Next phase recommendations Post Implementation Project review Support Celebration! Columbia Technical Consulting Services, Inc. All Rights Reserved
- 41. Stage 6 – Continuous Improvement Define Monitor Plan Continuous Implement Improvement Analyze Measure Develop Test Columbia Technical Consulting Services, Inc. All Rights Reserved
- 42. Continual Improvement • Phase 2 Improvements Identified • Upgrade to latest version – Upgrade planning – Analyze new features – Train & Implement new features • Perform periodic systems audit – Analyze new business requirements – Review system performance & manual operations – Develop audit report and action plan Columbia Technical Consulting Services, Inc. All Rights Reserved
- 43. Implementation Project Deliverables Project Plan Scope Documentation Status Reports Process descriptions and process flows Setups Training materials Customizations detail, both design and implementation System Designs Interface specifications Conversion documentation Desktop Procedures Issue Log and Issue Resolution Conference Pilot - All test scripts / Signoffs User Acceptance Testing Signoffs Columbia Technical Consulting Services, Inc. All Rights Reserved
- 44. ERP Implementation Case Studies Columbia Technical Consulting Services, Inc. All Rights Reserved
- 45. Questions ? Columbia Technical Consulting Services, Inc. All Rights Reserved
- 46. John Paulson presents this ERP methodology presentation offering his experiences, and insight, in what it takes to succeed in your organizations ERP initiative. Using real world case studies of ERP implementations; what worked, what didn’t, and the red flags to watch for, he’ll discuss how to prepare, manage, and steer the course of your ERP initiative through the Finish Line. John provides ERP consulting assistance in planning, software selection, project planning and management, training, process consulting, and facilitating your organizations ERP initiative For more information regarding this presentation, methodology, and tools used, or to schedule this presentation at your organization contact John Paulson; John Paulson, ERP Consultant Cell: 503-819-0190 Email: [email protected] Columbia Tech Consulting, Inc.