QuickEasy’s Implementation Methodology

The Challenges in ERP Implementation

1. Most ERP implementations are large, complex and expensive
2. They can drain a large portion of yearly IT budget
3. It encompasses multiple business units and departments, so deliverables are very high
4. They can be known to run over budget and above scheduled completion time

The Four Goals of Our Implementation Methodology

At BOS we have clearly defined goals for serving you. These are the standards and goals for every implementation project:

1. To provide structure and communication guidelines
2. To properly define the scope to ensure successful development and implementation
3. To minimise risk and maximise project predictability and repeatability

To promote successful adoption of the new ERP system in the business

Implementation Methodology for BOS Enterprise

The Turnkey Method

This methodology is the Turnkey methodology because it is more client-process driven. This methodology uses the following phases:

Planning

The client’s managers, Subject Matter Experts, and project leads, and the QuickEasy business agents, work together to form the ERP implementation team. A kickoff meeting involves the entire team and is where the project plan is reviewed, and the company objectives are communicated for the project. In this phase we:

• Define business needs - Identify business events and document business processes. Define business needs that must be met by the ERP implementation.
• Determine test cases - What each job role / function requires as a final outcome from the ERP in order to do their job successfully. These test cases will be the final measure success for this implementation.
• Map business processes - Review existing business processes, challenges, successes. Google’s process mapping app can be used for this.
• Understand IT tech specs - Any hardware or IT architecture that needs to be addressed to meet the business needs is done so.
• Announce to the business - Prior to announcing the project to the organisation, it would be beneficial if the CEO brings the entire project team together to:
  1. announce who is filling each role on the project
  2. allow the team to meet each other
  3. motivate the team and
  4. set expectations of the project team.

Then, inform the rest of the company that this is happening, and invite them to be part of the process. Get as many employees together as you can, set up a common area, serve food, play music and end it all with a great motivational speech by the CEO. Make it special for the organisation.

Sign off: The set number of test cases, the mapped business processes, and required IT specs.

Discovery / Setup / Configuration

The business agent reviews the current processes, and then designs / configures / sets up the ERP system to perform transactions in line with the processes. An initial test with minimal involvement of the customer team is carried out. Keep in mind this first build out should be largely representative of what the company needs to do to keep the business running.

Depending on timelines and/or constraints, the ERP software may now only be 85-90% built, with the remaining to be completed before User Acceptance Testing (UAT).

• The BOS agent is providing a “turnkey” approach to system design and the setup of the new system.
• The BOS agent designs, builds, and tests customised ERP modules to fulfill the test cases and the business process mapping that were identified in the Planning stage.

Data conversion

The business objects needed to convert legacy data to ERP tables are defined. The data is used for system testing, training, acceptance testing, and production.

Documentation

Detailed documentation is created that documents the end user transactions, and technical specs used in this tailored implementation. This is unique for each client, and is used for internal online docs for ongoing reference for users as well as training and support.

Prototype Review / Exposure to BOS

Your BOS agent delivers the new system to the implementation team and educates them through prototype demonstration workshops. These workshops are either done on premises, or with online meetings, and are only done with high-level managers / project leads at this juncture to test for business process and ERP functionality alignment.

In these reviews, the team is exposed to the new system and its capabilities in delivering on the business needs. The business agent identifies issues and adjusts the new system as needed.

Sign off: The customer team accepts the fundamental design of the new system.

Conference Room Pilot

In this phase, the business agent leads the customer team through several conference room pilots (CRP). These could be on premises, or with online meetings scheduled with each Subject Matter Expert (SME) who needs to work through a test case(s).

This way, SMEs and super users are exposed to the system, trained in the system, and have the opportunity to work through their respective test cases themselves to see functionality and become comfortable with the system.

In a large software implementation there will be three CRP’s.

• First CRP - All of the Subject Matter Experts (SME) are brought together, along with other business process experts and super users. The business agent will discuss each business process and how its been transformed to reside within the software.
  1. The process will be demonstrated in the new software.
  2. The users will be allowed to complete the task individually, with support.
  3. Note is taken of gaps in functionality, software bugs or key usability issues.
• First software configuration according to CRP 1’s findings.
• CRP’s 2 and 3 are repeated as above.
• Software configurations 2 and 3 are repeated as above.

The last CRP becomes a simulated “go-live”.

UAT (Use Acceptance Testing)

A thorough end-to-end testing of the software is conducted with every business process from every function of the company.

• Every end user should attend this session in person.
• After the system has been tested by the users, they “sign-off” on system readiness.
• Should any issues be uncovered during the UAT, complete one final round of software configuration before go-live.
• Additional test cases - If there are any additional test cases that come to light that need to be included, but were not specified in the initial Planning phase, they can be scheduled for additional development after Go-Live, or the project scope and budget can be increased to include the additional development required to encompass these. However, this may delay the go-live date.

Sign off: When this CRP is completed, the customer team accepts or signs off the new system and is ready to go live.

Cut-over Activities

This is where the implementation team plans the cut-over process and trains the rest of the end-users on the new system.

• A readiness test / certificate is performed to ensure super users can perform each of their test cases successfully by only using the new system.
• Final end user training is carried out to all users who need the ERP
• The date is set for the final transaction on the old system
• Data conversion takes place
• Go/no-go review - Sign off
• Final close on old system
• Master data migration - Sign off
• Balance Take-On
• Balancing the system
• Cutover to BOS Enterprise

Go-Live Support

Our business agent supports the end-user in the use of the new system, and is available for support and upgrades going forward. Online documentation and Helpdesk for support

• First transaction is carried out in new, live system

Post Mortem: Project Closure and Lessons Learned

With the software fully launched and business returning to normal operations, the business agent will complete a final checklist resembling something like this:

• All test cases accepted and signed off by client
• All financial processes and reports complete
• Announcement of completion of project (internal, external and public relations contacts)
• Completion and storage of documentation

An online questionnaire will be sent to review the overall project:

• Were project objectives met?
• Did we keep within the scoped project plan and schedule?
• Rate the efficacy of the business agent
• Rate Client/End User involvement
• Rate project communications
• Rate satisfaction