MIGRATION MIGR-09

How to Run Your Next Implementation... Don't Let It Run You! Patricia Johnson Senior Systems Consultant Strategic Systems Group, Inc. (SSG) June 2007

Moving to a new ERP application ? Why are you migrating to a new ERP application? Do you have management buy-in? Are there enough resources to do it right the first time?

A Successful Implementation Project Management Resources Communication Risk Management Scope Management Business Processes Data Training Testing Systems Process Ownership

PROJECT MANAGEMENT Plan the Project.... Its the roadmap Manage the Plan Manage Changes to Priorities Manage Changes to Scope

PROJECT DELIVERABLES Define Project Deliverables Document Project Deliverables as Milestones Identify Responsibility for Project Deliverables Assign Timeline to Project Deliverables Manage Timeline

Timeline Variables Resources Data to be migrated (master, production, history) Customizations Concurrent activities Tasks completed (hardware, business process documentation, data scrubbing) HIGH LEVEL PROJECT TIMELINE

Project Sponsor Implementation Team

COMMUNICATION Organizational Structure Multiple Sites Multiple Countries Methods Formal Project Kick-off Conference Calls Joint Sessions Disseminating Project Information s > create Implementation Team Distribution List Newsletters Bulletins

Action Item Person Responsible Due Date Date Completed Task ID Item #1PM 1 Item #2PM 2 Project Name:MK to ERP LN ConversionDate:6/1/2007 Project Manager:Project Manager, ABC Company Project Manager, Infor Starting Time:2:00pm EST Meeting Location:Conference CallEnding Time:3:00pm EST Invitees:Project Manager A, Project Manager B, Implementation Team Members Attendees:Project Manager A, Project Manager B, Implementation Team Members Define Expected Outcome Identify Results Identify Action Items Who What When Sample Meeting Minutes Meeting Objectives The purpose of this meeting was to: Confirm schedule Obtain remote access Discuss pre on-site activities Discuss on-site activities Details The following items were discussed: Schedule Discussion and Results System access Discussion and Results Data Discussion and Results There is no disparate data from other sources that will be incorporated into MK. Conversion tool Discussion and Results Training Discussion and Results Tasks Assigned tasks

PROJECT RISK Identification Assessment Response Control

RISK MANAGEMENT ISSUES Resource constraints Scope management Issue tracking Poor communication Failure to define milestones Failure to meet milestone deliverables

MINIMIZE RISK Project Management Status meetings Issues Log Resource Allocation Scope Control and Management (change requests) Task Assignment and Tracking Accountability by Implementation Team Members Issue Tracking and Resolution Gap Resolution – Acceptance Phased Approach

RISK MANAGEMENT Who owns the Big Picture? Who has decision making power? What is the Escalation process? What is the potential risk impact? Like an Integrated System – Nothing Stands Alone

Understanding Acceptance Buy-in = Process Ownership

Reap the Benefits from Time Spent Planning and Managing the Project

Timely Informed In/Out of Scope Vision Scope In/Out of Budget No Surprises Do It Right the First Time Project Management Strategies

BUSINESS PROCESSES Are they Documented? Are they Stale? How to Gather Current Business Process Information Functional JAD sessions One-on-One Business Requirements Categories Mandatory Nice to have Future requirement Really dreaming

DATA MIGRATION PREPARATION Determine Your Level of Data Migration Readiness Use Tools Designed for Rapid Data Migration Start Preparing Data Before the Project Kick-off Involve the Right People in the Process Start Now

DATA What Data will be Migrated? Master Data Production/Transaction Data Historical Data Archive Companies What Data will be Manually Entered? Will Any Transactions be Completed in the old ERP Application? How will Data Translation be Managed? Are there 3 rd party applications? Do Interfaces Need to be Re-built?

TRAINING System Management Application Reporting

TRAINING CONSIDERATIONS Environment Test Data Expectations Key user training > Train the Trainer approach Communicate project status to user community (on-going) Identify Use Case/Test Scenarios Issue reporting, tracking and resolution User acceptance and sign-off

PILOT TESTING Expectations Leadership Direction Results Issues / Gaps

PILOT TESTING Communicate with the user community (on-going) Select key users Set expectations for testing teams Identify testing data Create and utilize test cases Report and track Issues What to test... Each module that will be used in production Each scenario Reporting Customizations Custom interfaces Secure user acceptance and sign-off

CUSTOMIZATIONS Identify Customizations Document requirements Determine if customizations are still required Complete development before final Pilot Test phase

BRING IT ALL TOGETHER

SYSTEMS Proper configuration Backups Tuning Load Testing

Good Migrations

PREPARATION CHECKLIST Resources – People, Systems and Tools Implementation Team Business Processes Data Scope Project Manager Plan for the Unexpected

SUCCESSFUL IMPLEMENTATIONS 1.PLANNING 2.EXECUTION

Q U E S T I O N S ? Patricia Johnson Senior Systems Consultant Strategic Systems Group, Inc. (SSG) For more details or to receive a white paper, please contact me at the following.