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Ganda ERP Project | 0 ERP Project Kick Off 1 July 2013.

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Presentation on theme: "Ganda ERP Project | 0 ERP Project Kick Off 1 July 2013."— Presentation transcript:

1 Ganda ERP Project | 0 ERP Project Kick Off 1 July 2013

2 Ganda ERP Project | 1 There is no I in TEAM

3 Ganda ERP Project | 2 The kick-off meeting is the official start for ERP Project It establishes the priorities, tone, and energy for the project and helps to get a common understanding on: Project scope Project approach Project schedule Project Team / Organization Support Required

4 Ganda ERP Project | Agenda Ganda ERP Project Scope & Benefit Project team TIPTOP TIM and each milestone approach Project Plan (with Schedule) 4 3

5 Ganda ERP Project | Expectation from Top Management Mr. Tony Liu 4

6 Ganda ERP Project | Agenda Ganda ERP Project Scope & Benefit Project team TIPTOP TIM and each milestone approach Project Plan (with Schedule) 4 5

7 Ganda ERP Project | Why to start the project 1.Need to have integrated system 2.Existing system doesn't support current business operation. 3.Need to have a computerized system / a tool for Financial and Accounting and other supporting tools to assure company data consistency, integrity, correctness, real time & transparence to enable faster and better decision making 4.Concern of future business growing 6

8 Ganda ERP Project | 7 1.To have Integrated Enterprise Resource Planning (IERP) system which include application modules to support our business process. 2.To improve the efficiency and co-ordination among business units. 3.To provide management with up-to-date information for better decision making 4.To Improve on the internal control of the company 5.To enhanced computerization of daily work from 40% up to 90% 6.Improved automation and limit the manual data entry 7.Input source data from the H/W devices (weighting scale, fingerprint…) automatically import for all of process and reports 8.Provide reports at each unit of the business process timely 9.To enable closing of monthly financial accounts on timely manner.

9 Ganda ERP Project | WHI Cemindo GemilangAASTAR SingapuraSubsidiary Bayah Cement Plant TPD Clinker Grinding Plant at Ciwandan TPY Cement Grinding Plant at Medan TPY Cement Grinding Plant at other (TBD) TPY Cement PT NSD Cement Sole Distributor PT ANP Transport Company PT MM Ready Mix Concrete Company 1.WHI 2.Chinfon Cement Corporation Vietnam 3.AASTAR 4.Gama Group 5.PT Ganda Group 6.PT SAG – KSO Semen Kupang 7.PT Cemindo Gemilang Scope of Implementation 8 Chinfon Cement

10 Ganda ERP Project | Scope of Implement Modules 9

11 Ganda ERP Project | Customization Modules in Ganda Project ItemEstimate Man hoursPhase Manufacturing of Production Daily reportsKP+ CFC 500Phase 1 Vehicle Management ( For Transportation Cost Management) Base on Ganda 300Phase 1 HRM reportID 200/ VN 200Phase 1 Automatic PLC IntegrationBase on CFC400Phase 1 Tax reporting to Local GovernmentFree of chargePhase 1 Packing Management (Truck & Belt Scale System) Base on CFC 200Phase 1 CMMS System(Customization in Equipment Module) Base on CFC50Phase 1 Electric Power SystemBase on CFC100Phase 2 Telephone ManagementBase on CFC150Phase 2 Library ManagementBase on CFC150Phase 2 Canteen Meal ManagementBase on CFC150Phase 2 GPS Integration300Phase 2 10

12 Ganda ERP Project | Agenda Ganda ERP Project Scope & Benefit Project team TIPTOP TIM and each milestone approach Project Plan (with Schedule) 4 11

13 Ganda ERP Project | Ganda IDN Project Leader Toto – Ganda Group Indonesia Ryan – Digiwin Project Manager Accounting & Finance Process Owner: Ms Maria Purchasing & Inventory Parts Process Owner: Mr Gary Manufacturing & CMMS Process Owner: Mr Wahyu. Mr Tatang IT Technical Support 1. Sunu Waskita (leader) 2. Appilion 3..Digiwin System Engineer (1 person) Advance Feature : Business Inteligent; B2B PLC/Field Instrument Integration Digiwin Consultant 1.Finance & Acc = Consutant 1 (1 person) 2.Mfg and Sales & Dist = Consultant 2 (1 person) 3.HRM,= consultant 3 (1 person) 4.BI = Consultan 4 (1 person) 5.Easyflow = consultant 5 (1 person) 6.System Analysis / Trainer = Consultant 6 ( 2 person) Note: Not include programmer that should working on Taiwan) Fleet Management Process Owner. Mr Sie Ngoh Project Management Process Owner: Mr Anang Key User 1.Metta 2.Simah Farida 3.Jimmy Key User 1.Purwanto Key User 1.Budi Tri 2.Aswin Key User 1.Sie Ngoh 2.Etiene Key User 1.Dadik SCOPE: GG, CG, NSD, ANP, SAG, MM Human Resources Process Owner: Mr Wahyu Key User 1.Dian 2.Akhwan** SCOPE: GG, CG, NSD, ANP, SAG, MM Sales & Distribution Process Owner: Ms. Jacqueline Key User 1.Oza 2.Sie Ngoh SCOPE: GG, CG, NSD, ANP, SAG, MM SCOPE: GG, CG, NSD, ANP, SAG, MM SCOPE: CG, SAG, MM SCOPE: ANP SCOPE: GG, CG Support Function 1. Change & Communication : Toto 2.Project Supporting: Damanhuri ERP Project Team (Full Time) 1.Frans (Finance, Acc, Sales, Distribution, Mfg) 2.Andi U Yani (Material Mgt HR, PM, System mgt) 3.Arik Rifai * (Procurement, logistic, Warehousing) 4.Hary (Junior Engineer) 5.Damanhuri (system Programmer) * Member of Log & Support Division ** = also responsible for end user training AASTAR Process Owner: Ms Jacqueline Key User 1.Shinty 2.Sheila SCOPE: AASTAR 12

14 Ganda ERP Project | RoleResponsibilityRemark Project Leader Deliver the specified project deliverables on time in good quality and in accordance with the budget Achieve milestones on time Report on project progress Identified of potential bottleneck and initiate to propose the solution Coordinate & Assign tasks to project members Keep in touch with Consultant to ensure successfully the project and for knowledge transfer Full time IT Technical Support Providing IT infrastructure for implement ERP System To setup system requirement for ERP System Support user to operate this system Part time but ready if required Support Function To assist project team on Project administration, training and prepare new infrastructure (if needed) To coordinate change program impacted of ERP impl. system Project Administration task Full Time ERP Project Team (Full time) Leader on development defined modules To manage and coordinate project communication, training, socialization and prepare new infrastructure (if needed) Working together with consultant to determine business process flow that needed to ERP system requirement with consultation to process owner. Development of business process documentation (incl design standard form and report) with consultation to process owner or key user Conduct testing, data collection, data validate and data migration for new system configuration. To drive, coach and facilitate the implementation of new system Setup and organize documentation control system and records Working together with key user to Identify of end user, training requirements at their particular site. Full time Process OwnerApproved “to be” Business process procedures Owner of new system Decision-making for critical or controversial issue during the project. Monitoring the project progress and direction. Key User /Key Man Owner of new system Lead in managing the change in their unit areas Reviewing “to be” process flow Co-ordinate between Project and End User Support project team by share data, information, validate data by assign their relavant user (if required) Build knowledge of what new system will do Assist & Coord on end user training To assign the user to execute the entry of transaction To coordinate the use of system and process between organizations and departments in order to define the responsibilities. Part Time but ready on demand with advance notification 13 Project Team Responsibilities

15 Ganda ERP Project | Chinfon VN Project Leader T-038 Mr. Alex Hsu TBD – DIGIWIN PROJECT MANAGER Digiwin Consultant 1.Finance & Acc = Consutant 1 (1 person) 2.Mfg and Sales & Dist = Consultant 2 (1 person) 3.HRM,= consultant 3 (1 person) 4.BI = Consultan 4 (1 person) 5.Easyflow = consultant 5 (1 person) 6.System Analysis / Trainer = Consultant 6 ( 2 person) Note: Not include programmer who should working on Taiwan) Technical Support 1. V1121 Le Quoc Tuan 2. V1422 Nguyen Thu Hong 3..Digiwin System Engineer (1 person) Support Function 1.Change & Communication : Alex Hsu 2.Project Supporting: Richard ERP Project Team (Full Time) ERP Specialist Engineer 1.Vacant (Suggest recruited from TW) ERP Technical Lead 1.V1121 Le Quoc Tuan ERP Programmer 1. V1422 Nguyen Thu Hong Advance Feature : Business Inteligent; B2B, EasyFlow PLC/Field Instrument Integration Weight Scale/Belt Scale/Fingerprint Tele/Fuel station/SMS/Door access 14

16 Ganda ERP Project | RoleResponsibilityQualificationsRemark Project Leader Deliver the specified project deliverables on time in good quality and in accordance with the budget Achieve milestones on time Report on project progress to the steering committee Identified of potential bottleneck and initiate to propose the solution Coordinate & Assign tasks to project members Keep in touch with Consultant to ensure successfully the project and for knowledge transfer Knowledge of business processes The ability to work effectively with all levels within Organization Project Management Expertise Have good understanding of project scope & constraint. Time management skills and multi-tasking capabilities Good on verbal and written communication skills The ability to make timely decisions Strong organizational skills Good leadership and coaching skills Full time IT Technical Support Providing IT infrastructure for implement ERP System To setup system requirement for ERP System Support user to operate this system Have Good skill & experience in Databases, networking, and operating system Have good understanding on the current IT System Experience and knowledge in current system environment. Part time but ready if required Support Function To assist project team on Project administration, training, business process development and prepare new infrastructure (if needed) To coordinate change program impacted of ERP impl. system Project Administration task Setup and organize documentation control system and records Good knowledge of the company’s organizational structure and business processes The ability to work effectively with all members of the organization ranging from executive members to front line / users. Full Time 15 Project Team Responsibilities

17 Ganda ERP Project | RoleResponsibilityQualificationsRemark Group Leader / Dept. Lead Leader on development defined modules To manage and coordinate project communication, training, socialization and prepare new infrastructure (if needed) Working together with consultant to determine business process flow that needed to ERP system requirement with consultation to process owner. Development of business process documentation (incl design standard form and report) with consultation to process owner. Conduct testing, data collection, data validate and data migration for new system configuration. To drive, coach and facilitate the implementation of new system Issues resolution Working together with key user to Identify of end user, training requirements at their particular site. Experience in functional business process, In-depth knowledge of the company’s business processes & best practices, Strong analytical skills and problem solving skills Strong communication skills and coaching skills Excellence team player skills, with strong verbal and written communication skills and coaching skills, Experience to design and developing System & Procedures. Experience in delivery training Part Time but ready on demand with advance notification Key User Co-ordinate between Project and End User Represent End Users Support project team by share data & information Validate data & Process Build knowledge of what new system will do Assist on end user training “Owner” of new system Lead in managing the change in their unit areas An in-depth knowledge of the business unit functionality business and requirements in their business process area(s), Strong analytical skills. Active and willing Able to use own initiative Good at interpersonal communication Part Time but ready on demand with advance notification 16 Project Team Responsibilities

18 Ganda ERP Project | Digiwin Service Team PM Ryan Han ERP Account Consultant ERP Logistic Consultant ERP MFG Consultant ERP FIN Consultant ERP II Support Consultant HRM Consultant Easy Flow Consultant BI/KPI Consultant Account Services System Analyst Programmer System Engineer TIPTOP Value Added Dept. 17

19 Ganda ERP Project | Agenda Ganda ERP Project Scope & Benefit Project team TIPTOP TIM and each milestone approach Project Plan (with Schedule) 4 18

20 Ganda ERP Project | T IPTOP I mplementation M ethodology TIM 19

21 Ganda ERP Project | 1.Form Project Committee 2.Kick-off Meeting 3.Survey and Diagnosis 4.Application Training 6.SOP Modeling 7.Gap Analysis & Customization 8.Basic Data Preparation 9.Process Online Simulation 10.Balance of Data Migration 11.System Goes Live 12.Monthly Review Meeting 5.Operation Training T IPTOP I mplementation M ethodology 13.Settlement of Accounts P D C A 20

22 Ganda ERP Project | 1.Form Project Committee 2.Kick-off Meeting 3.Survey and Diagnosis 4.Application Training 6.SOP Modeling 7.Gap Analysis & Customization 8.Basic Data Preparation 9.Process Online Simulation 10.Balance of Data Migration 11.System Goes Live 12.Monthly Review Meeting 5.Operation Training T IPTOP I mplementation M ethodology 13.Settlement of Accounts P D C A 21

23 Ganda ERP Project | 1.Form Project Committee  Purpose: Establish an ERP Project Committee & Determine Who is Responsible for What 22

24 Ganda ERP Project | 2. Kick-off Meeting  Purpose: - Announce ERP Project Objectives & Direction - Introduce Project Organization, Key Roles and Responsibilities - Overview of Project Schedule  Affirmation of Project Success  Expected Benefits from New System 23

25 Ganda ERP Project | 1.Form Project Committee 2.Kick-off Meeting 3.Survey and Diagnosis 4.Application Training 6.SOP Modeling 7.Gap Analysis & Customization 8.Basic Data Preparation 9.Process Online Simulation 10.Balance of Data Migration 11.System Goes Live 12.Monthly Review Meeting 5.Operation Training T IPTOP I mplementation M ethodology 13.Settlement of Accounts P D C A 24

26 Ganda ERP Project | 3. Survey and Diagnosis  Purpose: Data System Consultants Get Actual Business Model & Data Process Flow  Participants: All Project Team  Documents Required: - Current Business Process Flow Chart - All Currently Used Documents, Forms, Receipts, etc. - Currently Used Statistical & Management Reports  Deliverables: - Report of Initial Survey Results - Initial Variance Analysis Report - Some Parts of Modules Will Require Assistance from e-Learning Staff for Set Up (in Coordination with PM)  IFRS 25

27 Ganda ERP Project | 4. Application Training  Purpose: - Rapid Training Through e-Learning - Consultant Introduces TIPTOP SOPs & Functions - Focus on Specific Processes as Needed  Provided: - Mapping of Standard Business Processes - User Handbooks for Every Module - e-Learning Online Training Material (According to Module & Modifications Needed)  Deliverables: - Gap Analysis Report - Participant Training Test Results - Statistics on Participant Online e-Learning Progress 26

28 Ganda ERP Project | 5. Operation Training  Purpose: - System Planner Gets Clear Understanding How System Actually Works - System Discrepancies in Detail  Participants: - Project Team and KUs  Provided: - Mapping of Standard Business Processes - User Handbooks for Every Module  Deliverables: - Gap Analysis Report - Participant Training Test Results 27

29 Ganda ERP Project | 6. SOP Modeling  Purpose: - Establish the New SOPs for the Company  Participants: - Project Team, Key Users or Designated Leader for Each Module  Provided: - SOPs - Internal ISO/Key Audit Points  Deliverables - SOP Flow Chart for Each Module - Process Owner Sign Off on Completed Modules 28

30 Ganda ERP Project | 7. GAP Analysis & Customization  Purpose: - Process & System Differences Review with Solutions Development  Participants: - Project Team - Consultant  Preparation: - Internal Discussions Conducted about Process Differences of New System - Consultants Formulate Reports & Variance Analyses to Adjust Project Direction  Deliverables: - Specifications Confirmation - Gap Analysis Report 29

31 Ganda ERP Project | 1.Form Project Committee 2.Kick-off Meeting 3.Survey and Diagnosis 4.Application Training 6.SOP Modeling 7.Gap Analysis & Customization 8.Basic Data Preparation 9.Process Online Simulation 10.Balance of Data Migration 11.System Goes Live 12.Monthly Review Meeting 5.Operation Training T IPTOP I mplementation M ethodology 13.Settlement of Accounts P D C A 30

32 Ganda ERP Project |  Purpose: - Preparation of Old System Data Files - Data Entry of Basic Info into New System  Required: - Data Migration & Archiving Recommendations Table  Method of Execution: - Makes Schedule According to Archiving Table to be Done After Training - Review Progress of Implementation 8. Basic Data Preparation 31

33 Ganda ERP Project | 9. Process Online Simulation  Purpose: - KMs & KUs Become Familiar with New System - Further Explore Potential Differences  Participants: - Project Team & KUs  Provided: - Current Version of SOPs  Deliverables: - Participant Online Simulation Scores 32

34 Ganda ERP Project | 10. Balance of Data Migration  Purpose: - Migration of Balance of Data for Each Module - Input of Accurate Accounting Data (or Data Conversion)  Requirements: - Accounting Opening Balance - Opening Balance Plan for Each Module  Deliverables: - Accounts Balance Acceptance Report - Import of Opening Balances 33

35 Ganda ERP Project | 1.Form Project Committee 2.Kick-off Meeting 3.Survey and Diagnosis 4.Application Training 6.SOP Modeling 7.Gap Analysis & Customization 8.Basic Data Preparation 9.Process Online Simulation 10.Balance of Data Migration 11.System Goes Live 12.Monthly Review Meeting 5.Operation Training T IPTOP I mplementation M ethodology 13.Settlement of Accounts P D C A 34

36 Ganda ERP Project | 11. System Goes-Live  Purpose: - Bring System Online  Recommendation: - New System Completely Replaces Old System with No Parallel Processing  Method of Execution: - Consultant & Service Staff Initialize System On Site  Deliverables: - Auto Generated System Online Performance Report 35

37 Ganda ERP Project |  Purpose: - Project Costs, Progress Control - Review the Various Project Implementation Stages & Objectives - Resolve All Outstanding Major Issues - Review Online e-Learning Reports (Statistics Available for Each System Module Implemented)  Meeting Schedule: - After Project Kick-Off, at Least Once a Month  Participants: - Process Owner, All Project Participants  Deliverables: - Discussion of Issues & How They were Resolved - Subsequent Stages & Plans 12. Monthly Review Meeting 36

38 Ganda ERP Project | 13. Settlement of Accounts  Purpose: - Initiate Accounts Settlement - Verify Completion of Project Tasks - Provide Official Documentation & Management Reports  Requirements: - Settlement of Costs, Accounts Settlement SOP  Deliverables: - Relevant Account Settlement Reports & Management Reports  Completion Date: - 10 th of the 1 st Month Online, with adjustments made in subsequent months to reduce settlement process 37

39 Ganda ERP Project | Agenda Ganda ERP Project Scope & Benefit Project team TIPTOP TIM and each milestone approach Project Plan (with Schedule) 4 38

40 Ganda ERP Project | M01M02M03M04M05M06 Survey Diagnosis Survey Diagnosis Application Training S.O.P. Modeling Gap Analysis Program Modifying Gap Analysis Program Modifying Simulation Fine-tuning Simulation Fine-tuning Data Migration & Data Input End Users Training Balance Check TIPTOP Goes Live TIPTOP Goes Live Product Project Partner TIM, TIPTOP Implementation Methodology Decision Needs KPI Monitoring Decision Needs KPI Monitoring Operation Needs Kick-off Meeting Close Report 39

41 Ganda ERP Project | Planning 1. Signing contract 2. Hardware purchase 3. System Instalation 4. Form Project Team 5. Kick Off AugSep Dec Oct Nov Feb Jan 23 May, Contract Signing 1 July, Kick Off May Jun Jul Action 1. System Go-live 2. Monthly Review Meeting 3. Setlement of account 4. Go-live support Do / Implementing 1. Survey & Diagnosis 2. Application Training 3. Operation Training 4. S.O.P. Modeling 5. Gap Analysis & Customization 6. HRM Application Training /Gap Analysis Check 1. Basic Data Preparation 2. Process Online Simulation 3. Balance of data migration Phase 2 Go-Live Mar May Apr ERP Project Milestone Phase 1 - Project Implementation 6 months Finance & Acc; Supply Chain, Sales, Manufacturing, HRM Phase 2 - Project Implementation 6 months GPS/PLC Integration; B2B; BI, Easyflow and other customized programs 1. S&D completed (week 2 July) 2. Application training done (week 2 August) 3. Operational training done (week 4 Sep)4. SOP Modeling completed (week 1 Oct) 5. Gap Anls & Custm completed (week 3 oct) 1. Basic Data prep done (week 2 Oct)2. Online Simylation done (week 4 Nov)3. Data migration completed (week 4 Dec) Phase 1 Go Live HRM Training & Gap Analysis completed (week 5 oct)

42 Ganda ERP Project | Q & A 41

43 Ganda ERP Project | What next Be ready for 1st step survey and diagnosis

44 Ganda ERP Project | 43 ItemMonthDateLocation Participants Objective 1July1/07/2013 ~ 5/07/2013Hai Phong Digiwin 2 Person JKT team 4 Person CFC Kick-off meeting CFC Survey & Diagnosis 2 8/07/2013 ~ 12/07/2013Hai Phong Digiwin 3 Person JKT team 5 Person CFC Survey & Diagnosis CFC HW Installation ( Mr. Sunu join with HW installation ) 3 15/07/2013 ~ 19/09/2013Both Side 【 Ganda group Internal process 】 █ Document Preparation █ Issue Tracking and Discussion 4 22/07/2013 ~ 26/07/2013Jakarta Digiwin 2 Person [CFC] Sales (Mr. Luong + Ms. Thuy) Logistic (Mr. Hien) MIS (Mr. Tuan) PM Mr. Alex JKT HW Installation SOP Discussion █ Sales █ Distribution █ Inter-Company Transaction █ Vehicle Management ( Mr. Tuan join with HW installation ) 5 29/07/2013 ~ 3/08/ day more in Sat Jakarta Digiwin 2 Person [CFC] Pur (Mr. Hai + Mr. Hung) Acc (Ms. Thanh Huong + Ms. Thao) W/H (Mr. Viet + Mr. Tan) PM Mr. Alex SOP Discussion █ Purchase █ Account Receivable █ Inventory Management █ Account Payable Discussion █ Warehouse Inventory

45 Ganda ERP Project | 44 6Aug5/08/2013 ~ 9/08/2013Hai Phong Digiwin 1 Person [CFC] HRD (Ms. Hien + Ms. Loan + Ms. Thanh) PM Mr. Alex SOP Discussion █ Survey and Diagnosis of HRM █ HRM Application Training █ HRM Gap Analysis 7 12/08/2013 ~ 16/08/2013Jakarta Digiwin 3 Person [CFC] Group Lead Mr. Huang P.D Quarry Mr. Dat Production Mr. Hai Pakcing Mr. Thanh F/G Mr. Chinh Q/C Mr. Huong W/H Mr. Viet (Spare Parts) ACC Ms. Thanh Huong + Ms. Lan Anh + Mr. Viet PM Mr. Alex SOP Discussion █ Production Management █ Notes and Cashing Management █ General Ledger █ Cost Accounting █ Fix Asset(For Accounting) █ Ordinary Report 8 19/08/2013 ~ 23/08/2013Hai Phong Digiwin 3 Person JKT team 4 Person SOP Gap Analysis & Requirment Confirm █ TIPTOP B2B █ Truck Scale, Belt Scale █ Loca Leagal Report and Tax 9 26/08/2013 ~ 30/08/2013 Both Side SOP,Basic Data Preparation and Discussion Internal Key User Training

46 Ganda ERP Project | 45 10Sep2/09/2013 ~ 6/09/2013Both Side SOP,Basic Data Preparation and Discussion Internal Key User Training 11 9/09/2013 ~ 13/09/2013Hai Phong Digiwin 2 Person JKT team 4 Person Operation Training and SOP Reconfirmation 12 16/09/2013 ~ 20/09/2013Hai Phong Digiwin 2 Person JKT team 4 Person Operation Training and SOP Reconfirmation 13 23/09/2013 ~ 27/09/2013Both Side 【 Ganda group Internal Process 】 Internal Training to End User and Document Preparation 14 30/09/2013 ~Hai Phong MIS Training for Programing, Reporting Modification Skill

47 Ganda ERP Project | Three elements of success 1.Correct information 3.Skilled operators 2.Smooth flow The support of Superiors!! 46

48 Ganda ERP Project | 47 Synergy and teamwork for successful ERP Project


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