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Functional memento méthodologie plus détaillé


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Functional memento méthodologie plus détaillé

  1. 1. Why an implementation memento ? To integrate Open ERP, two radically differentOur experience has shown us that the approaches can be applied. The package approachimplementation speed varies from simple to is an integration mode that is low cost, generic, withdouble depending on the methodology used for few developments to be done. This approach goesimplementation. The methodology is therefore from Open ERP generic to customers needs. Ancrucial to reap the full benefits of an implementation. important point here is that your finality is not to describe the clients current processes but an OpenKeys benefits of an efficient methodology ERP solution. At the opposite a custom approach isare: used when the clients business is weakly cover by Open ERP generic. This approach goes from1. Faster company growth. customers needs analysis to Open ERP solution. it isFrequently the implementation process is decelerate usually reserved for very large projects.because of a bottleneck issue related to HR. As anexample, a key projects manager is usually in In the following, we describe a methodology for thecharge for every steps of the implementation. With package approach.the consequence that this high level manager – After reading this memento, you should have a clearalready fully engaged in one project - can hardly vision on how to improve your efficiency and theworks on another one. This situation forces some profitability of your Open ERP projects by applying acompanies to refuse projects. package approach.To grow faster, you must reduce dependence onhigh-level managers by the distribution ofmanagement between multiple profiles. Implementation phases:2. Quicker delivery.ERP integrations are complex. An efficientmethodology allows you to specialized roles and gettrained employees that are quickly ready to deliver.3. Risk mitigation.By working through a systematic approach, you cancontinuously improve yourself. Copyright © 2010 Open Object Press - All rights reserved
  2. 2. During the first contacts, it is important to clarify the The important step on this phase is the first meeting. request: Here is its canvas: If the lead is interested only, for instance, in CRM ➊ Presentation of the client → Listen and sales management, present Open ERP as a ➋ Presentation of your company and suite of integrated softwares solutions for business product management. Indeed a client may be interested → Slide show → Online demo of OpenERP A typical project time line only in one or two modules at first but add other ❸ Questions to the customer about his business and needs management systems later on. So, the message to → Company descriptionA typical implementation project is made of four main phases, each links to specifics goals, get across is that the different Open ERP featuresresponsible, tasks and deliverables. They are described in the following. can be installed gradually, thus limiting the risks.Important note: pre-study phase, implementation phase and after sales services are If the lead wish an Entreprise-wide System, thenassociated to specific contracts (see supra). present the global solution that Open ERP provides.To make this memento maximum benefit, we haveplaced in it many links to valuable templates (quotes, Tip: If you have too much unqualified leads, a good mean to test a leads interest in the product is to invite him to come in your office for a demo instead of you moving on site.mind maps, project scope board, etc.). Hoping that thiswill enable you to facilitate your implementation Goals ✔ Help the customer to take a decisionprojects, we hope you enjoy reading! ✔ Sell pre-study PHASE 1. FIRST CONTACTS (½ – 1 day) Responsible A salesman is responsible for this ➎ Discussion about methodology and next phase. stepsIntroductionThe first contacts between parties are the occasion for both parts to crea te a → Slides about our methodology Tips: C:tmpimplem-1.odpfirst opinion about their counterpart. Could it Deliverables (i) The Salesman may be a junior under thebe a true opportunity? Does the investment Within a few days following the meeting, you must send the following deliverables to supervision of its Sales Manager. your lead :worth the case? Etc. The aim here is to ✎ Fisrt meeting minutes and pre-study quotation (ii) The salesman may be accompanied by a Project ✎impress with the value of the product, the Slides show on your product and the company Manager for major leads. Important: The ✎ Methodological slidesquality of your method and to show the fields Salesman is making the demo – he is the PHASE 2. PRE-STUDY (8 days + options)of the possible improvements Open ERP will pro -, the project manager answers to sharpprovide. Introduction questions Your lead has been converted! Great, it means that the pre-study contract is signed and a analysis of requirements will be conducted. It is more than ever the time to convince your client about your capacity to fit the needs with an Open ERP solution. First meeting Copyright © 2010 Open Object Press - All rights reserved
  3. 3. Clients project manager: a person responsible for the ERP project on the clients side. He is the contact point with your company. Ideally the training received is functional. Optionally, on client clients project manager should know the company well, both its request, it may be extend by a technical training. If some process remain uncleared, help yourself with an specific quirks and its different standard cross-company processes. It is crucial the clients project has a sufficient weight in its organisation, (open sources) process designer. Draw the flow and since he/she endorse the role of validator of the deliverables. Meeting & interviews ask the interviewee its feedback.Tip: Create project in Open ERP and plan time for project manager ➊ Meeting with the board executiveGoals ✔ Reassure the client : needs fitting, ROI of the client (½ - 1 day) ✔ Get the full scope of the project to be able to Goal: get a dedicated analysis of the need:quote • → listen & reformulate (use mindmap✔ Sell an implementation Open ERP Project )Responsible Project manager (PM) & the clients • → get feedback on first deliverablesproject manager Use Case - A flow diagram sample After each interview, the mind map and the diagram(s) must be validated by the ➋ Interviews with keys managers/users (3 interviewee. Since each interview reveals days) some of the functional perimeter of the Goal: get a description of all departments project, complete the project scope with activities requirements gradually ( see Project scopePreparation Knowledge transfer between salesman below↴). • → Interview session:and PM ◦ 2 hours of interview by departement ◦ 1 hour for writing / cleaning The project scopeTraining Altogether, the interviews permit you to delineate the ◦ ½ hour for reviewing with intervieweeThe clients project manager should be trained now on whole project scope. When all the requirements have • → Report interview on InterviewsOpen ERP. Although, some customers prefer wait an been placed in the project scope fill in the field Open mindmap ↴implementation contract is signed before invest more, ERP cover, and the field estimated effort (seethe training – given by a certified trainer - is a Project scope):necessary step to establish an effective relationshipwith the integrator and to detect problems rapidly. The Copyright © 2010 Open Object Press - All rights reserved
  4. 4. • Presentation to client (Who: PM) Now, we are in! The two first phases make a success: • Validation (Who: clients project manager) the implementation contract is signed. Some negociations could still last for a while but the phase to A use case describe a business process applied by business come is no more a sales step. At this phase, a solution actors to achieve their goals (e.g., manual payment processing, expense report approval, manage corporate real estate). will be designed, developed and deployed. Ideally, the use case cover a flow large enough to be representative of a Phase 3.1. Analysis whole process. It illustrates a standard business process with a short text and a diagram. At the end of this phase, the customer can See a tutorial on:Ask then the clients project manager to rank each see the final result! This allows a fastrequirement according to its priority level (from 1 for Tip:When selecting a use case, the best option is to choose a case fully cover by feedback. Open ERP, which is more attractive and convincing for decisioncosmetic to 10 for top level priority). makers. Goals ✔ Describe and validate the solution: screensTip: A good negociation practice when the contract is discussed is to notdecrease the price but the number of features to be implemented. and processes DeliverablesOption 1 Interviews of end users (3-5 days) ✔ Review quotation (optional) ✎ Mind map InterviewsContext: When the clients project manager ✔ Deliver a reviewed planning ✎ Project scope → A scope summarydoes not know perfectly all needs or when ✎ A quote for the full project → Example ofthere is a need to prepare the employees to Responsible PM & Clients project manager integration quotationthe change, you can suggest to plan • Fixed priceinterviews with (some of) the end users Solution design • Estimate for time and materialsProcess: The interviews sessions are the same ✎ Planning → Example of integration planning For any requirement not covered by Open ERP atas the one describe upon. ✎ Integration contract 100% (See project scope.xls), a task (with its Tips: attachments) is created in OpenERP by the PM.Option 2 Implement a use case (3-10 days) (i) It is obvious that your understanding of the detailed customer needs is not perfect after a few days. However we believe it is sufficient to quote at theContext: When the client is not sure OpenERP following conditions: A task is a short description of the solution - not theperfectly fit the needs or when you need to •> Critical phases (end user training, data importation) are on time and need - with the full specifications of screens materialsconvince the managers, a use case is the best •> We keep the right to review quote after the detailed analysis changes and notes on features to be (ii) If the delivery date has been fixed, make a retro-planning.way to attest to Open ERP solution. improved:Process: PHASE 3. IMPLEMENTATION (90 days)• Writing of use cases with the clients project Introductionmanager• Testing / parametrization (Who: PM) Copyright © 2010 Open Object Press - All rights reserved
  5. 5. Task Id.: MRP_1 - Manufacturing order: useability ▪ Workflow designimprovement ▪ Screens designWe need to improve the manufacturing order form intrunk. The main reasons are: ability to easily managepartial productions, lots & serial number encoding, • With the OpenERP Plugin for Dia you canscrapping wrong products. import OpenERP viewsFull specifications of screen to change: (shapes and screens) and modify them on purpose with the designer (add new fields, modify filed type, etc.). To Install Dia on debian/ubuntu (linux): Open a terminal and type the following command Note: to consult full specifications of this to update: sample task see: sudo aptitude update Then, install Dia with command: aptitude install +bug/506017 dia Once all the tasks – or solution design - have been reviewed by the clients project manager ask him to To install the OpenERP Dia Plugin on sign the update project scope.xls with mention debian/ubuntu (linux)Technical notes: / « tasks approved » (update the document with a Extract the plug in DIA in your home directory. The column with the links to tasks Id.). zip is available at: Tip: If it does not seem possible to describe a task o/ within 10 lines, split it into sub-tasks. Log as super_user and put the file under ~/.dia/python. The file is available at: We developed a tool to draw the screen and workflows: o/ → The OpenERP plugin for Dia Start application Dia as a normal user. All shapes • Dia is a drawing software very useful for : are under sheet "OpenERP Interface Sheet" Copyright © 2010 Open Object Press - All rights reserved
  6. 6. To Import OpenERP Views, click on the menus 4. Unselect “Python HTMLHelp file” Tools > Load Open ERP Views. 5. Unselect “Python utility scripts” Specify proper URL, database name, login user 6. Unselect “Python test suite” and password and select in the list a view to 7. In Advance Options, select “Admin install” import. And, Install the exact following versions of the Then you can see your imported view in a current following dependencies (not included in diagram: Python 2.3.5): 1. Install PyGtk 2.8.6: n32/pygtk/2.8/pygtk-2.8.6-1.win32- py2.3.exe 2. Install PyCairo 1.0.2: n32/pycairo/1.0/pycairo-1.0.2-1.win32- py2.3.exe 3. Install lxml 1.2: To Install Dia on Install Dia on Windows (Vista): ml-1.2.win32-py2.3.exe At the end of the installation, start Dia and close it. First, install Python 2.3.5 : Install Dia for Windows 0.97.1 or later: Extract in the 2.3.5.exe installer/dia-win32-installer/0.97.1/dia-setup- installation folder of Dia (typically C:Program You can have several versions of Python installed 0.97.1-1.exe FilesDia) and overwrite existing files if concurrently. During the installation, select the component prompted. The zip is available at: During the installation, make sure to: "Python plug-in": Select “Yes, make backups” rp-wdia-plugin.zip2. Select “Python interpreter and libraries”3. Unselect “Tcl/Tk” Copyright © 2010 Open Object Press - All rights reserved
  7. 7. After this first development step, the client ▪ When the customer wish to change initial • Data should be generic to a sector to make will be able to test the solution and specifications after viewing interface them re-usable organize workshop with end users for quick ▪ It implies a feasability study • Install module Recorder so that you can feedback and task reviewing ▪ Tell the client about the impact on budget record data in a separate module. Start Dia. The file type "PyDia Code Generation and planning (OpenERP) (*.zip)" should be available in the Tip: Entire value added is given at the end of this phase. Thanks to a Note: The base_module_record module can be used to quick feedback gaps are detected as early as possible. File>Export menu. export a set of changes in the form of a new module. It The sheet "Open ERP interface" should be should be used for all customizations (including demo Responsible Developers & PM available in the "Other sheets" menu of the side data) that should be carried on through migrations and bar. updates. Development of screens And the entry "Load Open ERP View" should be available in the Branch bazaar on launchpad The developer is in charge of the developments. On Tools menu. the ground of specifications he should be able to Launchpad is a software collaboration platform that conceive all the screens. The task may consist toDeliverables provides bug tracking, code hosting using Bazaar and ✎ Open ERP analyse → Example of project specifications create new screens or adapt existing one in Open code review among others utilities.✎ A reviewed quotation (optional) ERP. ➢ See https:// launchpad .net/✎ An updated planning (optional) The PM checks the developments and demonster a Phase 3.2. Interface scenario to the client. Your branch bazaar will contain at least 2 modules: Scenario Module Profile . The purpose of a profile is to initialize Open ERP with a set of modules directly after A scenario to show the match of the database has been created. A profile is a special developments with specifications (see also kind of module that contains no code, onlyGoals ✔ Develop all screens and menus use cases) dependencies on other modules. ✔ Generate demonstration data → The result is visionable since Demo Datathis stage. • Goal: illustrate the scenario with real data Module Demo data. The data module is make✔ Get them validated by the client through workshop conformed to the clients business dependant of the module profile to assure a automatic✔ Annex to contract: downloading of data each time the Profile is installed. Copyright © 2010 Open Object Press - All rights reserved
  8. 8. Phase 3.3. Data importation (30 At the end of the phase the whole solutionWorkshops. The client gives its remarks and days) will be working and tested by theindicates what he do not accept and why (modifications Context customer. They will be no report yet , norto do to reach specifications). The importation process can start once the screens customer data in the solution.Once a development is accepted, the client signs for it. are validated since the db scheme is now fixed. The integrator can sell days of consultancy time and Workload for data importation is hard to estimate materials to help the client in the migration processAnnex to contract this is why the integrator sell the consultancy daysAfter the prototypes review, the client may want to in time and materials. Phase 3.4. The logical layer (1day/workflow )change some of the specifications to cope more closely Data importation can be done in parallel with thewith its needs. remaining implementation phases.In this case, the developer notes the request andinforms the PM that a change request has come. There are different methods to import your data into Open ERP:Then,  Through web-service interface Goal1. the PM design a solution, quote and plan.  Building a module with .XML or .CSV files The logical layer correspond to the implementation of2. once the client has signed the proposal, the with the content all business rules and logic.development of the interface starts.  Using an ETL The goals here are: ✔ Develop logic,Finally, the signed document is annexed to the initial ✔ Test all use casescontract. Whatever the technical solution choosed to import ✔ Test all buttons of the interface data, it is critical that the whole importation is done Responsible Developer & PM for testing final solutionInvoicing automatically using scripts, without any manual DeliverablesAs mentioned in contract template (see Phase 4), the operations. As there will be several intermediary • A working version is OpenERP that integrate allPM send two invoices every month to its client: import, the import process must be strictly defined. the business logic and computed fields• One invoice for fixed services and, • The project scope document properly• One invoice for time and materials. Responsible The client is responsible for data completed by the client import. ◦ each line in the column validate logic is signDeliverable A working version on OpenERP that has by the clientall screens adapted to the customer need. The designated agent (the clients project manager Phase 3.5. Reports (1-2 days / reports)Demonstration data are set. or someone else with a technical profile) had received a technical training on Open ERP. Copyright © 2010 Open Object Press - All rights reserved
  9. 9. The PM should be present during and after the delivery (see warranty) to At the end of this phases, everything will 2. Ask the client to validate each template assure a technical and a functional support. work. The next step will be validate with 3. Once a report is validated, start customers own data. development Deployment Options To deploy Open ERP in a company, several options are available to you:Context Deliverables • an SaaS (Software as a Service) or on Demand offer which includes theThe analysis has revealed the list of reports to adapt or • All the reports template equipment, the hosting, the maintenance and the support on a system configured to clients needs in advance,to develop (see document Project scope). During • The project scope document properly • an internal installation, that have managed by the IT services of thethis phase, new Open ERP reports will be completed by the client integrator,designed, developed, delivered and approved ◦ each line in the column validate report isby the client. sign by the client Deployment Procedure The deployment of a version of Open ERP is make Phase 3.6. Deployment & parametrization (6 weeks)Note: (i) There are two types of reports in OpenERP. easier when the server has been configured in theAny printable document like a sales order, a purchase production environment. The security of the data will Introductionorder, an invoice, etc. is a first type of report. then be a key element. Deployment is the process of putting a Open ERPStatistical reports (postgres sql object) are a When you’ve installed the server you should create at database into a production-ready state where it cansecond type. least two databases: be used by everyone for their daily work. You’d • a test or development database, in which the usually configure Open ERP and load data into it onGoals ✔ Produce appropriated template of reports users can test the system and familiarize themselves one development system, train staff on that or ✔ Get them approved by the client with it, another training system and deploy it onto a • a production database which will be the one production system that has better protection againstResponsible The developer used by the company in daily use. failure, better security and more performance. You should test the data module in the developmentDesign & development Goals ✔ Deliver product version and check that it doesn’t require any moreIt is appropriate to ask the client a copy of each • Test all cases manual adjustments. If the import runs correctly, itreport to be modified or add in Open ERP: • Make parametrization (security rules, shows that you’re ready to load data in the production• Reports from customers groups, …) database.• Reports or documents for internal use • Make each delivery validate by the client• Reports and documents to customers. ✔ Train end users You can use the Open ERP database backupThen, procedure at different stages of configuration (see1. Draw each report on a sheet Responsible PM Installation and Initial Setup). Then if you’ve made a Copyright © 2010 Open Object Press - All rights reserved
  10. 10. false step that you can’t recover from you can always Example of technical support: a customer developreturn to a prior state. Phase 4. AFTER SALES SERVICES a new accounting view in xml but made a syntax error involving the view does notSince your data describes much of your company’s Introduction appear properly.value, take particular care both when you need to Maintenance and support are critical for your longtransfer it (in backups and across your network) and term success. → Request processingwhen you’re managing the super-administrator pass- The support aims to ensure that end users get the A request comes to support via email or the phone. Itword. Make sure that the connection between a PC maximum productivity from their use of Open ERP is then transmit to the quality team for problemclient and the two servers is correctly secured. answering questions to the use of the system. characterization at a functional level. Two cases: The maintenance aims to ensure that the system • the problem is link to user misuse of theYou can configure Open ERP to use the HTTPS itself continues to function as required. It includes softwareprotocol, which provides security for data transfer system upgrades, which give you access to the ◦ a functional help is provided latest functionality available. ◦ imputation of the analytic account of clientYou could also use the PostgreSQL database directly • actual bugto backup and restore data on the server, depending Support Contract ◦ transmit the case to R&Don access rights and the availability of passwords for The Open ERP editor sell support contracts to its ◦ bug fixingthe server. partners. The partners can then sell their own ◦ no imputation. support contracts to their clients or ask the editor toEnd-users training take this in charge. Maintenance ContractThe training of end users can start when a The support contract is a fixed time contract; the The two true parts with the maintenance contract aredevelopement database is ready to use. amount of interventions is fixed in credits time (or the Open ERP editor and the final customer; the interventions units). integrator partner has a role of intermediary. However,Warranty The contract includes any request for a functional some partner integrates maintenace in their suppportIt will not work perfectly, directly ! During the next two - help or a technical help that is not bug fixing. contract.three months it is important to be present at clients Example of functional help: a customersite: parametrize mistakingly the sales flow of The maintenance contract is a fixed price contract; the• to assist end-users his company and the sales order status did cost and the period are fixed.• to react rapidly when troubles are detected in not evolved to a request status when The objective of this contract is to guarantee aproduction pressing validation button. perennial solution of the delivery to customersAfter 2 months, everyone will be happy ! It includes: Copyright © 2010 Open Object Press - All rights reserved
  11. 11. • Guarantee of version migration If you wish more informations on support and memento is accessible via the sub-menus:• Bug fixing maintenance contract, contact us at Partner/Commercial Training/ Annex.• Management of security alerts License Guarantee of migration . Once the yearly CONCLUSION Copyright © 2010 Open Object Press. All rights reserved.versions upgrade is available, the editor provide a You may take electronic copy of this work and distribute it if you dont change the content. You can also print a copy to be read by yourself only.system for automated migration. He also guaranties a The repetitive use of a same methodology helps to We have contracts with different publishers in different countries to sell and distribute paper or electronic based versions of this work (translated or not)unlimited technical support. improve the follow up of projects and to increase in bookstores. This helps to distribute and promote the Open ERP product. It speed of developements and quality of deliverables. also helps us to create incentives to pay contributors and authors with the royalties. Bug fixing. The maintenance contract Due to this, grants to translate, modify or sell this work are strictly forbidden, unless Open ERP ltd (representing Open Object Press) gives you a writtenincludes an unlimited guarantee for certified modules. The goal of the present memento is to give a authorization for this. general framework for OpenERP implementation in While every precaution has been taken in the preparation of this work, the publisher and the authors assume no responsibility for errors or omissions, or Management of security alerts . An alarm a package approach. for damages resulting from the use of the information contained herein. Published by Open Object Press, Grand Rosière, Belgiumsystem on possible problems of safety measures wasset up in order to hold our customers informed as soon The method described here is compatible only withas possible, and to provide a correction before the fault agile project management. Indeed the client isdoes become public. involved in all stages, with short decision cycles and high reactivity to clients feedback in order to reachFinally, the maintenance contract provides the a solution that fits the actual needs.opportunity for the end user to work live withthe Open ERP editor which will verify the Finally, the strenght and perennity of Open ERP isquality of the modules developed by the grounded on its community. So, if you wish to givepartner through a quality certification. us a feedback on this memento PLEASE send us your comments at http://edu.openerp.comBrochures:✎ Maintenance Important note: a PDF version of this✎ Support document with all its active links is available at . As a partner, you would have received a login and a password to our e-learning web-site. The Copyright © 2010 Open Object Press - All rights reserved