How to implement an enterprise system

How to implementan enterprise system Author: Miki Lumnitz

“Success depends upon previous preparation, and without such preparation there is sure to be failure.” Confucius (551 – 479 BC)

Implementation main steps Project ManagementBuild the team and set the right expectations and scope PreparationTrain the project team and set up a prototype environmentCollect information relevant to the implementation Build the customer specific implementationTune and configure the system for the customer Prepare roll-outDocument the user activities, set up a product environment,Bring in live -data and train the end users Deployment & SupportSupport the customer and the project team in the first phase

Project Management Implementing an enterprise system is a project that requires a group of people to work intensively together for a period of time to prepare, build and implement a change in the way the company is currently working Organization Level 1 - Steering committee Level 2 - Project team Level 3 - Power users

Project Management The management people who sponsor the project Milestones, Priorities and Budget The project leader (from the customer) Implementer project leader Application Engineer Scenarios champion System administrator Project plan, Project execution Organization Level 1 - Steering committee Level 2 - Project team Level 3 - Power users ,[object Object]

A positive attitude towards change

Will to invest energy in this stepValidate and tune implementation

Phased project approach Plan phased roadmap to achieve small/quick successes

Preparation Documenting the Project To trace decisions and progress made in the project, it is important that together with the customer you build an archive with all relevant information. Defining the Size and Type of Implementation Before the project starts, it is important to have the boundaries of the project defined. High-level analysis of the company’s current way of working to identify the major activities in this company. Train the Project Team Before installing at the customer site, the project team and possibly some key users must be trained on the usage of the system Project team and key users Use demo environment for that

Preparation Hardware Verify hardware requirements Software Verify software prerequisites Backup and Restore Database backup Configuration settings backup Customization backup Vaults / File storage backup

Preparation Installation Test Environment and Preparation Installation of the test environment Once this phase is completed, the database remains a test and training environment. Preparation for the operational environment The number of servers needed depends on: Size of the installation Number of users connecting Amount of data to be managed Documents to read are: Hardware and Software Requirements Deployment Guide Configuration Guide Relevant database documentation Database Installation Guide Backup and Restore databases Installation guide

Communication: Internal / external Project status information: Exchange and sharing Reporting to the project leader Adjust the plan Introduction from the project sponsor Why are we doing this project and what does the company expect? Ask for a commitment of all project members Introduction from the project leader Project plan, milestones and target achievements per step Focus on proactive, positive approach Communication plan Round table from the participants (led by project leader) Open discussion on expected risks and difficulties Provide commitment for this project Close with action items and next meeting plan, which should occur approximately every two weeks Kick-off Meeting Agenda Kick-off Meeting

If the system is an open system and can be customized in-depth. Experience from the field has taught us that: Companies that work closely to the designed functionality, even if they make some minor adaptations to the way they work with the system Implement faster and with a higher Return of Investment Than Companies that customized from the beginning of the project to meet all user demands. Build the customer specific implementation

Preparation Legacy Data Handling legacy data is unavoidable Does the customer manually import data, assuming the amount of data is manageable? Does the administrator or project team provide import services? Legacy data handling can be divided into two phases: Selecting required data to do a first test in a pilot environment By the implementer Operational legacy data import By the customer team Importing legacy data takes time and it is always important to analyze what to import Importing legacy data also enables the company to clean up garbage that is often derived from previously hard-to-manage data environments

Prepare roll-out You do not get a second first-impression !!! The roll-out must be secured, controlled and provide the new users with confidence that the new system works The environment must be 100% stable and tuned A user training guide must be provided The production environment is prepared and installed Roll-out scope - how to start working with the system In general it is recommended to implement the full scenario for new projects, because this provides a full capture of data A first-line support structure must be prepared for users A tested backup and restore policy must be setup

Prepare User Documentation Developed by the project team, should be role-based User documentation should contain answers to following questions: How to search for data in my role How to print / export data through a report How to manipulate data in my role How to initiate different processes (if relevant) When describing these user actions, write in modular format, so you can combine pieces of text required for different roles.

Train Users The users should be trained with their own usernames and environments and on a training database Enough time for hands-on experience is required In case a user has not worked on a data-management system before, reserve additional days of training per role Try to have a dedicated training room during the deployment phase, where people can train and discuss ad-hoc scenarios without touching the live environment

Every new system introduces changes in the way users and the company work. By nature, users do not like new systems, which change their routine and the way they work Roll-out Implementation project Production Deployment

Deployment Verify the system is 100% stable Do not be tempted by the 1st of January or other magical dates… Make sure management supports and promotes the system By declaring this is the future system. Have a launching meeting Where management declares the reasons and the expected benefits of the system for all users. Make sure the users are trained and a manual exists Describing their day-to-day processes based on the system Make sure all relevant data is in the system If you start with one project, all project-related data must be in the system. This may lead to the existence of parallel data during this phase. Block access to the old system, if possible Every learning process takes time and if users can continue working the old way, they will not make the change Verify Backup and Restore

Deployment Keep the focus and spirit The project team and management must have a positive attitude towards the system. Give users a logbook and explain how to report issues that can be improved or should be changed. Have a regular feedback meeting, where you describe the issues raised by users and the company’s point-of-view to these issues. Expect to be told that people have less flexibility working with the system. Keep focusing on the benefits of higher quality of data and central availability / visibility of data. When possible, present measurable statistics showing how quality increases and process times shorten. Usually after six months, users do not complain anymore. This might be the moment to discuss an optimization project or extension to another phase /discipline.

ROI for an enterprise system usually starts only in the second year, because the first year is difficult due to issues such as Incompleteness in the beginning of data, learning and changing habits, and changed responsibilities. Deployment you will not be able to hold your grip on the project if every feature the user finds annoying must be fixed immediately

Acceptance It is important to have a formal acceptance of your implementation !!! Usually it is hard to draw an exact line where the implementation has stopped and new support is needed ,[object Object]

How to implement an enterprise system

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