Transcript Operational Committee Schiedel (OCS)

Special Interest Day - Upgrades &
Installations
“A Boring Upgrade Route”
Justin Garrod
Tel 07770 806 919
Sage User Group
Schiedel
Schiedel in Europe have a turnover in 2009 £200m operating in
20 Counties.
Schiedel UK have a turnover of around £20m
In 2008 it was decided that all Schiedel UK operations was to be
integrated into one company Schiedel Chimney Systems from Jan
1st 2009 so that all UK elements of Schiedel are incorporated into
one legal entity.
– Schiedel had to operate from many locations with different brands
– Schiedel UK to have centralised admin and one business system
It was decided that the Steel systems Sage Line 500 be the
system for the whole UK company.
As part of that it was decided to upgrade from v5 to v7.1 to add
some additional functionality and beef up the server.
Sage User Group
Sage User Group
Schiedel Chimney Systems Ltd
The company produces in Washington many types of steel
products from flexible steel liners, single wall and twin wall
product.
Clay and ceramic liners get made in Northern and Southern
Ireland.
The company produces over 10,000 different products a year
within these ranges and has a stock file of over 25,000.
The company operates at 3 different locations.
The merged company had over 3000 customers
The company operates many different P&L’s to separate steel
from ceramic under the one legal entit.
Sage User Group
Why Upgrade Sage 500
New Hardware
– Existing Server maintenance on server was expensive due to its age and
moving to windows 2008 and sql 2005 would keep the company up to date
– With more users coming on stream a newer server gave expansion potential.
Version 7 functionality
– While there were a few functionality improvements from v5 to v7. Only some of
the new additions were deemed useful to us:
– Enhanced Release Stopped Order (modified by Vection)
– Oldest order wouldn’t always get the stock under Sage System
– Order Entry Lead time modifications (modified by Vection)
– Obsolete Stock functionality
Other benefits
– User and Security Groups
Sage User Group
ERP Structure
The company has a 40 User concurrent licence from sage and
operate under a corporate license.
We support the ERP with certain Business Intelligence tools run
through SQL Analysis Services Data Cubes created in house for
what we need.
– Sales Analysis
–
–
–
Sales Histories
Order Book
Budgets
– Stock
– Production
– Financial
Sales Logix CRM
Internally Developed Capacity Planning and MRP tools
Sage User Group
ERP Modules Used
Finance Modules
–
–
–
–
–
General Ledger
Accounts Payable
Accounts Receivable
Cash Management
Fixed Assets
Distribution Modules
–
–
–
–
Purchase Requisitions
POP
Invoicing and Sales
Inventory Control
Advanced Distribution
– EDI Input
– EDI Output
Sage User Group
ERP Modules Used
Manufacturing
–
–
–
–
Bills Of Material
Routing
Works Order Processing
MRP – Linked to external tools
Advanced Manufacturing
– Product Management (ECN)
CRM Used by sales desk
Sage User Group
Consultants Implementation Model
Upgrade Project Without New Functionality
Ciber Recommendation and
Cost
– 26 days which we could do 9
internally.
– Consultancy Cost Now
between £12-19k
Bespoke work 6 days by
Vection
New server cost 10k
including SQL and cals for 40
users.
Provisos
No time is included for the re-work of the defacto bespoke
No time is included for Sales Logix
No time is included for Sage BI
No time is included for Server Configuration
Sage V7.0
Core Services
System Manager
Forms Editor/GUI Conversion
Version One
1
1
2
4
Operational
DV
RP
FR
DR
MR
PR
Data Validation
Rehearsal Preparation
Financial Rehearsal
Distribution Rehearsal
Manufacturing Rehearsal
Pre Live review
2
2
1
1
1
2
9
Live Support
FS
Live Support
2
2
Project Management
PM
4
Techincal
SI
TM
LM
Software installation
Test Migration
Live Migration
2
2
2
6
Grand Total
Grand Total - inc optional days
Sage User Group
25
£
18,750.00
Schiedel Implementation Model
Why isn’t a Sage upgrade not like office 2003 to 2007 stick a disk
in and click install.
Decision made in Oct 2008 to upgrade Sage and deadline of 31st
Dec for merger of 3 companies into One.
We couldn’t afford to have consultants on site for 20 days eating
up the internal resource that was needed to set up the new
merged company.
Schiedel is in its busy season so no down time can be allowed
So we said to Ciber we need to do it in 6-7 days and settled on 9.
– 3 days set-up/installation support
– 2 days conversion routines, testing
– 4 days functionality check/live support
6 days bespoke for OP
Sage User Group
Version 7.1
Schiedel Implementation
1. Install & Set-up New Server
2. Set-up a test system
3. Created Conversion Routines
4. TESTING,TESTING and making
good all forms and printing
5. Convert Live data
6. Go Live
Sage User Group
Schiedel Implementation
Server arrived 6th Nov 2008. Internally loaded and set-up SQL.
Sage Disk arrived in the middle of Nov.
We set-up and installed Sage in 3 days 24,25,26 Nov with Ciber
on site helping over those 3 days.
– Version One configured and set up
– All stationery and printers set-up and working
We had one day support to test and set-up the export the import
routines and any data conversion routines.
We had one day support to check and functionality changes and
implement any bits we needed.
– System key Changes.
Issued 28th of Nov Go Live timetable for 1st week Dec.
Sage User Group
Implementations Steps
For Schiedel due to reliance on system we will always use a
secondary server for installation of Upgrade. Now with
virtualisation we would use a virtual server.
– This allows us to set tighter time scales for go live without jeopardising
the business. We can always just not go live if we find some major
floor until it is fisxed.
Installation – Print the instruction from the Sage installation disk
and it is pretty easy to install once you have read the instructions.
Get the Sage reseller to confirm and sign off the installation
properly if you do your own install
On Data the migration of unload and load work pretty well but we
had to run overnight as had 80Gb data to unload and load
– Any home grown or no data dictionary tables may have to be manually
taken over testing is important.
Create scripts to automate the process so that on go live you have
everything nailed down.
Sage User Group
Installation Steps
Amend or transfer Forms
– We decided not to import all the hundreds of amended forms done
over 7 years, went with standard forms and changed the new forms.
This methodology meant you don’t miss any of the new fields or
functionality.
Create Users
– Users transfer over however user permissions and access rights don’t
– Easier as new functionality of security groups exist in v7
Check Print forms and Version One Definitions may need to be
tinkered as print fields may have changed.
Get Supplier to modify Historical Bespoke can be quite quickly
modified by the supplier and some you thought you need you
might not.
Once happy issue live date.
Sage User Group
Daily Timetable
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
Set-up Tasks
Sign off on Release Stopped Orders
Set-up user grp permisions
Reconfigure rv forms
Data test import check by Ciber
Transfer Archive to new server
Set-up ODBC Links for reports
Link 3 day window to new system and test
Reconfigure daily reports
EDI reconfigure batch files to new server
Close Sage system 12pm for all users
Make sure all batches on all programs are posted
- SL Batches
- PL Batches
- CB Batches
- Post Stock Transactions
Backup Sage
Transfer Live System to v7 new server
Reconfigure queries into DB for BI
Move other new vsersion for 3day and MRP
Testing - check on live system akk balances same
- Nominal TB matches
- SL Balances match
- PL Balances match
- POP orders match
- PR orders match
- SOP orders match
- Rerun Friday Sales reports and match
- Stock Valuations match
- Check WO
- Check WO histories match
- Check FA match
Controlled access and testing
- Sales Desk Input order and Print Ack
- Despatch Produce Pick list & Desp order
- 3 day window run and create WO
- Book WO in and check stock
- Print SO Inv
- PO Enter
- Do GRN
Review - Go live/ or go back to v5
Install Clients on all users
Fix Problems
Sage User Group
Monday Tuesday Wednesday Thursday Friday Saturday
01/12
02/12
03/12
04/12 05/12
06/12
Sunday Monday Tuesday Who
07/12
08/12
09/12
AC,JMG,AW
SL,JMG
JMG
JMG Ciber
JMG Ciber
JMG
JMG
JMG
JMG
JMG
JMG
JMG
JMG
JMG
JMG
JMG
JMG
8-12am
8-12am
8-12am
8-12am
8-12am
8-12am
8-12am
12-1pm
2-5pm
JMG/JB
JMG/JB
JMG/JB
JMG/JB
JMG/JB
JMG/JB
JMG/JB
JMG/JB
JMG/JB
JMG/JB
JMG/JB
JMG/JB
JMG/JB
Awood
Awood
Awilkie
Awilkie
Awood
MM
MM
JMG/JB
JMG/SL
JMG
Main Problems
Analysis services in SQL 2005 versus 2000 completely different
so cubes may need to be redesigned.
– You can use old BI and link to SQL 2005
Report Writer – While it seemed to work on the transfer you have
to recompile them
Certain export routines didn’t separate certain route tables and
these needed to be manually fixed using SQL. A bit of SQL
knowledge in house can be a life saver.
Sage User Group
Post Implementation Problems
Schiedel was the first v7.1 upgrade
3 Bugs Spotted
– Sales Ledger new customers wouldn’t create properly Fix issued by
Sage 5 days later
– Temp used SQL to overcome problem
– Report Writer, certain reports non essential giving wrong results.
– Sage fixed 3 weeks later used ODBC for any essential ones
– EDI sending duplicate when reprinting invoices, set up sql update to
fix untill sage issued update.
Sage User Group
Benefits of implementation Model
Ciber re-modelled there upgrade offering similar to the way we
Implemented by using just 2 consultants to do the upgrade in 5-10
days.
This allowed them to persuade certain customers to modernise
from old systems over to newer version.
Faster Implementation
Cheaper for the client
Sage User Group
ROI
Investment
Investment Costs
Hardware
£10,000
Ciber Consultancy
£5,000
Bespoke Work
£6,000
Total Investment
£20,000
Savings
Benefits
Manual Allocation 15hr per week
Sage User Group
£6,900
Better lead time management
Happier Customers
Faster backups and reporting
Happier Me
Recommendations
If running in Physical Server world Secondary server is best
option for transfer as this prevents any down time risk.
– In future we will be using virtual servers
Talk candidly with your re-seller on approach for upgrade match
your company skills with what they can offer.
Read the sage upgrade/installation pdf’s to determine what you
need support on and what you can do yourself.
Develop scripts to automate the process and test them.
Run a few rehearsals, document and map all the steps.
Run a pilot on all the critical areas.
Sage User Group
Special Interest Day - Upgrades &
Installations
Thank-you and
Question ?
Justin Garrod
Sage User Group