Transcript ERP Implementations - Strategic Systems Group

MIGRATION
MIGR-09
How to Run Your Next Implementation
. . . Don't Let It Run You!
Patricia Johnson
Senior Systems Consultant
Strategic Systems Group, Inc.
(SSG)
June 2007
Moving to a new ERP application ?
Why are you migrating to a new ERP application?
Do you have management buy-in?
Are there enough resources to do it right the first time?
A Successful Implementation
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Project Management
Resources
Communication
Risk Management
Scope Management
Business Processes
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Data
Training
Testing
Systems
Process Ownership
PROJECT MANAGEMENT
• Plan the Project . . . . It’s the
roadmap
• Manage the Plan
• Manage Changes to Priorities
• Manage Changes to Scope
PROJECT DELIVERABLES
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Define Project Deliverables
Document Project Deliverables as Milestones
Identify Responsibility for Project Deliverables
Assign Timeline to Project Deliverables
Manage Timeline
HIGH LEVEL PROJECT TIMELINE
Timeline Variables
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Resources
Data to be migrated (master, production, history)
Customizations
Concurrent activities
Tasks completed (hardware, business process documentation, data scrubbing)
Implementation Team
Manufacturing
Manufacturing
Project Sponsor
Project
Manager
Project Manager
(Internal)
(Internal)
Project Manager
(External)
Materials/
Materials/
Inventory
Inventory
Control
Control
Projects
Projects
Purchasing
Purchasing
Service
Service
Planning
Planning
Sales
Sales
Quality
Quality
Finance
Finance
COMMUNICATION
• Organizational Structure
• Multiple Sites
• Multiple Countries
• Methods
• Formal Project Kick-off
• Conference Calls
• Joint Sessions
• Disseminating Project Information
• Emails > create Implementation Team Distribution List
• Newsletters
• Bulletins
Sample Meeting Minutes
Project Name:
MK to ERP LN Conversion
Date:
6/1/2007
Project Manager:
Project Manager, ABC Company
Project Manager, Infor
Starting Time:
2:00pm EST
Meeting Location:
Conference Call
Ending Time:
3:00pm EST
Invitees:
Project Manager A, Project Manager B, Implementation Team Members
Attendees:
Project Manager A, Project Manager B, Implementation Team Members
Meeting Objectives
The purpose of this meeting was to:
 Confirm schedule
 Obtain remote access
 Discuss pre on-site activities
 Discuss on-site activities
Who
What
When
Define
Expected Outcome
Details
The following items were discussed:
 Schedule
 Discussion and Results
 System access
 Discussion and Results
 Data
 Discussion and Results
 There is no disparate data from other sources that will be incorporated into MK.
 Conversion tool
 Discussion and Results
 Training
 Discussion and Results
 Tasks
 Assigned tasks
Action Item
Person
Responsible
Item #1
PM 1
Item #2
PM 2
Due
Date
Date
Completed
Identify Results
Task ID
Identify Action Items
PROJECT RISK
Identification
Assessment
Response
Control
RISK MANAGEMENT ISSUES
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Resource constraints
Scope management
Issue tracking
Poor communication
Failure to define milestones
Failure to meet milestone deliverables
MINIMIZE RISK
• Project Management
• Status meetings
• Issues Log
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Resource Allocation
Scope Control and Management (change requests)
Task Assignment and Tracking
Accountability by Implementation Team Members
Issue Tracking and Resolution
Gap Resolution – Acceptance
Phased Approach
RISK MANAGEMENT
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Who owns the Big Picture?
Who has decision making power?
What is the Escalation process?
What is the potential risk impact?
Like an Integrated System
– Nothing Stands Alone
Understanding
Acceptance
Buy-in
Process
=
Ownership
Reap the Benefits from
Time Spent
Planning and
Managing the Project
Project Management
Strategies
Project
Definition
Do It Right
the First
Time
Risk
Management
Quality
Management
Project
Decisions
Project
Management
Strategies
Timely
Informed
In/Out of Scope
Change
Management
Time
Management
Communication
Management
No Surprises
Vision
Scope
Cost
Management
In/Out of Budget
BUSINESS PROCESSES
• Are they Documented?
• Are they Stale?
• How to Gather Current Business Process Information
• Functional JAD sessions
• One-on-One
• Business Requirements Categories
• Mandatory
• Nice to have
• Future requirement
• Really dreaming
DATA MIGRATION PREPARATION
• Determine Your Level of Data Migration Readiness
• Use Tools Designed for Rapid Data Migration
• Start Preparing Data Before the Project Kick-off
• Involve the Right People in the Process
• Start Now
DATA
• What Data will be Migrated?
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Master Data
Production/Transaction Data
Historical Data
Archive Companies
• What Data will be Manually Entered?
• Will Any Transactions be Completed in the ‘old’ ERP
Application?
• How will Data Translation be Managed?
• Are there 3rd party applications?
• Do Interfaces Need to be Re-built?
TRAINING
System Management
Application
Reporting
TRAINING CONSIDERATIONS
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Environment
Test Data
Expectations
Key user training > Train the Trainer approach
Communicate project status to user community
(on-going)
• Identify Use Case/Test Scenarios
• ‘Issue’ reporting, tracking and resolution
• User acceptance and sign-off
PILOT TESTING
Expectations
Leadership
Direction
Results
Issues / Gaps
PILOT TESTING
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Communicate with the user community (on-going)
Select key users
Set expectations for testing teams
Identify testing data
Create and utilize test cases
Report and track Issues
What to test . . .
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Each module that will be used in production
Each scenario
Reporting
Customizations
Custom interfaces
• Secure user acceptance and sign-off
CUSTOMIZATIONS
• Identify Customizations
• Document requirements
• Determine if customizations are still required
• Complete development before final Pilot Test phase
BRING IT ALL TOGETHER
Training
Business
Processes
DATA
Pilot Testing
SYSTEMS
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Proper configuration
Backups
Tuning
Load Testing
Good Migrations
Project
Management
Resources
and
Tools
Risk
Management
Business
Processes
ERP
Implementation
Training
and
Pilot Testing
Communication
Systems and
Interfaces
Data and
Customizations
PREPARATION CHECKLIST
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Resources – People, Systems and Tools
Implementation Team
Business Processes
Data
Scope
Project Manager
Plan for the Unexpected
SUCCESSFUL
IMPLEMENTATIONS
1. PLANNING
2. EXECUTION
QUESTIONS
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For more details or to receive a white paper,
please contact me at the following.
Patricia Johnson
Senior Systems Consultant
Strategic Systems Group, Inc. (SSG)
[email protected]