The document outlines the data preparation process for deploying the Miro system at Ovarpack, Portugal. It discusses the importance of data preparation, the need for a clear process, and the current status of preparation activities. Key steps include identifying templates, mapping data, user training, and ongoing progress tracking using a data preparation log tool. Priorities have been set for different business areas. While preparation is underway for some areas like item master cleansing, more work is still needed in finance and providing user support to complete the process successfully.

1. The Data Preparation Process Diego Lépore, 7 th July 2010

2. Table of Contents The importance of Data Preparation Phase in Miro Deployment The need for a well defined Data Preparation Process Data Preparation Process for Miro in Ovarpack, Portugal Data Preparation Process Management Tools Last 3 weeks progress Present Status Next Steps Appendix A: Ancillary Processes

3. 1. The importance of Data Preparation The Data Preparation phase is a crucial set of activities that must take place in order to deploy Miro/E1 successfully. The quality of the output for this process will be the foundations – not only for the success of the project deployment but also - for the new working environment and performance we can achieve after we arrive to the “business as usual” phase. Data Preparation includes: Acknowledgement of new information requires for E1. Data Mapping, which means to confirm if we have and where we have the information needed by Miro/E1. Also to identify the GAP. Data Cleanse Set Up: Create the necessary tools and provide the resources to fill the GAP, and to support user data cleansing. Data Cleansing: to assure competition, readiness and accuracy of the data to be migrated to the new system.

4. 2. The need for a clear Data Preparation Process The set of activities involved in Data Preparation must not be underestimated. The are a lot of activities involved and some of these are complex, heavy and we need to manage these closely. A considerable amount of resources, attention and follow-up will be needed from the several actors involved in the process. The business must assure resources. The users that will execute the cleansing will be required of a lot of time, effort and attention. Miro management team will need to assure proper explanation and guidance to the users as well as progress reporting to Local and Divisional Management. Miro experts will need to execute training in data preparation and optimize their agendas. Local leadership team must have organized procedures to follow data cleansing progress and assure the quality of data they will sign off. Local Management, the business, super-users, Data preparation champions, and Miro Team need a space and tools to negotiate and agree resource allocation, deadlines, progress, etc.

5. 3. Data Preparation Process for Miro Portugal Confirm and get template Train / Explain Template Map, Identify Gap & Prepare User Training + Kick-Off Effort + Time Analysis Agreement Define users and responsible for each DP activity Continuous progress control + analysis Confirm concrete data preparation activities Agree priorities per business area with process experts

6. 4. Data Preparation Process Management Tools

7. 4. Data Preparation Management Tools (cont…) We have created the “MIRO Data Preparation Log” to satisfy the need for a single, simple tool that can guide us through every step, task and activity involved in Data Preparation. Filling the required information, following the order, and updating the spreadsheet will guide us on the process for managing Data Preparation in all aspects related to it. This includes: Definitions: Users, Responsibles, Templates, etc. Set Priorities. Progress: Template available, mapping done, ready for cleansing, etc. Measuring, estimating effort & timeframes. Negotiating resources. To agree deadlines. Calculate costs. Report exact priorities. Following the Data Preparation Process, based on this tool, assures us to be in the correct path for Miro Deployment.

8. 5. Progress achieved during the past three weeks Process and Tools in place for Data Preparation. Managed to do progress on template and activity definitions, setting priorities and achieving the minimum basic information to leave everything set up for data cleansing and introductive training the users. Travelled to UK and Pravia to meet Miro Experts and other resources. Priorities in place for each business stream. Data Preparation Status: Operations: Item Master started cleansing. Time x line measured and agreed. Resource assignation to be agreed. Sales: Address Book & Customer Master already mapped and preparation for cleansing on place by the end of this week. Purchasing: Address Book training received, mapping done, getting ready for training the users in cleansing. Finance: Briefing’s done, CoA xRef explained. Mapping to be done, meeting scheduled. Data Preparation Log population ongoing.

9. 6. Present Status Data Preparation in-progress Templates identified. Some training achieved (not enough) Formal Process in place. Item Master in cleansing phase. Other main DP activities to start by next week. Data preparation team coordinated: DP Champion, Miro experts, Pravia team support (Miro, IT, others), regular conf. Calls, etc. Ready for more intensive Miro Training. Org Re-design in progress and resources gap being reduced. Translation of User Menus done. UDCs on-going. User manuals pending. Local Expert Support sourced with InnerJoin Consulting. Technical aspects of localization package approved. ABC Analysis completed. Warehouse action plan on-going. New schedule to be confirmed by Miro Team.

10. 7. Next Steps Main concern must still be to focus on Data Preparation. Follow the standard data-prep procedure in place, continuing to be supported by the tool (Data Migration Log). Continue with priorities per business stream (Item Master, Address Book, Chart of Accounts, Customer Master, UoMs). Besides the permanent support from Miro process experts, we still need support from Miro Team in terms assigning some resources for Ovarpack’s implementation. Miro Expert training and support to users in Data Cleansing, as well as continuing to validate progress achieved. Based on the Tool, agree resource allocation and time frames. Support our data-prep champion Ricardo Ferreira with the proper project management role. This must not belong to local management, but to Miro. More effort needed in Finance area where we need more progress to neutralize the risk of future GAP identification. Wait for new Miro Schedule. Risk Log to be priorized more and risk-neutralization driven actions to be confirmed.

11. Appendix A: Ancilliary Processes Progress Check Process Who: Miro PM, DP Champion, DP Responsibles, DP Users. What: Check progress in cleansing. Report/Identify deviations. When: Weekly meeting, 30-60 minutes. How: DP Log is reviewed, promised lines for the week and actual. Output: OK, or list of actions (change duration of line, more resources, help for user data-entry, others) Cleansing User Support Process Who: DP Champion + Miro PM. What: Check user’s cleansing performance. When: Weekly. Random. How: Check by visiting the users desk, while cleansing. Talk with the user. Observe & try to identify where most time and effort is concentrated. Output: Concrete actions: Create a combo-box, shortcut to UDC lists, others. Accuracy Check Process (for sign-off) Who: DP Responsibles. What: Check data cleansing accuracy before sign-off. Controlling on time. When: Weekly, Fortnightly. How: Randomly select 10% of the lines cleansed and check the accuracy and quality of data entry on every field. Output: Corrective actions

12. The End – Questions? Diego Lépore Regional IT Manager South America Linpac Packaging [email_address]