Erp Implementation Methodology Wkshp 2.0 120611

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John Paulson presents ERP Implementation methodology.

Erp Implementation Methodology Wkshp 2.0 120611

  1. 1. Columbia Technical Consulting, Inc. ERP Implementation Methodology How to succeed with your ERP implementationPresented by John Paulson, ERP Consultant & Project ManagerEmail: jpaulson@columbiatci.comPhone: 503-819-0190
  2. 2. John Paulson ERP Consultant and Project ManagerSince 1997, John has consulted on over 27 ERP engagements for some of the nations leadingcompanies. Founder of Columbia Technical Consulting, Inc., and JDE Resources Services,John has provided ERP solution services, consulting, project management, supply chainconsulting, operational assessments, and process and systems alignment and optimizationservices to organizations throughout the nation. .John’s expertise in ERP systems, supply chain consulting, and project management have beenrequested by, and provided to, national consulting firms as; Accenture, Ernst and Young, CapGemini, Delta Cubed, Panex Consulting, Premier Consulting, AMX International, FoothillsConsulting, 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. 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. 4. Why do Projects Fail? Columbia Technical Consulting Services, Inc. All Rights Reserved
  5. 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. 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. 7. Implementation Methodology Columbia Technical Consulting Services, Inc. All Rights Reserved
  8. 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. 9. ERP Implementation Approach 6 Steps Setup Piloting Integration Cutover Post Support Cont. ImprovementProject Functional Integration/ End User Post Follow ContinuousPlanning CRP Testing customization Training Implementation Improvement Methodology for ERP testing SupportSystem Data Migration System ImprovementsInstall Integrated CRP Cutover CustomizationBusiness Design and Stress Testing UserProcess Development Acceptance Data MigrationWorkshops Testing Procedures SystemApplication and PerformanceAnalysis and Documentation AssessmentDesignApplicationSetupProject TeamTraining Columbia Technical Consulting Services, Inc. All Rights Reserved
  10. 10. High Level Project View Project Management / Change Management Project Team Procedures End User Training and Documentation Training Project System Integrated SystemPlanning 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. 11. Project Organization Roles & Responsibilities Steering Committee:  Set project direction and maintain project oversight Steering  Communicates expectationsCommittee  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 leadershipManagemen  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 processesFunctional  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. 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 asCoach/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. 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. 14. Project Plan Columbia Technical Consulting Services, Inc. All Rights Reserved
  15. 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. 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 forPlanning 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. 17. Stage 1 – Set-Up Project Planning  TASKS  Detail Project Planning  PARTICIPANTS  Project manager, process owners, team leads, IT ProjectPlanning  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. 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 setupApplication 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. 19. Stage 1 – Set-Up Application Analysis and Design (cont.)  PARTICIPANTS  CTCI consultants, client functional leads, XXX Consulting Services PM, Client PMApplication Analysis  DELIVERABLES and Design  Preliminary design documentation  Setup documentation  Finalized Scope documentation Columbia Technical Consulting Services, Inc. All Rights Reserved
  20. 20. Stage 1 – Set-Up System Install  TASK  Plan for prototype environment installationSystem  Install SoftwareInstall  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. 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. 22. Stage 1 – Set-Up Application Setup  TASK  Create an empty Pilot environment (1st pass)  Enter ERP software application setupsApplication  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. 23. Stage 1 – Set-Up Project Team Training  TASKProject 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. 24. Stage 2 - Piloting  WHAT  Testing discrete transactions, Proceduresand Documentation inquiries, reports within each module  GOAL Functional Testing  90% of the business requirements configured, detailed processes defined Data Migration  DELIVER  Pilot test planCustomization 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. 25. Stage 2 – Piloting Procedures and Documentation  TASK  Deliver “Top Ten” template procedures  Complete desktop procedures Proceduresand Documentation  RESPONSIBILITIES  CTCI consultants  Client Functional Leads  DELIVERABLES  Desktop procedures  Quick Reference Cards Columbia Technical Consulting Services, Inc. All Rights Reserved
  26. 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. 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 DataMigration  Client MIS personnel  CTCI consultants  Client functional leads  DELIVERABLES  Migration Plan  Conversion plan Columbia Technical Consulting Services, Inc. All Rights Reserved
  28. 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  SignoffCustomization Design RESPONSIBILITY and Development  Consultants, Client DELIVERABLES  Functional specifications  Program specifications  Completed customization Columbia Technical Consulting Services, Inc. All Rights Reserved
  29. 29. Stage 3 - Integration  WHATIntegration / 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. 30. Stage 3 – Integration Integration/Conversion Testing  Task  Develop acceptance criteria at ProjectIntegration / 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. 31. Stage 3 – Integration Conference Room Pilot  Task  Deliver pilot plan templates and pilot concepts to client functional leads  Approve pilot planConference 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. 32. Stage 3 – Integration Stress Testing  Task  Hardware response time  Database throughput  Network traffic and performance  Application response timeStress Testing  Responsibilities  Client MIS personnel  Client functional lead  CTCI consultants  Deliverables  Completed stress tests Columbia Technical Consulting Services, Inc. All Rights Reserved
  33. 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 personnelMigration  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. 34. Stage 3 – Integration System Performance and Assessment  TASK  Review stress test results  Analyze breaking points  Re-test  RESPONSIBILITIES  Client MIS  CTCI ConsultantsSystem Performance  DELIVERABLES and Assessment  System analysis report  System design Columbia Technical Consulting Services, Inc. All Rights Reserved
  35. 35. Stage 4 - Cutover  WHATEnd User  Full business simulationTraining  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. 36. Stage 4 – Cutover End User Training  TASKEnd User  Develop “Go Live” planTraining  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. 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. 38. Stage 4 – Cutover Cutover  TASK  Develop schedule  Develop a contingency plan  Process final conversionsCutover Go Live  RESPONSIBILITY  Client Project Manager, CTCI Project Manager  DELIVERABLES  Go Live cutover schedule Columbia Technical Consulting Services, Inc. All Rights Reserved
  39. 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 consultantsLive  DELIVERABLES  Go Live  Final documentation Columbia Technical Consulting Services, Inc. All Rights Reserved
  40. 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 daysLive  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. 41. Stage 6 – Continuous Improvement Define Monitor Plan Continuous Implement Improvement Analyze Measure Develop Test Columbia Technical Consulting Services, Inc. All Rights Reserved
  42. 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. 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. 44. ERP Implementation Case Studies Columbia Technical Consulting Services, Inc. All Rights Reserved
  45. 45. Questions ? Columbia Technical Consulting Services, Inc. All Rights Reserved
  46. 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 initiativeFor 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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