Enterprise System

Implementation Strategies

and Phases

July 27, 2012

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About Your Presenter

• Sr. VP KeyedIn Solutions Consulting Group

– Helping companies align their business and technology

– Focus on people, process, and then the technology

– Subject matter expert on business process management

– On-going research into next generation of technology for

enterprise systems

• 25 years experience in enterprise systems

– USAF Research Project (1985)

– Founder of enterprise quality software company (1988)

• Trusted advisor to global organizations, government

agencies, and professional groups

http://www.linkedin.com/in/johncachat

Thought for the Day

“The value of an idea lies in the using of it.”

Thomas Alva Edison

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Driving from Point A to Point B

• Wrong directions guarantee poor results

• GPS provides the plan

• Then stuff happens

– Construction

– Traffic

– Accident

• Adjust and arrive

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Today’s Discussion

• Implementation Strategies

– Full blown

– Staggered or Phased

• Implementation Phases

– Project planning

– Application exploration

– System design

– System testing

– System activation – “go live”

Full Blown Approach

Everything, everywhere, at the same time

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Pros Cons

Less integrations with legacy system

need to be developed

Can eliminate legacy system

maintenance fees faster

Lesson learned can not be transferred

to other sites

Short term, more intensive consultant

support and therefore more expensive

More room for failure – too many

moving parts

Requires strong project management

Staggered or Phased Approach

Different stuff, at different sites (departments), at

different times

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Pros Cons

Less consultant intensive

Problem areas can be separated out

Internal employees may be able to take

over in later phases

Less room for failure

Temporary interfaces may have to be

built

Have to pay maintenance on legacy

systems for a long period of time

Implementation Strategies

• Which approach is best?

• It is probably better to win a series of battles then risk losing the war!

• Which has the highest probability of success?

• How much can your company absorb at one time?

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Implementation Phases

• Transition from legacy to new system

– Project planning

– Application exploration

– System design

– System testing

– System activation – “go live”

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Project Planning

• First we have to figure out

what we are going to do

before we figure out how we

are going to do it

• Magnitude, duration, and cost

• Resources

• Risk Management

• IT IS NOT GANTT CHARTS!

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Project Planning

• Living documents

• Communication tools

– Issue Management

– Status Reporting

• Take the time to do it right

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Application Exploration

• Users and consultants sit down in front of the app and explore the functionality

• Use training or demo data – do not use an empty version

• Goal is to get end users familiar with the system, how to navigate, and understand the options available

• Objective is to get the end users more knowledgeable so that they can ask better questions

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Application Exploration Objectives

• Begin the process of

knowledge transfer from

consultant to end user

• Identify gaps

• Explore different

configurations / set up options

• Discuss in and out of scope

concerns

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System Design

• Configure the system

• Organizational structure

• Reporting

• Security

• Key files (customer, employee, supplier, etc)

• Avoid overthinking and cumbersome setups

• Use best practices

• Avoid customizations

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Customization

• Avoid at all costs, really – stay vanilla

• Customization is not configuration

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Customization – Bad Configuration - OK

• Changing source code

• Changing data structures

• Changing business rules / triggers

• Changing batch programs

• OEM tools that change screens

• Workflow engines

• Report Writers (be careful)

The KeyedIn Approach

• Use the software “as is out of the box”

• Use BPM to develop specific solutions for your

specific needs

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System Design Objectives

• Continue the knowledge transfer

starting with application exploration

• Establish the framework for the

system

• Finalize and document the

customer’s desired system

configuration

• Setup the initial security

configuration

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Types Of System Testing

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Type Description

Parallel Testing Users test an entire process, like running payroll, and

compare to results from legacy system

Stress testing Users “pound” the system – number of users, response

time, running reports

System integration

testing

Users test the entire process – from start to finish, across

integration point3

Unit Testing Users test specific scenarios – not the entire process –

make sure this thing works

User acceptance

testing (UAT)

Users follow specific test scripts – a comprehensive set of

instructions to verify system does what it is intended to

do

Note: System testing versus system validation

System Testing Objectives

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• Discover, document, and resolve any design,

data, processing or application issues

• Refine system configuration as required

• Test customizations

• Continue knowledge transfer and make end

users comfortable with their roles

• Identify and resolve resource issues

• Clarify go-live training needs

• Refine the initial security matrix

System Activation – “Go Live”

• Assuming the new system is

– Configured properly

– Tested

– People are ready

– Processes are documented

• Cutover

• Go-Live

• Retire / shutdown legacy system

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The Group Responsibly Matrix

Roles in the System Implementation

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Project

Planning

Application

Exploration

System

Design

System

Testing

System

Activation

Sr.

Management

HIGH Low Low Low HIGH

Project

Managers

HIGH Medium Low Low HIGH

End Users Low HIGH HIGH HIGH HIGH

Internal

Technical

Resources

Medium Low Medium HIGH HIGH

Consultants Medium HIGH HIGH HIGH HIGH

Red Flags

• 400 line project plan with no

resources

• No full time Project Manager or

process

• Corner office is dictating how the

system should be configured

• No risk analysis performed

• Employees do not understand

why this is being done

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Things to Remember….

• Spend time on planning

• Allow for changes / updates

• Celebrate the go live event

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About KeyedIn Consulting Group

Experts providing solutions to specific problems

– Business and IT Alignment

– People and Process Alignment

– Enterprise Software Selection

– Project Rescue

– Project Management & PMO Managed Services

Follow KeyedIn

Corporate Website: www.keyedin.com

www.twitter.com/keyedinsolution

www.linkedin.com/company/2434133?trk=tyah

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Upcoming Webinars

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7/27/12 Enterprise System Implementation Strategies and Phases

7/31/12 Project Teams: People Issues, Roles and Responsibilities

Questions & Answers

Q ACopy of Presentation Future Webinars

Contact:

Shelly Bird

sbird@keyedin.com

952-835-1041 ext.163

Visit:

www.keyedin.com

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