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Columbia Technical Consulting, Inc.



                                    ERP Implementation
                                       Methodology
                                  How to succeed with your ERP implementation




Presented by John Paulson, ERP Consultant & Project Manager
Email: jpaulson@columbiatci.com
Phone: 503-819-0190
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
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
Why do Projects Fail?




               Columbia Technical Consulting Services, Inc.
               All Rights Reserved
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
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
Implementation
 Methodology




             Columbia Technical Consulting Services, Inc.
             All Rights Reserved
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
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
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
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
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
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
Project Plan




               Columbia Technical Consulting Services, Inc.
               All Rights Reserved
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
Stage 6 – Continuous Improvement


                  Define

      Monitor                  Plan


                 Continuous
   Implement    Improvement     Analyze


     Measure                  Develop

                   Test




                                Columbia Technical Consulting Services, Inc.
                                All Rights Reserved
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
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
ERP Implementation Case Studies




                       Columbia Technical Consulting Services, Inc.
                       All Rights Reserved
Questions


   ?

            Columbia Technical Consulting Services, Inc.
            All Rights Reserved
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: jpaulson@columbiatci.com

                                                                      Columbia Tech Consulting, Inc.

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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: jpaulson@columbiatci.com 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: jpaulson@columbiatci.com Columbia Tech Consulting, Inc.