MIGRATION MIGR-09. How to Run Your Next Implementation... Don't Let It Run You! Patricia...

MIGRATION

MIGR-09

How to Run Your Next Implementation . . . Don't Let It Run You!

Patricia Johnson

Senior Systems Consultant

Strategic Systems Group, Inc.

(SSG)

June 2007

Moving to a new ERP application ?

Why are you migrating to a new ERP application?

Do you have management buy-in?

Are there enough resources to do it right the first time?

Why are you migrating to a new ERP application?

Do you have management buy-in?

Are there enough resources to do it right the first time?

A Successful Implementation

•Project Management•Resources•Communication•Risk Management•Scope Management•Business Processes

•Data •Training •Testing •Systems•Process Ownership

PROJECT MANAGEMENT

•Plan the Project . . . . It’s the roadmap

•Manage the Plan•Manage Changes to Priorities•Manage Changes to Scope

PROJECT DELIVERABLES

•Define Project Deliverables•Document Project Deliverables as Milestones• Identify Responsibility for Project Deliverables•Assign Timeline to Project Deliverables•Manage Timeline

Timeline Variables• Resources• Data to be migrated (master, production, history)• Customizations• Concurrent activities• Tasks completed (hardware, business process documentation, data scrubbing)

HIGH LEVEL PROJECT TIMELINE

Project Manager (Internal)

Materials/Inventory Control

Sales Manufacturing Purchasing Planning Finance

Service QualityProjects

Project Manager (Internal)

Materials/Inventory Control

Sales

Manufacturing

Purchasing

Planning

Finance

Service

Quality

Projects

Project Manager(External)

Project SponsorImplementation Team

COMMUNICATION•Organizational Structure

• Multiple Sites• Multiple Countries

•Methods• Formal Project Kick-off• Conference Calls• Joint Sessions

•Disseminating Project Information• Emails > create Implementation Team Distribution List• Newsletters• Bulletins

Action ItemPersonResponsible

DueDate

DateCompleted Task ID

Item #1 PM 1

Item #2 PM 2

Project Name: MK to ERP LN Conversion Date: 6/1/2007

Project Manager: Project Manager, ABC CompanyProject Manager, Infor

Starting Time: 2:00pm EST

Meeting Location: Conference Call Ending Time: 3:00pm EST

Invitees: Project Manager A, Project Manager B, Implementation Team Members

Attendees: Project Manager A, Project Manager B, Implementation Team Members

Define Expected Outcome

Identify Results

Identify Action Items

WhoWhatWhen

Sample Meeting Minutes

Meeting Objectives

The purpose of this meeting was to: Confirm schedule Obtain remote access Discuss pre on-site activities Discuss on-site activities

Details

The following items were discussed: Schedule

Discussion and Results System access

Discussion and Results Data

Discussion and Results There is no disparate data from other sources that will be incorporated into MK.

Conversion tool Discussion and Results

Training Discussion and Results

Tasks Assigned tasks

PROJECT RISK

Identification

Assessment

Response

Control

RISK MANAGEMENT ISSUES

• Resource constraints• Scope management• Issue tracking• Poor communication• Failure to define milestones• Failure to meet milestone deliverables

MINIMIZE RISK

• Project Management• Status meetings• Issues Log

• Resource Allocation• Scope Control and Management (change requests) • Task Assignment and Tracking• Accountability by Implementation Team Members• Issue Tracking and Resolution • Gap Resolution – Acceptance • Phased Approach

RISK MANAGEMENT•Who owns the Big Picture?•Who has decision making power?•What is the Escalation process?•What is the potential risk impact?

Like an Integrated System – Nothing Stands Alone

Understanding

Acceptance

Buy-in

=

Process

Ownership

Reap the Benefits from Time Spent

Planning and Managing the Project

Project Management

Strategies

Project Definition

Project Decisions

Change Management

Time Management

Cost Management

Risk Management

Quality Management

Communication Management

TimelyInformed

In/Out of Scope

VisionScope

In/Out of Budget

No Surprises

Do It Right the First

Time

Project Management Strategies

BUSINESS PROCESSES• Are they Documented?• Are they Stale?• How to Gather Current Business Process Information

• Functional JAD sessions• One-on-One

• Business Requirements Categories• Mandatory• Nice to have• Future requirement• Really dreaming

DATA MIGRATION PREPARATION• Determine Your Level of Data Migration Readiness

• Use Tools Designed for Rapid Data Migration

• Start Preparing Data Before the Project Kick-off

• Involve the Right People in the Process

• Start Now

DATA• What Data will be Migrated?

• Master Data• Production/Transaction Data• Historical Data• Archive Companies

• What Data will be Manually Entered?• Will Any Transactions be Completed in the ‘old’ ERP

Application?• How will Data Translation be Managed?• Are there 3rd party applications? • Do Interfaces Need to be Re-built?

TRAINING

System Management

Application

Reporting

TRAINING CONSIDERATIONS• Environment

• Test Data

• Expectations

• Key user training > Train the Trainer approach

• Communicate project status to user community (on-going)

• Identify Use Case/Test Scenarios

• ‘Issue’ reporting, tracking and resolution

• User acceptance and sign-off

PILOT TESTING

Expectations

Leadership

Direction

Results

Issues / Gaps

PILOT TESTING• Communicate with the user community (on-going)• Select key users • Set expectations for testing teams• Identify testing data • Create and utilize test cases • Report and track Issues • What to test . . .

• Each module that will be used in production• Each scenario• Reporting• Customizations• Custom interfaces

• Secure user acceptance and sign-off

CUSTOMIZATIONS

• Identify Customizations

• Document requirements

• Determine if customizations are still required

• Complete development before final Pilot Test phase

DATA

Training

Pilot Testing

BusinessProcesses

BRING IT ALL TOGETHER

SYSTEMS

• Proper configuration• Backups• Tuning• Load Testing

Good Migrations

ERP Implementation

Project Management

Risk Management

Resourcesand

Tools

Communication

Systems and Interfaces

Business Processes

Trainingand

Pilot Testing

Data and Customizations

PREPARATION CHECKLIST

Resources – People, Systems and Tools Implementation Team Business Processes Data Scope Project Manager Plan for the Unexpected

SUCCESSFUL IMPLEMENTATIONS

1. PLANNING

2. EXECUTION

Q U E S T I O N S

?

Patricia JohnsonSenior Systems Consultant

Strategic Systems Group, Inc. (SSG)inquiry@ssgnet.com

For more details or to receive a white paper, please contact me at the following.