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

Implementation Methodology for BOS Print

The Predefined Method

This methodology is a more predefined methodology, and 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, where the project plan is reviewed, and the company objectives are communicated for the project. In this phase we:

• 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 of success for this implementation.
• Map business processes - Review existing business processes, where the challenges are, and what works well. Google’s process mapping app can be used for this.
• Discover 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:
  • announce who is filling each role on the project
  • allow the team to meet each other
  • motivate the team and
  • 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.

Education / Exposure to BOS

Our business agents educate the business on the functionality of the new system, as well as how the system brings predefined business processes that improve efficiency in every area of the business. This is a very important step. Education of the core team is the key to your self-sufficiency and a successful project.

• Show what BOSPrint can do. This is the pre-configured ‘vanilla’ version of BOSPrint.
• BOSPrint’s business processes enable businesses to operate in greater efficiency, with less wastage and loss, and greater productivity. Our business agent is an experienced business consultant, and brings more than software to the table.
  • Offering key insights into how to unplug bottlenecks in processes, staff, machines, and implement strategic thinking, in order to produce more profit, is part of the package.
• Work through test cases so that super users become more familiar with the system.

Design / Configuration

After working with the ‘vanilla’ version of BOSPrint, any customisation that is required to produce a successful test case is done now. Our business agents design, configure and set up the new system and business processes.

Conference Room Pilot

The implementation team tests the system in several mini Conference Room Pilots (CRP) with each user group / role to ensure:

1. Any customisation carried out meets the business need.
2. That the super-users are comfortable with the system.

In this phase:

• Any ‘bugs’ in the system, or additional customisation needs, are discovered and worked through.
• A CRP will be carried out for each business role / function. This can be done onsite, or via online meeting apps.
• If there are any fixes or customisation needed, it will be followed by another CRP to test / demonstrate functionality.
• The final CRP becomes a simulated “go-live.”
• By the end of this phase, your team has established a complete understanding of the new system.

Sign off: The system is accepted by the team as ready to go live.

Cut-over Activities

The implementation team plans the cutover process and trains the rest of the end-users on the new system.

• A readiness test / certificate is done with the super-users to ensure they can perform each of their test cases successfully by only using the new system.
• End user training is then carried out with the rest of the users.
• Go/no-go review - Sign off.
• Final transaction and close on old system
• Master data migration takes place - Sign off.
• Balance Take-On
• Balancing the System
• Cutover to BOS Pint

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 a friendly, helpful Helpdesk is provided for ongoing support.

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
• Completion and storage of documentation

Lessons Learned. An online questionnaire will be sent to review the overall project to ensure we continue to support clients well.

• Management feedback
• Were project objectives met?
• Did we keep within the scoped project plan and schedule?
• Was the business agent effective?
• Rate Client/End User involvement
• Rate project communications

Rate satisfaction