Software Selection &
Implementation In The Real
World
Nigel Drewek
14th October 2009

Agenda
Overview of Case Study
Project Management & Standards
Requirements
Identifying Vendors & Implementing Partners
Final Selection
Implementation
Post Implementation
Software Selection & Implementation In The Real World

Philosophy & Approach
•Key Words & Phrases
•Pragmatic
•Adequate
•Fit for purpose
•Openness for change
•Value for money
•Easy to use
•Use all technologies
Software Selection & Implementation In The Real World

Case Study
Global industrial giant - UK procurement centre
Key business steel & auto production
New ERP solution to replace existing solutions
Focus - sourcing & shipping items to Asian
manufacturing plants
Existing solutions run in-house
New ERP solution focussed on “best practice”
Significant pressure on project costs & TCO
Software Selection & Implementation In The Real World

Agenda
Overview of Case Study
Project Management & Standards
Requirements
Identifying Vendors & Implementing Partners
Final Selection
Implementation
Post Implementation
Software Selection & Implementation In The Real World

Project Management & Standards
Methodologies and standards are useful!
Take a standard methodology and adapt it
Ensure good stakeholder management
Regular, formal meetings are necessary
Project documentation repository essential
Software Selection & Implementation In The Real World

Project Management & Standards
Client used simple methodology & documentation
Project Charter (PID)
Issues list
Risks list
Detailed project plan in MS-Project
Key stakeholders formed Steering Committee
Project team ran the project
Formal monthly meetings
Simple document repository adopted
Software Selection & Implementation In The Real World

Agenda
Overview of Case Study
Project Management & Standards
Requirements
Analysing the “As-is”
Creating the “To-be”
Creating the RFP
Identifying Vendors & Implementing Partners
Final Selection
Implementation
Post Implementation
Software Selection & Implementation In The Real World

As-is Analysis
Review available documentation
check for accuracy and completeness
Check documentation reflects current situation
Create high level “As-is” process documentation
if not available
Review with the business and process owners
Software Selection & Implementation In The Real World

As-is Analysis
Very little documentation available
Created “As-is” process flows
Documentation created with “Visio”, “Word” and
“Powerpoint”
Validated all “As-is” documentation with
management
Software Selection & Implementation In The Real World

To-be Analysis
Extensive review of “As-is” situation
Review business plan for next 5 years
Create full process charts to support “To-be”
Validate “To-be” at all levels of the organisation
Sign-off from the “Project Board”
Commit to review when new solution chosen
Software Selection & Implementation In The Real World

To-be Analysis
Detailed analysis of “As-is” with all concerned
Identification of issues with current solution
Moving to “best practice” in new solution
Review of business plan for next 5 years
Identification of new core process
Development of detailed “To-be” documentation
Visio, Word, Powerpoint
Review and enhancement
Committed to review & enhance when new ERP chosen
Software Selection & Implementation In The Real World

Creating the RFP
Define criteria to be assessed
Include “obvious” criteria – assume nothing
Define a set of knock-out criteria
Define specific criteria that are relevant to your core
business
Don’t include subjective criteria
Include questions about status of vendor and
implementing partner
Define scoring mechanism
Software Selection & Implementation In The Real World

Creating the RFP
Software Selection & Implementation In The Real World

Agenda
Overview of Case Study
Project Management & Standards
Requirements
Identifying Vendors & Implementing Partners
Creating and refining the vendor list
Creating the short list
Vendor presentations
Final Selection
Implementation
Post Implementation
Software Selection & Implementation In The Real World

Vendor & implementor selection
Information is available from many sources
Independent industry-standard analyses (e.g. Gartner)
Events & Shows, Internet
Research full information about implementing
partner
Experience with product
Support offering and cost
Check with vendor
Relationship with implementing partner
Support if implementing partner ceases trading
Software Selection & Implementation In The Real World

Vendor & implementor selection
Initial short-list of 10 vendors comprising
4 Major global players
5 Minor global players
1 Unknown!
Initial knock-out criteria applied
4 Major global players
1 Minor global player
1 Unknown
RFP sent to the vendors
Software Selection & Implementation In The Real World

Vendor & implementor selection
Analyse responses in detail
Refine scoring mechanism
Check for any knock-out criteria
Calculate results
Review quality of additional materials
Consider impact of any need for development
Software Selection & Implementation In The Real World

Vendor & implementor selection
Self elimination by one vendor
One vendor sent a full documentation and
mostly answered RFP “refer to doc…”!
Most vendors rated themselves very highly
Eventually short list reduced to 3
2 global players
1 unknown
Final 3 invited to make tailored presentations of
their solution
Software Selection & Implementation In The Real World

Vendor presentations
Arrange half day presentations from vendors
Identify scenarios for presentation
Work with vendors/implementing partners to prepare
presentations
Presentation format
Short information about vendor
Short information about implementing partner
Detailed presentation of product
Software Selection & Implementation In The Real World

Vendor presentations
Half day presentations arranged for the 3
vendors
Software Selection & Implementation In The Real World

Agenda
Overview of Case Study
Project Management & Standards
Requirements
Identifying Vendors & Implementing partners
Final selection
Calculating TCO
Defining the new environment
“Cloud computing”
Implementation
Post implementation
Software Selection & Implementation In The Real World

Calculating TCO
Consider all aspects in calculating TCO
Cost of software
Annual maintenance costs
Cost of infrastructure
Personnel costs
Implementation costs
Costs to stay with current solution
Soft factors
Retention of staff
Efficiency / Time saving
Software Selection & Implementation In The Real World

Infrastructure Review (TCO)
Open minded review of existing infrastructure
Hardware considerations
Operating Systems
Staff
Disaster recovery plan
Is running a computer centre part of our core
competence?
Software Selection & Implementation In The Real World

Infrastructure Review (TCO)
Options
Status Quo
Implement new solution in existing environment
Partial Change
Implement new solution in remote hosted environment
BIG BANG!
Explore the possibility of using “Cloud” approach to all
applications
ERP
Office applications & Mail
Software Selection & Implementation In The Real World

The “Cloud”
Exploding the “Cloud Computing Myth”
Software Selection & Implementation In The Real World

The “Cloud” approach
Disadvantages
Some loss of Control
Perceived security issues
Reliance on Internet performance
Advantages
Minimal IT infrastructure required
Access from anywhere with Internet
Cost & efficiency
Frees room space
Enterprise performance
Business continuity
It’s greener!
Software Selection & Implementation In The Real World

The “Cloud”
Decision to take the “Cloud” approach for all
applications
Implementation project for Office and e-mail started
immediately
Software Selection & Implementation In The Real World

Final Selection
Consider all the materials
Closeness of match to requirements
Minimal bespoke
TCO
Impact on infrastructure environment
Vendor & implementor information
Soft factors
Software Selection & Implementation In The Real World

Final Selection
Full Assessment of all information
2 very strong contenders
Detailed negotiation & analysis
Final decision for the “Unknown”!!
Software Selection & Implementation In The Real World

Agenda
Overview of Case Study
Project Management & Standards
Requirements
Identifying Vendors & Implementing Partners
Final Selection
Implementation
Preparation
Data Migration
Testing, User Acceptance Testing
Live
Post Implementation
Software Selection & Implementation In The Real World

Implementation - Preparation
Good planning is the key
Don’t underestimate time scale
Ideal live date beginning of Accounting Year
Ensure buy-in at all levels
Back-fill where possible
Plan a launch event
Software Selection & Implementation In The Real World

Implementation – Data Migration
Less is best
Restrict to Master data & Open items where
possible
Consider Data Warehouse for legacy data
Software Selection & Implementation In The Real World

Implementation – Testing, UAT
Designate individual responsibility
Plan training for UAT team
Prepare Test Scripts early on
Execute Test Scripts even in early testing
Refresh test system before UAT iterations
Ensure Audit requirements satisfied
Software Selection & Implementation In The Real World

Implementation – Live
Go live decision from highest level team
Ensure sufficient time for training and
documentation
Leave plenty of time for contingencies
Software Selection & Implementation In The Real World

Post Implementation
Ensure teams in-place before go-live
Internal
External
Ensure processes described to users before go
live
First month-end health check with implementing
partner
Software Selection & Implementation In The Real World

Timeline
Software Selection & Implementation In The Real World

Summary
Prepare & Document
Challenge your pre-conceived ideas
Be prepared to use latest technologies
Use experts where internal skills are lacking
Allow sufficient time
Always follow a process
Ensure stakeholders buy-in and support
Enjoy your project!
Software Selection & Implementation In The Real World

Software Selection & Implementation In
The Real World
Thank you !