2% 10% TOTAL PROJECT EFFORT TOTAL PROJECT SAVING OPPORTUNITY Preparation Evaluation Planning Technical Upgrade Adoption Go-Live Business Validation 60% PREPARATION • Resource management solution • Establish communication and collaboration between teams • Establish responsibilities • Assemble experts and decision making teams • Prior commitments • Team availability • Skill gaps • Communication channels • Expertise in areas of importance and high change (e.g. Financials) • Committed time from key stakeholders • External expertise to fill skills gap • Previous project experience • Project managers • Business process owners • Functional analysts • Technical team • DBA • Mid-tier • Developers • Steering group • Business SMEs • IT • External consultants • Collect previous implementation design and requirements • Establish knowledge base repository 2% 01 EFFORT (% of overall project) SAVING OPPORTUNITY 20% EVALUATION • Automated capture of As-is • Analysis of customizations • Documentation review • Functional review • Benefits review • Cost • Approach • Upgrade criteria • Not involving all of the business at least in some part of this process • Failure in determining upgrade path based on the release notes available • Create a watertight business case to provide scope of effort required and get buy in from management • Selecting the best approach is vital. Main things to consider for this are: – New functionality – Technology improvements – Operational considerations – Support availability • Steering group • Business SMEs • IT • External consultants • Document project scope, impact and risk factors • Capture existing system business processes 02 EFFORT (% of overall project) SAVING OPPORTUNITY 6% 40% PLANNING • Reporting process • Key metrics • Central knowledge base • Common planning solution • Define process, tools and people involved • Ensure the scope has objectives, new feature, customization and potential downtime decisions • Ensure scope and a detailed project plan are defined • Ensure that a 'Go Live' checklist is compiled • Understand and mitigate project risks • Provide clear communication methods for key stakeholders • Treat this as a formal company wide project • Use a team with broad and complimentary skills • Add time for tuning in to the plan • Create a clear 'as is' document • PM • Steering group • DB admin • QA • Trainers • Technical Lead • Process dependencies including up/down-stream systems • Create test plan • Construct test cases for every business process • Plan resource requirements and timescales 03 EFFORT (% of overall project) SAVING OPPORTUNITY 40% 10% TECHNICAL UPGRADE • Automate upgrade steps and environment validation • Evaluate architecture • Create technical upgrade document • Perform practice upgrade first • Verfify installation • Complete a full performance test prior to go live • Calculate the new hardware sizing requirements and minimum specifications • ID has been transferred • Check if mandatory architecture change is required • Take regular checkpoints • Document lessons learned in the practice upgrade • Defrag and re-organise the database • Get code current • IT • DBA • Dev • QA • BA • Capture upgrade task steps • Record results of smoke test • Provide stakeholders with real-time progress visibility 04 EFFORT (% of overall project) SAVING OPPORTUNITY 30% 10% BUSINESS VALIDATION • Knowledge base • Collaboration platform • Captured test cases • Automated validation • Issue capture • CRP • SIT • UAT after production upgrade iteration • Ensure all business processes are used in test cycle • Ensure test acceptance criteria are used • Ensure all validations comply with audit requirements • Use tooling to facilitate automatic documentation of validation • Leverage existing test scripts and plans • Use each CRP as an opportunity to further tune the upgrade • Get functional user buy in • Update user manuals • Team members can easily update their task status • PM • Key business users • Dev • QA • Provide stakeholders with real-time progress updates • Enable all participants with ability to easily update their progress • Record results of test cases, incorporating evidence of issues • Collect proof-of-testing for audit purposes 05 EFFORT (% of overall project) SAVING OPPORTUNITY 75% 60% ADOPTION • Automatically created training documentation and videos • Prepare training docs • T raining • New process review • Ensure all users are aware of new functionality • Create clear training plan • Ensure correct timing for training • Optimise training process • All users of the system, trainers • Repurpose tests recorded by business users to produce user documentation and videos 06 EFFORT (% of overall project) SAVING OPPORTUNITY 50% GO-LIVE • Automatic capture of issues • Cut to live and support users • Ensure all company compliance requirements are met • Establish baseline for validation of ongoing patches • Training not completed • Create defensible 'go' / 'no go' decision • Early and easy capture of issues • Fast response to issues • Make an internal timing decision as to when to move live • Use downtime assesment to plan • Ensure all the latest ERP documentaiton has been used • Steering group • IT • All users • PM • Review outstanding issues and results of automated regression testing • Employ previously captured upgrade tasks 07 EFFORT (% of overall project) SAVING OPPORTUNITY 25% POST LIVE SUPPORT • Status and project metrics • Proactive response to users • Process not being followed • Unclear issue reports • Early and easy capture of issues • Fast response to issues • Live monitoring/tracking of users actions/issues • Good documentation access • Clear issue logging/processing • Support desk • Users • Super users • Maintain knowledge base in preparation for further patch/upgrade cycles • Capture evidence of issues 08 EFFORT (% of overall project) SAVING OPPORTUNITY 25% UPGRADE / IMPLEMENTATION / PATCH Method Red flags/ common mistakes KEY Important/goal Best Practice Who Documentation Technology Solutions ERP Upgrade & Patch Best Practice origsoft.com
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2%
10%
TOTALPROJECTEFFORT
TOTAL PROJECT SAVING OPPORTUNITY
Preparation
Evaluation
Planning
TechnicalUpgrade
Adoption
Go-Live
BusinessValidation
60%
PREPARATION
• Resource management solution
• Establish communication and collaboration between teams• Establish responsibilities • Assemble experts and decision making teams
• Prior commitments• Team availability• Skill gaps• Communication channels
• Expertise in areas of importance and high change (e.g. Financials)
• Committed time from key stakeholders • External expertise to fill
skills gap• Previous project experience
• Project managers• Business process owners• Functional analysts• Technical team• DBA• Mid-tier• Developers• Steering group• Business SMEs• IT• External consultants
• Collect previous implementation design and requirements• Establish knowledge base repository
2%
01EFFORT (% of overall project)
SAVINGOPPORTUNITY
20%
EVALUATION
• Automated capture of As-is
• Analysis of customizations
• Documentation review• Functional review• Benefits review• Cost• Approach• Upgrade criteria
• Not involving all of the business at least in some part of this process
• Failure in determining upgrade path based on the release notes available
• Create a watertight business case to provide scope of effort required and get buy in from management
• Selecting the best approach is vital. Main things to consider for this are: – New functionality – Technology improvements – Operational considerations – Support availability
• Steering group• Business SMEs• IT• External consultants
• Document project scope, impact and risk factors• Capture existing system business processes
02EFFORT (% of overall project)
SAVINGOPPORTUNITY
6%
40%
PLANNING
• Reporting process• Key metrics• Central knowledge
base• Common planning
solution
• Define process, tools and people involved • Ensure the scope has objectives, new feature,
customization and potential downtime decisions
• Ensure scope and a detailed project plan are defined• Ensure that a 'Go Live' checklist is compiled• Understand and mitigate project risks
• Provide clear communication methods for key stakeholders
• Treat this as a formal company wide project• Use a team with broad and complimentary skills• Add time for tuning in to the plan• Create a clear 'as is' document
• PM• Steering group• DB admin• QA• Trainers• Technical Lead
• Process dependencies including up/down-stream systems• Create test plan• Construct test cases for every business process• Plan resource requirements and timescales
03EFFORT (% of overall project)
SAVINGOPPORTUNITY
40%
10%
TECHNICAL UPGRADE
• Automate upgrade steps and environment validation
• Evaluate architecture• Create technical upgrade document• Perform practice upgrade first• Verfify installation
• Complete a full performance test prior to go live• Calculate the new hardware sizing requirements and
minimum specifications• ID has been transferred
• Check if mandatory architecture change is required
• Take regular checkpoints• Document lessons learned in the practice upgrade• Defrag and re-organise the database• Get code current
• IT• DBA• Dev• QA• BA
• Capture upgrade task steps• Record results of smoke test• Provide stakeholders with real-time progress visibility
04EFFORT (% of overall project)
SAVINGOPPORTUNITY
30%
10%
BUSINESS VALIDATION
• Knowledge base• Collaboration
platform• Captured test cases• Automated
validation• Issue capture
• CRP• SIT• UAT after production upgrade iteration
• Ensure all business processes are used in test cycle • Ensure test acceptance criteria are used • Ensure all validations comply with audit requirements
• Use tooling to facilitate automatic documentation of validation
• Leverage existing test scripts and plans • Use each CRP as an opportunity to further tune the upgrade • Get functional user buy in • Update user manuals• Team members can easily update their task status
• PM• Key business users• Dev• QA
• Provide stakeholders with real-time progress updates• Enable all participants with ability to easily update
their progress• Record results of test cases, incorporating evidence
of issues• Collect proof-of-testing for audit purposes
05EFFORT (% of overall project)
SAVINGOPPORTUNITY
75%
60%
ADOPTION
• Automatically created training documentation and videos
• Prepare training docs• Training• New process review
• Ensure all users are aware of new functionality
• Create clear training plan
• Ensure correct timing for training • Optimise training process
• All users of the system, trainers
• Repurpose tests recorded by business users to produce user documentation and videos
06EFFORT (% of overall project)
SAVINGOPPORTUNITY
50%
GO-LIVE
• Automatic capture of issues
• Cut to live and support users
• Ensure all company compliance requirements are met• Establish baseline for validation of ongoing patches• Training not completed
• Create defensible 'go' / 'no go' decision • Early and easy capture of issues• Fast response to issues
• Make an internal timing decision as to when to move live • Use downtime assesment to plan • Ensure all the latest ERP documentaiton has been used
• Steering group• IT• All users• PM
• Review outstanding issues and results of automated regression testing
• Employ previously captured upgrade tasks
07EFFORT (% of overall project)
SAVINGOPPORTUNITY
25%
POST LIVE SUPPORT
• Status and project metrics
• Proactive response to users
• Process not being followed• Unclear issue reports
• Early and easy capture of issues• Fast response to issues
• Live monitoring/tracking of users actions/issues• Good documentation access• Clear issue logging/processing
• Support desk• Users• Super users
• Maintain knowledge base in preparation for further patch/upgrade cycles
• Capture evidence of issues
08EFFORT (% of overall project)
SAVINGOPPORTUNITY
25%
UPGRADE / IMPLEMENTATION / PATCH
Method
Red flags/common mistakes
KEY
Important/goal
Best Practice
Who
Documentation
Technology Solutions
ERP Upgrade & Patch Best Practice
origsoft.com
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