Migration MIGR-02

David Cervelli Managing Consultant Strategic Systems Group (SSG) June 2007 Preparing for an Implementation

ERP LN IMPLEMENTATION  Why Upgrade?  Environment  Resources  Project Management  Data Migration  Pilot Testing  End-User Training  Go-Live Planning  Conclusion

WHY UPGRADE ? Version will not be supported Need new functionality Users not happy with current version Corporate requirement

LOOK BEFORE YOU LEAP ! Identify... What is important What needs to be delivered to... Users Business Management Corporate I/T Long-term plans

CURRENT APPLICATION AND ENVIRONMENT ASSESSMENT Conduct assessment of current systems and processes Document current processes Document business requirements Rank requirements Must have Nice to have That would be nice

DATA MIGRATION ENVIRONMENT Pilot test company Data migration company ‘Pristine’ company Patch company – separate VRC Development company – separate VRC

RESOURCES Identify resources early in the process Project Sponsor Implementation Team Power Users Cross-functional Participation Project Leader Systems Data Migration Tools

CROSS-FUNCTIONAL IMPLEMENTATION TEAMS Input from multiple sources improves the outcome Get the Management perspective – make sure the right business goals will be met Get the front line workers – they do the work and understand better than most Leverage the power users’ knowledge of the business and systems Need participation from each department When one person covers many departments Opportunities are missed Assumptions may be incorrect

INTERNAL RESOURCES Strong leadership internally ensures success Project scheduling and management Requirements definition Process decisions Deliverables definition and tracking Testing Sign-offs

OUTSIDE RESOURCES Use external experts to fill the gaps and meet resource requirements Programming Data conversion Pilot testing and training support Software and hardware installation Documentation Free up internal resources to do more important tasks

PROJECT MANAGEMENT STRATEGIES Managing the project is key to success Project scope Decision-making powers Communication Risk assessment and management Issue tracking Identify milestones Budget Expectations Process ownership

DECISION MAKING Don’t make process decision in a vacuum Include cross-functional teams in pilot testing Don’t assume you know all the upstream and downstream processes Ask the people who do the work

DATA MIGRATION PROCESS Use tools designed to make this an ‘easy’ process Make your migrated data available early in project Incorporate into ERP LN Implementation schedule Schedule data refreshes to coincide with key project events Involve key users who ‘know’ the data Validate, validate, validate

DATA MIGRATION INSIGHTS Don’t use migrated data too early in pilot testing Data cleansing is always a lengthy process Convert and consolidate the data early in the processes Don’t assume since data was validated once it does not need to be validated again Refresh data often

PILOT TESTING APPROACH Create test scenarios Create new transactions Process migrated transactions Document results Schedule formal pilot test cycles

PILOT TESTING Perform thorough pilot test early in the implementation process Identify and document issues / gaps / additional requirements Assign resources to issues, gaps and additional requirements Pilot test environment is critical to success The right equipment The right people The right leadership

TRAINING END USERS Thorough training required Train all users not just a few Don’t shortcut training – you’ll pay for it later People have different styles of learning Wait until Pilot testing is complete Initial procedures are finalized Test company set-up and configuration is complete Your company’s data has been migrated to a test company Major customizations are complete Training must be full time – part-time students don’t learn well Training should be very close to go-live date

BRING IT ALL TOGETHER

GO-LIVE PLANNING Timing Resources Data validation System management Expectations Anticipate the unexpected

CONCLUSIONS Planning Resources Time Project Communication The Right Tools

Q U E S T I O N S ? David Cervelli, Managing Consultant Nobo Nazuka, Senior Systems Consultant Strategic Systems Group, Inc.