The document outlines the project preparation and planning process for implementing new CRM and ERP systems, including forming project teams, drafting plans and documentation, procuring vendors, and designing "as-is" and "to-be" business processes for finance, supply chain management, and HR modules. It also describes subsequent phases for system design, testing, data migration, user acceptance testing, and project go-live. A sample risk register is included to manage potential risks to the project.

1. IIjaz Haider Malik Prince2 ®
Project Manager (CRM & ERP) weboriez@hotmail.com 9251-3335690567
Copy right®2013-2016
1.0 Project Preparation
Project Initiation
Initial Team formation
Initial Draft
Prepare Scope of Work
Prepare Feasibility Report for Management
Prepare Request for Proposal - RFP
Steering Committee Formation by top management
Procurement Process Initiation
Arrange Project Budget
Float Request for Proposal - RFP
Formation of Technical Evaluation Committee Chain Management - Committee - TEC
Formation of Financial Evaluation Committee Chain Management - Committee - FEC
Technical Evaluations - Demos , discussions, queries
Financial Evaluations - Negotiations
Finalize the Vendor
Issue LOI - Letter of Intent
Issue Purchase Order
Prepare Detail Project Plan along with vendor
Approval from Steering Committee
PMO Related Tasks
Arrange OPerational EXpenditure Budget (OPEX)
Workstations / Laptops for Project Team
File Server for Project Documentation
High Speed Printers
Access to Conference / Meeting Rooms
Landline / Cell Phones

2. Fax machine
Multimedia
Stationary supplies (white-boards, Printer paper etc)
Connectivity - Intranet and Internet
Project Kick -Off Presentations
Project Team Kick-off Presentation to Steering Committee
Approval - Sign Off
Project Organization
Define project team Organization and roles
Assign people to roles
Approval of Project Org. Chart from Management
Project Charter
Create & Issue Project Charter
Review Project Charter
Update Project Charter
Approval from Steering Committee Chain Management - Committee
Detailed Project Planning Documents
Company's Strategic objectives and business needs document
Create and circulate Strategy and Business needs document
Review Strategy and Business needs Document
Update Strategy and Business needs Document
Sign-off Strategic Objectives and business needs document
Project Scope & Phases document
Create and circulate details
Review Detailed Scope Document
Update Scope Document
Sign-off Project scope & Phases Documents
Risk Management Plan
Create and circulate Risk Management Plan - RMP
Review RMP

3. Update RMP
Deliverable: Sign-off Risk Management Plan
Communication Plan
Create and circulate communication Plan
Review communication Plan
Update communication Plan
Deliverable: Sign-off Plan
Procurement Plan
Create and circulate Project Procurement Plan as per Purchase Order
Review Procurement Plan
Update Procurement Plan
Deliverable: Sign-off Procurement Plan
Resource & Staffing Plan
Finalize Resource & Staffing Plan
Review Resource & Staffing Plan
Update Resource & Staffing Plan
Deliverable: Sign-off Resource & Staffing Plan
Training Plan
Create and circulate Training Plan
Review Training Plan
Update Training Plan
Deliverable: Sign-off Training Plan
Change Management Plan
Create and circulate Change Management Plan
Review Change Management Plan
Update Change Management Plan
Deliverable: Sign-off Change Management Plan
User Acceptance Testing - UAT Plan
Create and circulate UAT Plan
Review UAT Plan

4. Update UAT Plan
Deliverable: Sign-off UAT Plan
Data Migration Plan
Create and circulate Data Migration Plan
Review Data Migration Plan
Update Data Migration Plan
Deliverable: Sign-off Data Migration Plan
Disaster Recovery Plan
Create and circulate Disaster Recovery Plan
Review Disaster Recovery Plan
Update Disaster Recovery Plan
Deliverable: Sign-off Disaster Recovery Plan
Project Quality Management Strategy
Create and circulate Quality Management Plan
Review Quality Management Plan
Update Quality Management Plan
Deliverable: Sign-off Quality Management Plan
Project Planning Documents
Solution Overview Workshops - Vendors' to <COMPANY NAME>
Work Shop for Finance Management
Work Shop for Supply Chain Management
Work Shop for HR management
Work Shop for Module? (any other)
Setup Initial Technical Infrastructure
Kick-off / Interim Servers for Solution Manager and Development Server(s) from Vendors
Set Up Project Team - File Server (for Documentation etc.)
Confirm Server Configuration & OS installation
Create Directory Structure
Complete all initial User / Security / Administrative (Backup schedule, Print Spool setup etc.)
Configure User Access for Project Team

5. Set Up Interim Solution for Issues Tracking
Confirm Hardware and Installation of Operating System
Install Software
Finalize Installation (Patches. etc.)
Complete all initial Basis settings (Clients, Backup schedule, spooler etc.)
Place Server in the data Centre and confirm connectivity to Project office
Configure User Access for Vendors' Project Team
Set Up Interim Development Server
Confirm Hardware Installation & OS installation
Install Solution software
Verify Installation (Patches etc.)
Complete all initial Basis settings (Clients, Backup schedule, spooler etc.)
Place Server in the data Centre and confirm connectivity to Project office
Configure User Access for Vendors' Project Team
Project File Server
Perform Quality Review
Implement Project Prep. Phase Quality Procedures
Follow-up on Quality Review Committee
2.0 Define Phase
Finance Module
AS IS Process Documentation
Identify the required Process Owners (stakeholders), Power users
Org. Structure / hierarchy (current)
General Ledger
Chart of accounts
Accounting Transactions
Cost and profit centers
Transfer of balances
Budget and planning
Consolidation of Budgetary estimates and comparison with actual

6. Budgetary definitions, transactions and exceptions
Transfer of budgets
Cash management
Cost & Regulatory Accounts
Debt Management
Asset Management
Transfer of Assets and Change of Ownership
Revenues
Define Revenue Types, Divisions, Frequencies etc.
Management of Revenues/Payments/Collection
Define and Accept Different methods of payments
Integration with other System
Receivables
Configuration of accounting rules for receivable management
Multiple segments of customers (Services, business types etc.)
Handling of receipts for split and consolidate invoices
Acceptance of application of receipts
Payables
Attachment of electronic documents with invoices
Multiple payment Methods
Selection of payment vouchers for payments
Online facility to employees
Ability to hold, split and consolidate payments
Integrated with other subsystems
Corporate Finance
Financial analysis of loans and other borrowings
Financial analysis of Contracts
Data Analysis & Reporting
Basic and General reporting(Summary, detail, any period, day)
Accounting and Financial reports

7. Comparative Statements(Parameters)
Consolidate AS IS Process Flow Charts
Document AS IS Process Flows
Conduct Internal QA Review
Conduct Review by Process Owners
Obtain Process Owner Signoff
Agreed AS IS Processes Document
TO BE Process Design
General Ledger
Accounts Receivable
Accounts Payable
Bank Accounting
Cost Centre Accounting
Profit Centre Accounting
Data Migration / Conversion from Legacy System
Interfaces & other custom developments
Technical Compliance verification & outstanding issues
Executive Management Review & Sign Off
Collate & Distribute Finance Module BBP documents to Executive Management
Presentation for Finance Module BBP's to Executive Management
Executive Management (Finance Module) Review
Sign off Business Blueprint/SRS
Agreed Business Blueprint/SRS for Finance Module
Supply Chain Management - SCM (Procurement & Materials)
AS IS Process Documentation
Analyze AS IS Processes
Existing Organizational Structure
Existing Master data ( Material & Vendor )
AS-IS Procurement Processes of Local Purchases
AS-IS Procurement Processes of Import Purchases

8. AS-IS Procurement Processes of External Services
AS-IS Procurement Processes of Customer Services
AS-IS Inventory Management Processes
Goods Issuance – GIV
Goods Receipt – GRN
Goods Transfer – GTN
Material Request –MRF
Goods Returns Process
Physical Stock Counting
TO BE Process Design
Procurement
Inventory Management & Warehouse Management
Data Migration / Conversion from Legacy System
Technical Compliance verification & outstanding issues
Executive Management Review & Sign Off
AS-IS HR Management
AS IS Process Documentation
Analyze AS IS Process
Over all Organizational structure
Names of all departments and divisions.
Respective Positions of all departments.
Process of creating a new department and position
Roles/responsibilities of positions
Meeting for Employee Master Data
AS-IS PERSONNEL ADMINISTRATION Processes of Hiring and Retirement (Leaving)
Process of hiring an employee and the details maintained in the system.
Process of transfer an employee from one department to another.
Process for contracting employees, renewing contracts etc.
Process of firing employee, resignation, retirement.
Pay Structure

9. Allowances
Deductions
Gratuity
Pension Scheme
All grades, type and category.
Process of allocation and management of assets i.e. vehicle, house and phone lines to
employee.
Process of recording, authorizing official tours, disbursement of expenses Cash, cheque and
payroll.
AS-IS PERSONNEL ADMINISTRATION of Employee administration issues
Process for dealing with disciplinary and grievance cases.
Process of drafting, authorizing and posting of notices to employees
Process and policy of PF setup, calculation, adjustment etc.
Appraisal Process & Promotions
Career Planning
Succession Planning
Compensation Planning
Budgeting
Medical - External Services
Internal Services ( <COMPANY NAME>'s Medical Centers)
Medical - Re-imbursements
AS-IS Training & Event Management
Internal Training ( Training Colleges )
Masters, short courses and Scholarships
Training development
TO BE Process Design
Global Settings
Personnel Administration
Organizational Management
Personnel Time Management
Payroll Processing
Closing Process

10. Data Migration / Conversion from Legacy System
Technical Compliance verification & outstanding issues
<COMPANY NAME> Executive Management Review & Sign Off
Develop UAT Plan
Finance Module
Develop UAT Plan for Finance Module
Develop / Refine Test scripts for Finance Module
UAT Test Plan for Finance Module
UAT Scripts for Finance Module
Supply Chain Management - SCM
Develop UAT Plan for Supply Chain Management - SCM
Develop / Refine Test scripts for Supply Chain Management - SCM
UAT Test Plan for Supply Chain Management - SCM
UAT Scripts for Supply Chain Management - SCM
HR Management
Develop UAT Plan for HR Management
Develop / Refine Test scripts for HR Management
UAT Test Plan for HR Management
UAT Scripts for HR Management
Prepare for Final Prep Phase
Refine Project Schedule for Final Prep. Phase
Verify Resource Requirements for Final Prep. Phase
Refine Q-Gate parameters for Final Prep. Phase
Perform Quality Review
Implement Blueprint/SRS Phase Quality Procedures (Quality Gate #3)
Follow-up on Quality Review Committee Chain Management - SCM
3.0 Design Phase
Finance Module
Master Data Configuration
Interfaces Configuration

11. Processes Configuration
Workflows
Customized Reports
Supply Chain Management - SCM
Master Data Configuration
Interfaces Configuration
Processes Configuration
Workflows
Customized Reports
HR Management
Master Data Configuration
Interfaces Configuration
Processes Configuration
Workflows
Customized Reports
4.0
Testing
Finance Module
Master Data Configuration
Interfaces Configuration
Processes Configuration
Workflows
Customized Reports
Supply Chain Management - SCM
Master Data Configuration
Interfaces Configuration
Processes Configuration
Workflows
Customized Reports
HR Management

12. Master Data Configuration
Interfaces Configuration
Processes Configuration
Workflows
Customized Reports
Cross Modular Testing
Interfaces
Processes
Workflows
Reports
5.0 Final Preparation
Final Perp. Phase Kick-off Meeting
6.0 User Acceptance Testing
Finance Module
Conduct User Acceptance Testing
Conduct Orientation of <COMPANY NAME> Testing Team
Conduct UAT
Resolve Issues
Finalize System
Sign off UAT
Supply Chain Management - SCM
Conduct User Acceptance Testing
Conduct Orientation of <COMPANY NAME> Testing Team
Conduct UAT
Resolve Issues
Finalize System
Sign off UAT
HR Management
Conduct User Acceptance Testing
Conduct Orientation of <COMPANY NAME> Testing Team

13. Conduct UAT
Resolve Issues
Finalize System
Sign off UAT
7.0 ETL - Data Extract Transform Load
Finance Module
Accounts Receivable (Open Items)
Accounts Payable (Chqs, $$)
Asset Management
Supply Chain Management - SCM
Inventory Balances
Open Purchase Requisition, Material Requests , Purchase Orders, GRN, GIV
Current Contracts
HR Management
Employee Personnel Data
Salary & Loans Data
Leaves Data
8.0 ETL User Acceptance
Finance Module
Preparation for Data Conversion Testing
Conduct Data Conversion Acceptance Testing
Sign off Data Conversion Acceptance Testing
Supply Chain Management - SCM
Preparation for Data Conversion Testing
Conduct Data Conversion Acceptance Testing
Sign off Data Conversion Acceptance Testing
HR Management
Preparation for Data Conversion Testing
Conduct Data Conversion Acceptance Testing

14. Sign off Data Conversion Acceptance Testing
9.0 Cutover Planning
Finance Module
Prepare Cutover Plan for Finance Module
Refine Cutover Plan
Finance Module Cutover Plan
Supply Chain Management - SCM
Prepare Cutover Plan for Supply Chain Management - SCM
Refine Cutover Plan for Supply Chain Management - SCM
Supply Chain Management - SCM Cutover Plan
HR Management
Prepare Cutover Plan for HR Management (Including Payroll)
Refine Cutover Plan for HR Management
HR Management Cutover Plan
Payroll Cutover Plan
Perform Quality Review
Implement Blueprint/SRS Phase Quality Procedures (Quality Gate #4)
Follow-up on Quality Review Committee Chain Management - SCM
10.0 Go Live / Cutover
Finance Module
Finance Module - GO / NO Decision
Execute Finance Module Cutover Plan
Supply Chain Management - SCM
Supply Chain Management - SCM - GO / NO Decision
Execute Supply Chain Management - SCM Cutover Plan
HR Management
HR - GO / NO Decision
Execute HR Cutover Plan
Go Live Support
Go Live Support Plan for Finance Module

15. Go Live Support Plan for Supply Chain Management - SCM
Go Live Support Plan for HR Management
Project Phase Closure
Close Phase

16. SAMPLE RISK REGISTER
S# Date Initiated by Sample Risks Sample Mitigation
Sponsorship from Steering Committee
1 1/1/2013 Ijaz Haider Malik Management Formation
Steering Committee's
Dedicated involvement from Decision for dedicated
2 1/1/2013 Ijaz Haider Malik Stakeholders resources
Delay in hardware delivery - Expedite via Procurement
3 1/1/2013 Ijaz Haider Malik Import Issue department
Business Process changes Solution's flexibility for time
4 1/1/2013 Ijaz Haider Malik during design, implementation to change
Adjust project plan
5 1/1/2013 Ijaz Haider Malik Diversion from Project Plan accordingly
Steering Committee order
Organization's structure to free structural changes
6 1/1/2013 Ijaz Haider Malik changes during project time