Software selection and implementation in the real world

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Nigel Drewek, Managing Director, Drewek.com

A comprehensive case study on: classic v pragmatic selection methodologies; integration issues; hosting and cloud computing; security; successful project management and ensuring the best value.

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Software selection and implementation in the real world

  1. 1. Software Selection & Implementation In The Real World Nigel Drewek 14th October 2009
  2. 2. 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
  3. 3. 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
  4. 4. 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
  5. 5. 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
  6. 6. 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
  7. 7. 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
  8. 8. 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
  9. 9. 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
  10. 10. 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
  11. 11. 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
  12. 12. 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
  13. 13. 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
  14. 14. Creating the RFP Software Selection & Implementation In The Real World
  15. 15. 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
  16. 16. 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
  17. 17. 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
  18. 18. 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
  19. 19. 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
  20. 20. 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
  21. 21. Vendor presentations Half day presentations arranged for the 3 vendors Software Selection & Implementation In The Real World
  22. 22. 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
  23. 23. 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
  24. 24. 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
  25. 25. 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
  26. 26. The “Cloud” Exploding the “Cloud Computing Myth” Software Selection & Implementation In The Real World
  27. 27. 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
  28. 28. 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
  29. 29. 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
  30. 30. 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
  31. 31. 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
  32. 32. 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
  33. 33. 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
  34. 34. 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
  35. 35. 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
  36. 36. 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
  37. 37. Timeline Software Selection & Implementation In The Real World
  38. 38. 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
  39. 39. Software Selection & Implementation In The Real World Thank you !

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