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How to Scope Your ERP or CRM Project


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So many of our customers are telling us that they are ready to take advantage of modern ERP and CRM technology and make a change in their business. We thought we would share our best practices and resources for success with you in a free webinar series designed to enhance your knowledge of how to guide your company through such a transition. In six 30-minute webinars, you will gain an understanding of the steps needed to get ready to move to a new ERP and get access to the resources that you can use throughout the process.

Today's class was "How to Scope Your Project." Once you have determined that you have a solid business case for a system transition, defining the Project Scope is your next step. Scope is essentially the steps that help you define what work needs to be done to get the project accomplished. A project scope is a document that outlines the items that will be addressed in the implementation of a new system - it is a link between the Evaluation stage and the Implementation stage.

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How to Scope Your ERP or CRM Project

  1. 1. Are You Ready for Replatforming? Webinar 3: How to Scope Your Project
  2. 2. Agenda Recap: What is Replatforming? What is a Project Scope? Why is a Project Scope important? What are the Steps involved in creating a Scope? Who should be involved in creating a Scope? Next Steps and resources for today
  3. 3. Introductions Alicia Anderson Strategic Marketing Atlanta, GA-based 19 years in ERP/CRM sales, service and marketing
  4. 4. Moving to automation for the first time. Transitioning to a new system. Upgrading an existing system. What is replatforming? This series is designed to give you the tools and knowledge needed to make ERP/CRM transition smooth and minimize risk. Industry analyst Mint Jutras reports that 73% of surveyed companies said that “management driven change was requiring moderate to substantial ERP change”
  5. 5. Series Introduction – May 7 How to Build a Business Case – June 4 How to Scope Your Project – TODAY How to Evaluate Solutions and Build Your Evaluation Committee - Wednesday, August 6 Cloud vs. On-Premise - Wednesday, September 3 Know Your Payment Options - Wednesday, September 24 The Series
  6. 6. Scope Your Project 2
  7. 7. A link between Evaluation and Implementation Defines the objectives of the project What is a Project Scope? A project scope is a document that outlines the items that will be addressed in the implementation of a new system.
  8. 8. Why is Project Scope important? Project scope is one of the biggest ERP project risk factors! According to one recent report, more than 29% of ERP implementations fail to achieve even half the planned business benefits.
  9. 9. 1. Define the Scope Owner and Team 2. Collect requirements 3. Prioritize the requirements 4. Define a change control process 5. Define the desired tasks 6. Validate with stakeholders and Executive sponsor 7. Manage the scope ongoing! What are the steps in creating a Project Scope? Steps are….
  10. 10. The Test Case Acme Distribution Company Mid-sized wholesaler Expanding into global markets Using legacy systems and siloed spreadsheets Growing organically Let’s walk through building a project scope document for a sample company to help illustrate how this will benefit your company
  11. 11. Project Manager and Document Owner 1. Define the Scope Owner and Project Team Strong project management skills Knowledge of the business AND technology Works well with the Stakeholders Flexible, disciplined Bill Williams, IT Manager
  12. 12. Other Stakeholders Joe Jones, Controller Bob Robinson, COOJane Smith, Operations Manager Define which business processes will be included in the project. Go back to the Goals and Objectives in the Business Case Doc. What is the role of project team members?
  13. 13. 2. Collecting and Prioritizing Requirements All impacted team members should be involved!
  14. 14. Ask questions within the context of the business processes that are included in the project Not “What functionality do you want?” – rather, “What problem are you trying to solve?” What do you have NOW that you can’t live without? Not making decisions at this point! Idea: Start with reports needed and work backwards Requirements Interviews Project leaders need to conduct interviews of impacted teams to help determine the steps to include in the project scope.
  15. 15. Determined by the Project Team Nice-to-haves vs. Must-haves Questions to ask: What are the consequences to the business objectives if this requirement were omitted? What business risk is being introduced if a particular requirement cannot be implemented right away? 3. Prioritize the Requirements All projects have limited resources. Prioritizing the requirements provided by the interviews ensures the most critical requirements that most closely relate to project goals are completed.
  16. 16. Changes in scope aren’t always large, an accumulation of small changes is often riskier Implement a change control process for all changes: large and small 4. Define a Change Control Process Changes to scope are inevitable. Having a process for managing it minimizes risk and keeps the project on track.
  17. 17. Blue R=0 G=56 B=117 Green R=0 G=171 B=103 Capture • Determine issue • Log with priority Examine • Assign resources to review • Assess impact on project & business Propose • Identify & evaluate options • Propose options Decide • Review options • Escalate, approve, reject, amend Implement • Update logs • Assign resources • Implement solutions Change control log, issue register Change Control Process
  18. 18. Scope Checklist Include Owner Include Status Template available for download. Use a tool: Excel Smartsheet Google Docs 5. Define the Desired Tasks Once you have identified the requirements, the team can begin to define the tasks that need to be completed.
  19. 19. With Project Team With Executive Sponsor With Executive Team Gain approvals Formalize acceptance 6. Validate the Project Scope Confirm the defined tasks are consistent with the project goals.
  20. 20. Controls the execution of the project. Performance is measured regularly to identify variances from the project management plan. Managing resources (time, staff, dollars) according to plan Status of activities – complete, incomplete, at risk Managing change control 7. Manage the Scope Ongoing Ongoing monitoring means observing project execution so that potential problems can be identified in a timely manner and corrective action can be taken
  21. 21. A blueprint for your project An understanding of what will be included and what NOT will be included A tool for managing change requests A tool for creating a realistic timeline for the project A Completed Project Scope will give you…
  22. 22. Audience Poll
  23. 23. Resources for today’s class Available on our blog at Project Scope Document Template Copy of this presentation Resources from previous classes
  24. 24. Next Classes… How to Evaluate Solutions and Build Your Evaluation Committee Wednesday, Aug 6 Cloud vs. On-Premise Wednesday, Sept 3 Know Your Payment Options Wednesday, Sept 24 Sign up here: orm-webinars