The document discusses various strategies and phases for implementing enterprise systems, emphasizing the importance of project planning, application exploration, system design, testing, and activation. It contrasts two main approaches: full blown and staggered, detailing pros and cons of each, and highlighting the need for thorough planning and risk management. Key points also include avoiding customizations, the objectives of system testing, and the responsibilities of different roles during the implementation process.

1. Enterprise System
Implementation Strategies
and Phases
July 27, 2012

2. Housekeeping
Phones are muted
Use the question block for
questions
Copy of presentation
available upon request

3. About Your Presenter
• Sr. VP KeyedIn Solutions Consulting Group
– Helping companies align their business and technology
– Focus on people, process, and then the technology
– Subject matter expert on business process management
– On-going research into next generation of technology for
enterprise systems
• 25 years experience in enterprise systems
– USAF Research Project (1985)
– Founder of enterprise quality software company (1988)
• Trusted advisor to global organizations, government
agencies, and professional groups
http://www.linkedin.com/in/johncachat

4. Thought for the Day
“The value of an
idea lies in the
using of it.”
Thomas Alva Edison
4

5. Driving from Point A to Point B
• Wrong directions guarantee poor results
• GPS provides the plan
• Then stuff happens
– Construction
– Traffic
– Accident
• Adjust and arrive
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6. Today’s Discussion
• Implementation Strategies
– Full blown
– Staggered or Phased
• Implementation Phases
– Project planning
– Application exploration
– System design
– System testing
– System activation – “go live”

7. Full Blown Approach
Everything, everywhere, at the same time
Pros Cons
Less integrations with legacy system Lesson learned can not be transferred
need to be developed to other sites
Can eliminate legacy system Short term, more intensive consultant
maintenance fees faster support and therefore more expensive
More room for failure – too many
moving parts
Requires strong project management
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8. Staggered or Phased Approach
Different stuff, at different sites (departments), at
different times
Pros Cons
Less consultant intensive Temporary interfaces may have to be
built
Problem areas can be separated out
Have to pay maintenance on legacy
Internal employees may be able to take systems for a long period of time
over in later phases
Less room for failure
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9. Implementation Strategies
• Which approach is best?
• It is probably better to win a
series of battles then risk losing
the war!
• Which has the highest probability
of success?
• How much can your company
absorb at one time?
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10. Implementation Phases
• Transition from legacy to new system
– Project planning
– Application exploration
– System design
– System testing
– System activation – “go live”
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11. Project Planning
• First we have to figure out
what we are going to do
before we figure out how we
are going to do it
• Magnitude, duration, and cost
• Resources
• Risk Management
• IT IS NOT GANTT CHARTS!
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12. Project Planning
• Living documents
• Communication tools
– Issue Management
– Status Reporting
• Take the time to do it right
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13. Application Exploration
• Users and consultants sit down in front of the
app and explore the functionality
• Use training or demo data – do not use an
empty version
• Goal is to get end users familiar with the system,
how to navigate, and understand the options
available
• Objective is to get the end users more
knowledgeable so that they can ask better
questions
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14. Application Exploration Objectives
• Begin the process of
knowledge transfer from
consultant to end user
• Identify gaps
• Explore different
configurations / set up options
• Discuss in and out of scope
concerns
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15. System Design
• Configure the system
• Organizational structure
• Reporting
• Security
• Key files (customer, employee, supplier, etc)
• Avoid overthinking and cumbersome setups
• Use best practices
• Avoid customizations
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16. Customization
• Avoid at all costs, really – stay vanilla
• Customization is not configuration
Customization – Bad Configuration - OK
• Changing source code • OEM tools that change screens
• Changing data structures • Workflow engines
• Changing business rules / triggers • Report Writers (be careful)
• Changing batch programs
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17. The KeyedIn Approach
• Use the software “as is out of the box”
• Use BPM to develop specific solutions for your
specific needs
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18. System Design Objectives
• Continue the knowledge transfer
starting with application exploration
• Establish the framework for the
system
• Finalize and document the
customer’s desired system
configuration
• Setup the initial security
configuration
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19. Types Of System Testing
Type Description
Parallel Testing Users test an entire process, like running payroll, and
compare to results from legacy system
Stress testing Users “pound” the system – number of users, response
time, running reports
System integration Users test the entire process – from start to finish, across
testing integration point3
Unit Testing Users test specific scenarios – not the entire process –
make sure this thing works
User acceptance Users follow specific test scripts – a comprehensive set of
testing (UAT) instructions to verify system does what it is intended to
do
Note: System testing versus system validation
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20. System Testing Objectives
• Discover, document, and resolve any design,
data, processing or application issues
• Refine system configuration as required
• Test customizations
• Continue knowledge transfer and make end
users comfortable with their roles
• Identify and resolve resource issues
• Clarify go-live training needs
• Refine the initial security matrix
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21. System Activation – “Go Live”
• Assuming the new system is
– Configured properly
– Tested
– People are ready
– Processes are documented
• Cutover
• Go-Live
• Retire / shutdown legacy system
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22. The Group Responsibly Matrix
Roles in the System Implementation
Project Application System System System
Planning Exploration Design Testing Activation
Sr. HIGH Low Low Low HIGH
Management
Project HIGH Medium Low Low HIGH
Managers
End Users Low HIGH HIGH HIGH HIGH
Internal Medium Low Medium HIGH HIGH
Technical
Resources
Consultants Medium HIGH HIGH HIGH HIGH
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23. Red Flags
• 400 line project plan with no
resources
• No full time Project Manager or
process
• Corner office is dictating how the
system should be configured
• No risk analysis performed
• Employees do not understand
why this is being done
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24. Things to Remember….
• Spend time on planning
• Allow for changes / updates
• Celebrate the go live event
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25. About KeyedIn Consulting Group
Experts providing solutions to specific problems
– Business and IT Alignment
– People and Process Alignment
– Enterprise Software Selection
– Project Rescue
– Project Management & PMO Managed Services
25

26. Follow KeyedIn
Corporate Website: www.keyedin.com
www.twitter.com/keyedinsolution
www.linkedin.com/company/2434133?trk=tyah
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27. Free Whitepapers
Download
@
www.keyedin.com
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28. Upcoming Webinars
7/27/12 Enterprise System Implementation Strategies and Phases
7/31/12 Project Teams: People Issues, Roles and Responsibilities
Register at
www.keyedin.com
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29. Questions & Answers
Q A &
Copy of Presentation Future Webinars
Contact:
Shelly Bird Visit:
sbird@keyedin.com www.keyedin.com
952-835-1041 ext.163