1 © The Delos Partnership 2003 Delos Excellence Project Implementation Pilots

2 © The Delos Partnership 2003 Delos Change Journey MobiliseDesignCommunicateReviewUnderstand Identify quick Benefits Develop Change Vision InternalSell-in ReviewSystems Establish Resources Resources Gain quick Benefits Detailed Process Design Public/PrivateWorkshops DevelopSystems Develop Task Teams Gain early Benefits Document Policies etc InternalEducation CreateSystems EstablishOrganisation SecureBenefits Refine ASSESSContinueEducation RefineSystems GainTeamwork ASSESS Cost/Benefit Develop Bus Strategy InitialEducation AppointSponsor PILOTPILOTPILOT

3 © The Delos Partnership 2003 Implementation methods 1.Train users > check software works > cutover to new system 2.Train users > Check software works> Run systems in parallel > Cutover 3.Develop New company > Educate and Train users > Delos Pilot > Cutover

4 © The Delos Partnership 2003 Implementation methods 1.Train users > check software works > cutover to new system 2.Train users > Check software works> Run systems in parallel > Cutover 3.Develop New company > Educate and Train users > Delos Pilot > Cutover THIS WORKS

5 © The Delos Partnership 2003 Types of Pilot Conference Room Pilots Part of the education and training programme and typically planned by the T&E stream So called because they take place away from the normal place of work Three types: –Mobilisation Pilot – Program Team only, at end of conceptual design –Design Pilot – Program Team and Trainers, at end of detailed design and Trainer Training but prior to user training –Communication Pilot – Users only, after user training and immediately before implementation. Cutover Pilots Part of the Cutover activity – to be covered as part of Cutover Strategy

6 © The Delos Partnership 2003 Pilot Approach to ERP Implementation A Pilot is NOT: –A structured “walkthrough” or demonstration of the system or processes –A software test, though it does confirm that there are no major issues with the software. Software and systems integration testing are separate activities –Restricted to one or a few areas of the business, but covering all processes simultaneously –Training – all training and education must be complete at the relevant stage before the pilot takes place. The pilot reinforces the training and education and builds confidence in what has been learned –Volume testing – only small data volumes will be used to avoid the pilot becoming a “keyboard bashing” exercise. Volume testing is a separate activity.

7 © The Delos Partnership 2003 Pilot Approach to ERP Implementation A Pilot is: –A simulation of the entire new business process, organisation and system –A way of identifying any “real world” shortcomings of the design –A way of confirming that the new business model will meet the business needs without unacceptable levels of risk –Designed to allow each new role/job to see how its responsibilities will interact with others –Based on representative, low volumes of data to simulate the business as it will operate around six months post implementation –An excellent way to “prove” that the integration of all the processes, jobs and systems works effectively.

8 © The Delos Partnership 2003 Pilot Stages WhenBy Whom Items to be used Purpose Computer Pilot Month 3Project Team Dummy partsSoftware works Understanding of Software Project Team Pilot Month 4Project Team Few dummy but recognisable parts Test Company way of working based on software Managers and Trainers Pilot Month 8Managers and Trainers More dummy but recognisable parts Test Managers and Trainers understanding of company way of operating Users PilotMonth 11UsersDummy partsTest Users understanding of how to do their job.

9 © The Delos Partnership 2003 Computer Pilot Check software operated as it should Identify bugs Start to discover where modifications are required Confirm where interfaces required PREREQUISITE Understanding of how the system should operate A model of how the business is going to operate PREREQUISITE Understanding of how the system should operate A model of how the business is going to operate

10 © The Delos Partnership 2003 Project Team Pilot Purpose 1.Test the model of the company 2.Test the software supports the way the company will operate 3.Simulation of possible organisation scenarios 4.Simulation of how to handle technical issues – e.g. BOM structure.

11 © The Delos Partnership 2003 Project Team Pilot Manufacturing Supply Planning Stores Product Development Marketing Finance Field Service

12 © The Delos Partnership 2003 Conference Room Pilot 1.A Dynamic environment simulating business operation 2.Designed to prove that Education has been effective 3.Tests that Organisation Structure will work 4.Tests operation of policies and procedures 5.Enable people to recognise problems and how to solve them 6.Checks the process 7.Should start simple and get more complex

13 © The Delos Partnership 2003 Managers/Trainers pilot Purpose 1.Test the understanding of the way that the company will operate 2.Bullet proof their understanding in preparation for the training 3.Validate organisation 4.Final check on software

14 © The Delos Partnership 2003 Managers’ Pilot Manufacturing Supply Planning Stores Product Development Marketing Finance Field Service

15 © The Delos Partnership 2003 Users Pilot Purpose Understanding of principles and concepts Understand the way the company will work Reinforce their role in the new organisation A non-business critical environment in which to make mistakes Final check of software in all aspects [e.g. ERP system plus interfaces]

16 © The Delos Partnership 2003 Users’ Pilot Manufacturing Supply Planning Stores Product Development Marketing Finance Field Service Depending on number of roles, there may be a need to run multiple user pilots

17 © The Delos Partnership 2003 Vision Critical Path Teachers Project Team Prepare Teachers’ course Users Develop Business Model Test out and Debug Software Generic Concepts Your Business Model Your Software Generic Concepts Your Business Model Your Software PILOTSPILOTS PILOTSPILOTS OwnershipUnderstanding

18 © The Delos Partnership 2003 Key Concerns 1.Total Time to implement 2.Is ownership total ? 3.Is it simple ? 4.Is the vision understood ? 5.Is the project properly resourced? 6.Educate and re-educate [ 80 % understanding] 7.Training vs. Education

19 © The Delos Partnership 2003 Key activities MONTHS Activity EducationProject TeamPilotManagersPilotUsers InternalPilotLive IEPDefine ProcessPilotPilot processPilotAdd all familiesPilotLive InnovationDefine ProcessPilotDefine policiesPilotEstablish organisationPilotLive Demand PlanDefine ProcessPilotDefine PoliciesPilotEstablish organisationPilotLive MPSMTS v ATOPilotDefine PoliciesPilotEstablish organisationPilotLive IRA AccuracyControl GroupInitCycle CountingPilotLive BOM AccuracyFind ErrorsFix ErrorsUploadLive BOM StructureDefineRestructure and set up all Bills of MaterialsLive RoutingsFind errorsFix ErrorsLive Planning DataDefineSet upLive PurchasingDevelop Purchasing ToolsPilotEducate all vendorsLive ManufacturingDevelop Lean ManufacturingPilotEstablish across businessLive FinanceDevelop costing and IEP/Budget LinkPilotDevelop costs, Inv and WIP valuesLive MeasuresDevelop Vision, objectives and measuresPilotEstablish across businessLive SoftwarePT debugPilotCarry out Software modifications and interfacesPilotLive