WEBINAR: Starting on the right foot OpenERP Methodology

Traditional Approach VS OpenERP Approach

3 Traditional Approach 1 Customer invests in RFQ 2 Supplier invests in RFQ analysis 3 Contract signed Price established 4 Detailed analysis 5 Start implementation phase 6 Renegotiate contract  Customer establishes an RFQ, but no RFQ - no matter how extensive - can describe all the customer’s processes. (This is an INVESTMENT)  Traditional suppliers invest heavily in free presales but recharge the cost through expensive license costs  The contract is signed based on incomplete data which leads to:  Either the supplier takes a very significant margin to protect himself  Either the supplier aims at a conservative cost (to get the deal); the probability that he will renegotiate the contract is high.  Often in the middle of the implementation supplier and customer need to re-adjust the contract.

4 OpenERP Recommended Approach 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support  The customer assesses the software (free trial, demo)  The partner performs a billable GAP ANALYSIS (3-10 days, depending on the company processes) during which he will assess whether the customer’s needs are covered by OpenERP or if specific customization is needed, and establishes a budget for the project:  Does OpenERP fit to my needs?  Budget range?  The customer has the freedom to continue or stop the project  The partner conducts the detailed analysis (screen design, workflow design, report design) for all the applications the customer wants to deploy and provides a revised price if needed  The customer validates the detailed analysis avoiding any risk of misunderstanding about what needs to be delivered. If parties disagree the contract can be terminated with minimum harm. Can stop

First Step: Software assessment

6 First Step : Software Assessment 1 Software Assessment 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support  Objective:  Understand the customer’s goals  Make the customer familiar with OpenERP  Give the customer visibility on the project methodology  Task:  Interview with company management  Deliver Proof of Concept when appropriate  Allow the customer to evaluate the software (Functional Scope, Technical Infrastructure, User Interface)  Tools:  Free Downloads  Demo at the customer site  Presentation of OpenERP Methodology (slide)

Step Two: Gap Analysis

8 Step two : Selling the GAP ANALYSIS  Why selling the GAP analysis?  Quote small in first step to engage customer  Exclude competitors!  Limits risk of irrelevant project cost estimation: BUDGET is key!  Traditional ERP integrators struggle with huge pre-sale investments  It builds up intimacy and trust with the customer  How to sell the GAP Analysis  The GAP analysis cost is fully reduced from the implementation cost  Argue professional analysis by consultants vs. sales pitch to assess the software  We are cheaper than the competitors as there is no license costs but we don’t offer free services: Open source approach  It allows to pay a small amount to start working with the partner and evaluate it, it limits the risk for the customer: security for customer, they are not locked!  It allows to adapt the customer requirements to OpenERP best practices to decrease the implementation budget

9 Step two : GAP ANALYSIS 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support  Objective:  Define the scope of the project  Assess how OpenERP covers the requirements defined in the RFQ  Assess the need of the customers and what custom developments will be required to meet the customers needs  Establish first price estimate  Task:  Interview with company management  Interview with employees  Tools:  Mind map of interview with top management  Mind map of interview with employees  Project scope

10 Step two : GAP ANALYSIS 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support Time Estimate: Management Meeting (½ day) Job Interview (½ day per interview) Report (50% - 100% extra of time spent with customer) 2 Process Flows (½ – 1 day) 2 Screen Designs (½ – 1 day) Make Preliminary Budget (1 day)

11 Step two: Company Description

12 Step two : Employees’ Interviews 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support 6/10/2010  The employee analysis must be conducted for each position. A position is a coherent group of tasks.  Beware, a single employee may hold several positions (e.g. a person managing both HR and admin). In that case perform two position analyses with the same person.  Fill the mind map as you conduct the interview. It will make the person you are interviewing much more comfortable if he/she can check the outcome of your meeting and it will save you a lot of time.

13 Step two : Employees’ Interviews

14 Step two: Project scope 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support  The project scope defines:  Functionalities  Description  Covered by OpenERP  Estimated Effort  Priority  Comments  Solutions

15 Step two: Project scope

16 Step two : Process Mapping 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support  During the interview start the process mapping  If the task you identify already belongs to an existing process just complete the process. If not create a new process  Indicate whether the process is a standard process in OpenERP or whether the process will require custom development

17 Step two : Screen Design 1 Software Assessment 2 GAP ANALYSIS 3 Analysis 4 Customization 5 Deployment 6 Support

18 Step Two: The outcome 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support  At the end of the GAP ANALYSIS phase, the partner can deliver to the customer a detailed report:  The Mind Maps of the interview  An analysis of the RFQ  A process map  An estimated budget  Start discussing the contract if the customer wishes to conduct the project

19 THE GAP ANALYSIS TOOL  The sample Gap makes your customers fall off their chair/light bulb turns on!  You should show it (or at least mention it if the timing is not good) at the end of every demo  It is a logical next step 6/10/2010

20 THE GAP ANALYSIS TOOL 6/10/2010

21 THE GAP ANALYSIS TOOL 6/10/2010

22 THE GAP ANALYSIS TOOL

23 The Gap Analysis Tool  This tool works for EVERYBODY involved in sales cycles  The more you know about the methodology, the better you will be at selling:  BE CONFIDENT => BRINGS AND SHOWS CONFIDENCE  SHOW FLEXIBILITY, YOU DON'T SELL PACKS SO SHOW YOUR CUSTOMER YOU CAN TAILOR THE IMPLEMENTATION ACCORDING TO HIS SITUATION 6/10/2010

24 THE GAP ANALYSIS TOOL  A gap analysis is an optional but highly recommended  Match OpenERP with the client’s needs  Convince the client on the feasibility of the project  Allow the customer to exit the project with limited investment if the results do not reach expectations. No locking, open source approach!  Give an estimation of project time & costs at a 70% certainty in a limited time (2-10 days)

Step Three: Detailed Analysis

26 Step Three: Detailed Analysis 1 Software Assessment 2 GAP ANALYSIS 3 Analysis 4 Customization 5 Deployment 6 Support Objective: Design and validate the solution in detail. Task: Analyze business processes and design changes to the data model specific screens optional workflows optional wizards (actions) reports and dashboards menu entries user groups and access rights Tools: Workshop at the customer site

27 Step Three: Analysis through data model 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support Design changes to the data model: Security : groups and accesses to the object Fields Views on the object Tools: OpenERP Object Model Overview Report

28 Step Three: Analysis through Screen Design 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support Design screens: Design modifications on existing views Design new views Tools: DIA (Diagram Editor) with OpenERP widgets and view import plugin

29 Step Three: Analysis through Workflow Design 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support Design workflow: Design modifications on existing workflow Design new workflows Tools: DIA (Diagram Editor)

30 Step Three: Analysis through Report and Dashboards Design 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support Design reports and dashboard: Sketch up required reports and dashboard Tools: OpenOffice Writer Create a simple prototype of the reports that have to be implemented.

31 Step Three: Analysis through wizards Design 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support Design wizards: Explain wizards that have to be implemented. Use previous tools for views, access, processes when appropriate Tools: OpenOffice Writer DIA

32 Step Three: Analysis through Menu and Access Design 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support Design menu: List menu entries to add and corresponding views Tools: OpenOffice Writer Design access: Define specific access rights. Associate groups to the specific access rights Tools: OpenOffice Writer

Step Four: Implementation

34 Step Four: Implementation 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support Objective: Implement the solution Load demo data Customer Validation Task: Define sprints (Agile, short sprints) Create project tasks Develop the solution Tools: OpenERP

Step Five: Deployment

36 Step Five: Deployment 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support  Deployment of OpenERP  Development version  Production version  Training version (preferably)  Import Customer Data  Development version  Production version  End-user Training  Customer Assistance

37 Methodology: conclusion 1 Soft ware Asse ssme nt 2 GAP ANALYSIS 3 Analysis 4 Implementation 5 Deployment 6 Support  REAL sales tool  Secure Partner and customer  Improve Project Management  Short Decision Cycles  Higher Quality of Deliverables  Faster Deployment  Strong Customer Commitment

38 The end Contact your dedicated account manager for any question you may have.

39 Why should we perform a GAP ANALYSIS if the customer has already provided a RFQ?  The RFQ provides a good basis for understanding the company’s needs  No matter how detailed the RFQ is, it will never provide the same level of insight as interviews with the management and the users and will always leave room for interpretation  A very detailed analysis is the only way to:  Limit the risk of misunderstanding between the partner and the client  Clearly identify what is in the project scope and what is not  Quickly detect difficulties which could be much more complex and expensive to fix if they are handled later on in the project  Performing the GAP analysis is the best way to build customer intimacy. The customer will judge the trust he can grant to the partner during this initial phase.