migration migr-09. how to run your next implementation... don't let it run you! patricia...
TRANSCRIPT
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MIGRATION
MIGR-09
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How to Run Your Next Implementation . . . Don't Let It Run You!
Patricia Johnson
Senior Systems Consultant
Strategic Systems Group, Inc.
(SSG)
June 2007
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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?
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A Successful Implementation
•Project Management•Resources•Communication•Risk Management•Scope Management•Business Processes
•Data •Training •Testing •Systems•Process Ownership
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PROJECT MANAGEMENT
•Plan the Project . . . . It’s the roadmap
•Manage the Plan•Manage Changes to Priorities•Manage Changes to Scope
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PROJECT DELIVERABLES
•Define Project Deliverables•Document Project Deliverables as Milestones• Identify Responsibility for Project Deliverables•Assign Timeline to Project Deliverables•Manage Timeline
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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
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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
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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
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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
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PROJECT RISK
Identification
Assessment
Response
Control
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RISK MANAGEMENT ISSUES
• Resource constraints• Scope management• Issue tracking• Poor communication• Failure to define milestones• Failure to meet milestone deliverables
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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
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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
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Understanding
Acceptance
Buy-in
=
Process
Ownership
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Reap the Benefits from Time Spent
Planning and Managing the Project
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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
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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
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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
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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?
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TRAINING
System Management
Application
Reporting
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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
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PILOT TESTING
Expectations
Leadership
Direction
Results
Issues / Gaps
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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
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CUSTOMIZATIONS
• Identify Customizations
• Document requirements
• Determine if customizations are still required
• Complete development before final Pilot Test phase
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DATA
Training
Pilot Testing
BusinessProcesses
BRING IT ALL TOGETHER
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SYSTEMS
• Proper configuration• Backups• Tuning• Load Testing
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Good Migrations
ERP Implementation
Project Management
Risk Management
Resourcesand
Tools
Communication
Systems and Interfaces
Business Processes
Trainingand
Pilot Testing
Data and Customizations
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PREPARATION CHECKLIST
Resources – People, Systems and Tools Implementation Team Business Processes Data Scope Project Manager Plan for the Unexpected
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SUCCESSFUL IMPLEMENTATIONS
1. PLANNING
2. EXECUTION
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Q U E S T I O N S
?
Patricia JohnsonSenior Systems Consultant
Strategic Systems Group, Inc. (SSG)[email protected]
For more details or to receive a white paper, please contact me at the following.