Saturday, May 16, 2015

Best Practices in ERP Implementation- Anubhav Maheshwari

Document it & Document It

       Documentation helps you in

       Better understanding of the customer requirements

       Complete control on the Project deliverables

       Milestone signoffs

       Keeping the records for future implementations

       Better communication between Technical & Functional team

Document Check list in a Implementation

KICK off & Planning:

PIK0001

Kick Off Presentation

PIK0003

Resource Matrix

PIK0004

Complete Project Plan with Tentative Dates

PIK0005

Project Deliverables dump

PIG0001

Minutes of Meeting

PIG0002

Kick Off Signoff Document

FRD or As Is/To Be or Requirement Analysis

PIG0001

Minutes of Meeting for every meeting

CRP Server Installation Report

PIF0001

As-IS document

PIF0002

FRD Document/ To Be Document

PIF0004

Gap Analysis Sheet

PIF0005

Customization List

PIG0002

Key User Training Sign Off

List of the Reports /Formats Required By customer

CRP

As per ERP

Master Data Collection Formats

PIC0001

Show case scenarios

PIC0002

CRP Presentation

PIG0003

Issue List

PIG0004

Gap Analysis Sheet

PIG0005

Functional Specification for Customizations

PIG0002

CRP Signoff

Development

PID0001

Dev Server Installation Report

PIG0006

Technical Specification for customization

PID0002

Configuration Document

PID0003

Test Scenarios

UAT

PIU0001

Production Instance Ready Report

PIU0002

Key User Sign of on UAT Scenarios

PIG0003

Issue List

PIG0004

Gap Analysis Sheet

PIL0001

Go Live Check List

PIU0003

Conversion Format

PIU0004

Conversations Test Report

PIG0002

UAT Sign Off

Go Live/ Cut Over

PIG0002

Gap Analysis Sign Off

PIL0003

Change Process Intimation

PIL0004

End User Training Schedule

End User Manual/Video

PIG0002

Master Data Upload Sign Off

PIG0002

Opening Balance Upload Signoff

PIG0002

Issue List Sign Off

System Ready Report

 

To Dos & Not To Dos

     Kick Off

To Do

Not To Do

Prepare all the documents

Avoid any discussion on the functionality

Focus on the responsibility of the Customer

Do not open the Product

Please share challenges and your experience

Do not make customer uncomfortable by using complicated terminology or short words

Create a vision in from of the customer about by putting example of successful stories.

Avoid negative discussions on the failures and handle objections by parking them for handling in later phase.

Requirement/AS-IS Study

To Do

Not To Do

Record your conversations/ Or write on the note pad

Do not open the product

Try to create flow diagrams on white board or note pad for better understanding

Do not show your knowledge bank and do not discuss the solution at all.

Ask straight questions to make sure the key user opening up, you can achieve this by explaining him/her the purpose of this discussion.

Avoid locking horns on discussion points

Collect all the formats/Reports from key user & give them a code along with listing in the report list.

Do not keep any assumptions seek clarification if you are not clear on the process

FRD/To-Be Analysis

To Do

Not To Do

Key User Training at a high level on the product

Do not randomize the report customization, please follow the priority.

Involve key users in the solution discussions

Do not start customization with out signoff from the key user.

Prioritize the list of formats and Reports to handover to technical team.

Avoid taking your own assumptions, involve key user in all discussions

Explore all possible solutions before recommending any customization. Discuss indentified gaps with senior team.

For customizations please refer the scope of work clearly defined in the proposal. Seek change request approval as per scope.

Please collect all the master data for first cut.

 

CRP

To Do

Not To Do

Prepare CRP server separate from the Test server.

Do not do CRP on the test server.

Keep the dump of the CRP before starting the transactions.

Avoid showing the complex screen or process during CRP as it creates a panic.

Try to prepare a CRP script.

For unfinished customizations please prepare the concept note or dummy screens to seek quick approval.

Avoid mentioning this will be done that is understood etc..

Ensure a meeting invite is sent to all stake holders and confirmation has been taken.

Avoid showing transactions during CRP as it might sound complicated.

Please conduct CRP as a presales, showing easiness in the system by preparing the different roles/users and pre defined transactions.

Development

To Do

Not To Do

Always prepare a separate server for development.

Avoid modifying source code as much as possible.

Please ask for functional specifications and test cases from func consultant

Avoid partial delivery without testing

Always prepare a technical approach document before starting development

Try to create a layer of customization around standard solution.

Keep versioning of all the modifications which will help in control.

UAT

To Do

Not To Do

Configure based on the Configuration Document.

Avoid picking sample data.

Test & Upload the master data along with the sample opening balances

Do not do UAT on the CRP/Dev/Test server.

The environment should be real replica of the production to be.

Avoid splitting UAT in multiple functions

Create users roles and responsibility

Avoid multiple UAT instances

Assist key users in preparing the test scripts as detailed as possible.

User should pick some real transactions for this testing

Prefer to have testing in the joint conference among all functional key users

Go Live

To Do

Not To Do

Please preapare a detailed to-do for the go live. Day to day morning call is best tool to track the progress

Do not leave data collection at the mercy of the Users or Customer. Please go one step extra to ensure that given data is valid and correct.

Ensure all UAT scenarios are signed off and issue/gap has been agreed with the users or road map has been defined for the critical issues/gaps.

NO ASSUMPTIONS PLEASE..Put in extra efforts to cross verify. No issue is silly hence shall be verified by simulation.

Ensure all formats have been tested across multiple locations.

In case of multi location the list should not focus only on the HQ issues.

Data back up has been taken on daily basis.

Users are aware of the support process post go live.

Support

To Do

Not To Do

Please read the Service Level Agreement before execution of the project.

Do not try to do lot of Hit & Trial and try to approach the senior consultants.

Always prioritize the issue as per severity

Never change any thing on the production server, first test the solution on the development server.

Always check the issue on the blogs or report to the OEM

Keep customer updated for the severity 1 issues

Always send the weekly report

Make sure customer is on active support

Prudence is a Oracle/Microsoft Leading Partner for the ERP Implementation with successful ratio of 95%. We follow a stringent methodology supported by backup Project Management office. Please contact marketing@prudencesoftech.com for implementation of :

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