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Upgrading to Enterprise EditionThe Process, Challenge and Benefits
Anton ChiltonSenior Vice President – QAD Global Services
Midwest User Group
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How do you feel when you think about your next
upgrade?
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How do you feel when you think
about upgrading to Enterprise Edition?
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DiscussionUpgrading to Enterprise Edition
Analysis Challenges ValueProcess &
Tools
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5Analysis
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How often would you like to upgrade?
Upgrading to Enterprise Edition - Analysis
Source: QAD Customer Survey – Jan 2013
No Fixed Time
>9 Years
6-9 Years
3-6 Years
<3 Years
0% 5% 10% 15% 20% 25% 30% 35% 40% 45%
ActualDesired
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Desire vs. RealityUpgrading to Enterprise Edition - Analysis
80% 45%Customers who
desire to upgrade within a maximum 6
year cycle
Customers who achieve an upgrade within a maximum 6
year cycle
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35% of customers are not hitting their upgrade
target!
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What are your upgrade plans?Upgrading to Enterprise Edition - Analysis
Source: QAD Customer Survey – Jan 2013
In Process 2014 2015 2016 >2016 No Current Plans
0%
5%
10%
15%
20%
25%
30%
35%
40%
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35% of customers have no firm plans
for an upgrade
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What are the barriers to upgrading?
Upgrading to Enterprise Edition - Analysis
Other
Lack of ROI
No Business Benefit
Business Disruption
Difficulty in Applying Customziations
Cost of Upgrade Services
Time & Resource
0% 10% 20% 30% 40% 50% 60% 70%
Source: QAD Customer Survey – Jan 2013
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Analysis ConclusionsUpgrading to Enterprise Edition - Analysis
CostDisruption
Risk
Value&
Benefit
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13Challenges
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< 3 Years > 6 Years > 9 years -
5,000
10,000
15,000
20,000
25,000
Delay – Escalating Degree of DifficultyUpgrading to Enterprise Edition - Challenges
SnowdonWales UK3,560 ft.
Mt WhitneyCalifornia USA
14,505 ft.
CholatseKhumbu Nepal
21,129 ft.
Degree of Difficulty
High
Low
Time since last upgrade
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Delay – Diminishing ValueUpgrading to Enterprise Edition - Challenges
Impact
High
Low< 3 Years > 6 Years > 9 years
-
5,000
10,000
15,000
20,000
25,000
Cost & RiskValue & Benefit
Time since last upgrade
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User Frustrationintegrations
CustomizationsWorkaroundsSupport
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Cost & Risk DriversUpgrading to Enterprise Edition – Challenges
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< 3 Years > 6 Years > 9 years -
5,000
10,000
15,000
20,000
25,000
Delay – Growing ProblemsUpgrading to Enterprise Edition - Challenges
Impact
High
Low
Time since last upgrade
Widening Gap
Lost Opportunitie
sIncreasingCost & Risk
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Tipping the BalanceUpgrading to Enterprise Edition - Challenges
CostDisruption
Risk
Value&
Benefit
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19Value
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Potential Value DriversUpgrading to Enterprise Edition - Value
Business Change
Process Improvement IT Strategy Application
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Supporting Business ChangeUpgrading to Enterprise Edition - Value
Business Change
Process Improvement IT Strategy Application
• Strategic Change• Business Rationalization• Organizational Redesign• Acquisition• Divestiture
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Driving Process ImprovementUpgrading to Enterprise Edition - Value
Business Change
Process Improvement IT Strategy Application
• Best Practice Processes• KPI Improvement• Customer Service• Supply Chain• Production• Finance• Compliance
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Improving IT EffectivenessUpgrading to Enterprise Edition - Value
Business Change
Process Improvement IT Strategy Application
• Improving Total Cost of Ownership
• End User Satisfaction• Lowering Support Cost• Reducing Customizations• Version/Instance Consolidation
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Application BenefitsUpgrading to Enterprise Edition - Value
Business Change
Process Improvement IT Strategy Application
• New Features• Access to Information• Visibility & Control• Process Alignment• Reduce 3rd Party Footprint• Reduce Workarounds
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Measuring BenefitsUpgrading to Enterprise Edition - Value
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Customer Specific AnalysisUpgrading to Enterprise Edition - Value
41 Customers 96 Specific Benefits
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Benefits – Areas Identified by Customers
Upgrading to Enterprise Edition - Value
5%
20%
5%
6%
47%
8%
2%3%3%
Customer ServiceFinancial ComplianceIndustry ComplianceInventory EffectivenessIT EffectivenessManufacturing EfficiencyManufacturing ScheduleSupplier PerformanceSupply Chain Effectivenss
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Customer Benefits – IT EffectivenessUpgrading to Enterprise Edition - Value
Metric/Area # of responses
Benefits Quoted Value Gains
User Efficiency 11 • Easier navigation• Better UI• Browses & data access• New functionality• Management reporting
• 15% Staff efficiency gain
Instance/Version Consolidation
18 • Use of domains• # of instances reduction• # of versions reduction• Core model• Master Data Management
Customization 5 • Reduced customizations • 75% reduction• 30% reduction
Service Levels 7 • Improved availability
3rd Party Replacement
1 • Remove 3rd party system
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Customer Benefits – Financial ComplianceUpgrading to Enterprise Edition - Value
Metric/Area # of responses
Benefits Quoted Value Gains
Financial Close 7 • Faster period close Average improvement of 33%
Financial Reporting
4 • Easier access to data• Faster production of
reports• Increased
information visibilityNew Functionality
3 • Improved AR/AP processes
• User satisfaction• User efficiency
Financial Standards
4 • Roll out standards• Improve compliance
Segregation of Duties
2 • Support clearer SOD
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Customer Benefits – ManufacturingUpgrading to Enterprise Edition - Value
Metric/Area # of responses
Benefits Quoted Value Gains
Capacity Utilization
1 • Improved utilization of assets
From 75% to 95%
Master Data 3 • Implement best practices processes
• Standardized data set
Scrap 1 • Reduced defective parts per ‘000
From 0.2% to 0.1% of production output
Throughput Ratio
1 • Improve production efficiency
Schedule Accuracy
1 • Improve Planning Reduce planning effort by 25%
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• Addresses global requirements• Scalable • Ability to adapt to business changes• Controls and Audit capabilities
- Role based security- Segregation of duties
• QAD’s “Go To” platform
Why Enterprise Edition?Upgrading to Enterprise Edition - Value
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Enterprise Edition - Specific Analysis
Upgrading to Enterprise Edition - Value
>150 Customers globally
Multi NationalsNational Companies
SME’s
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Process ImprovementsUpgrading to Enterprise Edition - Value
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BENEFIT ENABLERDecreased manual efforts • Improved functionality
• Improved processesImproved Customer Service Levels • Full visibility of stock availability through Available to
PromiseImproved financial reporting and consolidations
• Increased analysis fields• Expanded accounting layers and reporting
Improved product costing • Multiple costing methods - e.g., periodic costingImproved returns process • Implementation of SSM
• Elimination of duplicate data entryIncreased compliance • Industry best practice process maps
• Increased functionality• Enterprise financials multi-GAAP reporting
requirements• Enhanced audit capabilities
Reduction in Risk • Implementation of a supported version• Migrate to On Demand• Improved compliance - industry process models
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Process ImprovementsUpgrading to Enterprise Edition - Value
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BENEFIT ENABLERShorter financial closings • Improved processes
• Harmonized data• Increased functionality
Improved data visibility and one place access to information
• .NET UI Browses • Operational Metrics
Improved global planning • Increased functionality• Database consolidation• Improved data visibility
Improved reporting • Browses• Reporting Framework• Multiple output options
Increased business unit visibility • Fully integrated system• Standardization of data and processes
Increased decision support • Operational Metrics with drilldowns
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End-UsersUpgrading to Enterprise Edition - Value
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BENEFIT ENABLEREmpowered users • .NET UI Browses
• Operational metricsImproved cross-employee knowledge • Process maps and attachments
• Ease of use, intuitive screensImproved user experience and productivity • .NET UI
• Alerting and workflow with Inbox notification• Attachments• Process maps - process visualization
Reduced end-user training time • Process maps and attachments• Online training • Ease of use, intuitive screens
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CostUpgrading to Enterprise Edition - Value
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BENEFIT ENABLERCost reduction/margin improvement • Elimination of non-value added activities
• Industry best practice process mapsQuicker onboarding of acquisitions • Standard operating model
• Standardized data• Master data replication• Process maps and attachments
Reduced support costs • Consolidation of databases• Standard common platform• Elimination of localizations – internationalization• Elimination of 3rd party software• Hardware consolidation• Implementation of supported software version
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TechnicalUpgrading to Enterprise Edition - Value
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BENEFIT ENABLERImproved data quality/master data management
• Data cleansing during upgrade• Metrics for ongoing quality• Master data replication
Improved interoperability • Implementation of QXtend
Improved security • Role based security• Segregation of duties• Increased audit capabilities
Reduction in customizations • Implementation of new modules• Enhanced functionality• Chance to review customization use• .NET UI
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38Process & Tools
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• EE upgrade ~20-25% additional effort- Depending upon upgrade method- Delta largely based on• ‘new’ process set up• Training in new processes
EE vs. SEUpgrading to Enterprise Edition – Process & Tools
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EE vs. SE Process ChangesUpgrading to Enterprise Edition – Process & Tools
• Set Up- Finance- Global Tax Management- Customer- Supplier
• Accounts Payable- Process Supplier Invoice- Process Payables
• Accounts Receivable- Invoicing- Process Receivables- Collect Receivables
• Security
• General Ledger- Journal Entries- Period End- Inter & Cross-Company- Open Items- Mirror Accounting &
Layers- Review Transactions- Consolidations- Manage Budgets- Year End
• Cash - Use Banking- Flow & Petty Cash
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Optional Process ChangesUpgrading to Enterprise Edition – Process & Tools
• GL – Periodic Costs & Revaluation• Process Sales Orders
- Up-Sell/Cross-Sell- Correction Invoices
• Scrap• Subcontracting• Audit Trails
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• Technical• Re-Alignment• Hybrid• Re-Implementation
Approach AlternativesUpgrading to Enterprise Edition – Process & Tools
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• Like for like• Perceived to be quickest and easiest• Data quality influences effort/risk • No change in:
- Business Processes- Functionality
Upgrade Alternatives - TechnicalUpgrading to Enterprise Edition – Process & Tools
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Upgrade Alternatives - TechnicalUpgrading to Enterprise Edition – Process & Tools
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• Pros- Transaction history available- Shortest timeframe, lowest cost (with same
financials)- Opportunity to reduce customizations
• Cons- Difficulty with SE EE conversion programs- Difficult to convert older database- Data structures may limit EE financial
functionality- Little opportunity for data cleansing- Limited benefits
Upgrade Alternatives - TechnicalUpgrading to Enterprise Edition – Process & Tools
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• Reload rather than convert data• Opportunity to cleanse data • Facilitates EE data structures• Recommended for upgrades to EE• No change in:
- Business Processes- Functionality
Upgrade Alternatives – Re-Alignment
Upgrading to Enterprise Edition – Process & Tools
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Other than Enterprise Financials
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Re-Alignment Major Activities Upgrading to Enterprise Edition – Process & Tools
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Planning ExtractData
Data
Delta &EE Training
Reload Data
Technical Training
Data Cleansing
Data alignment
for EE
Test CutoverGoLive
• Transaction History- Could be stored in historical database or
BI solution- Alternative is to develop optional load
process
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Upgrade Alternatives – Re-Alignment
Upgrading to Enterprise Edition – Process & Tools
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• Pros- Opportunity to cleanse/restructure data- Enables full EE capabilities- Reasonable time and cost- Easier to align data
• Cons- Historical data not migrated- Data cleansing may be time consuming
Upgrade Alternatives – Re-Alignment
Upgrading to Enterprise Edition – Process & Tools
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• Based on Technical or Re-Alignment• Includes:
- Process Improvement- New modules or functionality
• Can be single or multiple projects
Upgrade Alternatives - HybridUpgrading to Enterprise Edition – Process & Tools
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Upgrade Alternatives - HybridUpgrading to Enterprise Edition – Process & Tools
51*With Re-Alignment approach
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• Pros- Opportunity to cleanse/restructure data- Enables full EE capabilities- Increased benefits from new functionality- Easier to align data- Opportunity to eliminate customizations
• Cons- Historical data may not be migrated- Data cleansing may be time consuming- Increased time/cost – process enhancements
Upgrade Alternatives - HybridUpgrading to Enterprise Edition – Process & Tools
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• Start almost from scratch• Treated like new implementation• Most complex• Can be most beneficial
- Increases come at cost
Upgrade Alternatives - Reimplementation
Upgrading to Enterprise Edition – Process & Tools
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Upgrade Alternatives – Re-ImplementationUpgrading to Enterprise Edition – Process & Tools
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• Pros- Opportunity to start from scratch- Highest benefit- Clean data- New functionality can be leveraged
• Cons- Highest cost/longest timeframe- No historical data
Upgrade Alternatives – Re-Implementation
Upgrading to Enterprise Edition – Process & Tools
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• New modules or functionality• Source/target versions• Data quality• Resource availability• Budget• Available time• Standardization – current/target• Customizations
Approach ConsiderationsUpgrading to Enterprise Edition – Process & Tools
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Approach AlternativesUpgrading to Enterprise Edition – Process & Tools
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APPROACH ALTERNATIVESSOURCE TARGET TECHNICAL REALIGNMENT HYBRID RE-IMP
Pre-eB2.1 Current SE � � �Pre-eB2.1 Current EE � �
eB2.1 -> SE Current SE � � � �eB2.1 -> SE Current EE � � � �
Older EE Current EE � �
Recent EE Current EE �
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Roadmap Phasing - One ProjectUpgrading to Enterprise Edition – Process & Tools
Time
Complexity / Value
Process Optimization
New Features/Function
s
Customization Rationalization
Technical Upgrade
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Roadmap Phasing – Multiple Projects
Upgrading to Enterprise Edition – Process & Tools
Time
Complexity / Value
Process Optimization
New Features/Function
s
Customization Rationalization
Technical Upgrade
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• Business drivers/context• Approach• Change in hosting?• Identify:
- Resources required/available- Related initiatives- Competing projects- Optimal/Sub-optimal go live timing- All required project aspects
• Project Scope• Single/multi-phased
Planning ConsiderationsUpgrading to Enterprise Edition – Process & Tools
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• Involvement of the business• Clearly defined project scope• Formal project plan and team• Realistic budgets and timeframes• Effective Communication
- Why upgrading- When- How will it affect me?
Critical Success FactorsUpgrading to Enterprise Edition – Process & Tools
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• Planning/justification- 3-Day Q-Scan- Upgrade Q-Scan- Planning
• Project Execution- Apply Easy On-Boarding methodology & tools- Leverage upgrade experience
• Training- Technical- Conversion- Functional delta- New modules
How Can QAD Help?Upgrading to Enterprise Edition – Process & Tools
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• Identify value potential- Support strategic initiatives- Business process improvement- Information access and visibility- Risk management & compliance
• Determine deployment options & value case- On Demand- On Premise
• Outline delivery plan- Conversion/Upgrade process- High level implementation plan
3-Day Q-Scan - ObjectivesUpgrading to Enterprise Edition – Process & Tools
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• Value & Benefit vs. Cost & Risk- Material value- Delay increases cost & risk
• SE vs. EE- Enterprise Edition is the future- Proven & structured approach
• Options- Approach alternatives
• Let us know how we can help
SummaryUpgrading to Enterprise Edition
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