1. Proactis Project Kickoff DLA Piper
December 19, 2018
Chris

2. Agenda Implementation RACI Document Integration Project Scope
Methodology Overview
Approach
Guidelines
Implementation Phases
Discover
Design
Configure
Test
Deploy
Transition
Project Governance
Discovery Topics
Implementation RACI
Document Integration

3. Project Scope
Statement of Work Review

4. SOW Scope

5. SOW Scope

6. SOW Scope

7. SOW Timeline

8. Methodology
Implementation Approach/Guidelines

9. Methodology Approach Discover Design Configure Test Deploy Transition*
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Methodology Approach
Discover
Design
Configure
Test
Deploy
Transition Go
Live
Our approach to solution implementation centers on a proven methodology designed to effectively and efficiently implement the Proactis solutions in support of your requirements and business objectives.
Foundational Principles:
Utilize Proactis’s hosted implementations consulting expertise to assist our clients with meeting their project objectives.
Communicate a clear plan that sets proper expectations, indentifies critical path events, and a defined series of tasks.
Listen to our client's business needs in order to jointly design the solution which will meet or exceed their program goals.
Recommend practical solutions that are in line with defined business requirements. *

10. Methodology Guidelines*
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Methodology Guidelines
Discover
Design
Configure
Test
Deploy
Transition Go
Live
Proactis’s best practice is to use a define set of deliverables as the “success criteria” for moving through implementation phases.
Fundamental Guidelines:
The Client and Proactis agree on a set of project deliverables that will govern each phase of the implementation.
Each deliverable is designed to ensure agreement and/or completion of critical implementation tasks.
The project cannot move forward without an agreement between all parties.
The Client and Proactis understand and assign the required resources to deploy the solution.
Experienced resources with deep knowledge of the client business drive the goals of the program. *

11. Implementation Phases
Procure-To-Pay

12. Methodology Phases Proactis’s ASSURE implementation model is Discover
Design
Configure
Test
Deploy
Transition Go
Live
From project initiation to go-live, all Proactis’s implementation activities and deliverables are enabled by proven implementation tools and templates focused on accelerating the implementation. The implementation methodology is comprised of the following phases:
Proactis’s ASSURE implementation model is
Discover
Review scope, develop a detailed project plan, onboard project resources, formalize project goals, kick-off communication and project cadence.
Design
Validate the solution against business requirements, identify gaps and solutions, document functional and technical specifications, and ratify the end-state system.
Configure
Complete the configuration and documentation required to support the defined solution; including test plans and supplier onboarding.
Test
Validate that the solutions support business requirements, and begin preparation for the training and deployment phase
Deploy
Enable solution through technical deployment, end user training, and supplier enablement.
Transition
Monitor the solution against key performance indices (KPIs), transition project to steady state teams, document lessons learned

13. Discover Phase Discover Design Configure Test Deploy Transition*
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Discover Phase
Discover
Design
Configure
Test
Deploy
Transition Go
Live
During this project phase, the Client and Proactis will be deploying resources and kicking off planning activities. It is during this phase that the Proactis and Client project team will understand detailed scope and develop the project plan, Discovery materials, schedule, and participants.
Key Activities:
Project kickoff meeting to discuss the implementation with client’s core project management team
Validate project scope and goals
Review Proactis implementation process and synchronize with Client’s approach
Develop project plan and incorporate into overall program plan
Finalize Proactis and client resource requirements
Develop project discovery materials
Update standard materials for client’s scope
Define and enable project governance model
Common Deliverables:
Draft Project Plan
Discovery Schedule
Discovery Materials
Project Governance Model *

14. Design Phase Discover Design Configure Test Deploy Transition*
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Design Phase
Discover
Design
Configure
Test
Deploy
Transition Go
Live
The object of this phase is to conduct a series of solution validation meetings focused on identifying, defining, and documenting the functional and technical requirements of the solution. Design Documents created during this phase will guide future build, configuration, and testing activities.
Key Activities:
Solution Design meetings, which include:
Solution overview and deep-dive sessions (all solutions)
Master data review (e.g. units of measure, currencies, locations/plants, etc.)
Solution design and configuration sessions, including:
Application and Reporting requirements
Interface/Integration requirements to support the processes in scope
Development of the test plan
Client Training Requirements and plan creation
Common Deliverables:
System Blueprint Specification
Proactis Integration Design
Client Integration Design
Initial Test Plan
Final Project Plan *

15. Configure Phase Discover Design Configure Test Deploy Transition*
07/16/96
Configure Phase
Discover
Design
Configure
Test
Deploy
Transition Go
Live
During this project phase, the client and Proactis will use the design documents to begin building and configuring the system. In parallel to build and configure activities, preparation for the testing phase will begin including creation of the test plan during this phase.
Key Activities:
Build and unit test in-scope systems per the Blueprint document
Load master data
Build in-scope interfaces
Create test scenarios
Create Client defined test scripts
Identify control set of master data
Common Deliverables:
Test Plan and Scenarios
Test Scripts
Test System(s) Configured *

16. Test Phase Discover Design Configure Test Deploy Transition*
07/16/96
Test Phase
Discover
Design
Configure
Test
Deploy
Transition Go
Live
During this phase, Proactis and Client will test the system to ensure that it functions according to the Blueprint and Integration Design documents.
Key Activities:
Integration testing between Proactis and Client Platform
Application functional testing against Client test scripts
Solution user acceptance testing
Cutover planning to support Deploy Phase
Creation of Steady State Support Plans
Train-the-trainer sessions
Creation of Client training material
Confirm Client training schedule
Go Live decision
Common Deliverables:
Executed Test Scripts
Issue List
Solution Acceptance
Cutover Plan
Steady State Support Process Plan
Train-the-Trainer Sessions Complete *

17. Deploy Phase Discover Design Configure Test Deploy Transition*
07/16/96
Deploy Phase
Discover
Design
Configure
Test
Deploy
Transition Go
Live
During this phase Proactis and Client will deploy the system by conducting training, issuing key go live communications to users and suppliers, implementing cutover activities, and releasing the system for go live activities.
Key Activities:
Schedule transition for engagement of support centers
Execution of cutover plan
Supplier and catalog enablement
End user training
Decommission legacy systems (if applicable)
Common Deliverables:
Production System(s) Configured *

18. Transition Phase Discover Design Configure Test Deploy Transition*
07/16/96
Transition Phase
Discover
Design
Configure
Test
Deploy
Transition Go
Live
During this phase Proactis and Client will monitor system performance and transactional data for the purpose of determining the operational stability of the platform. The Stabilization phase begins at Client go live.
Key Activities:
System monitoring
Transition support provided by the core project teams for resolution of priority technical issues
Provide escalation path for system integration, configuration, and development resources
Conducted transition meetings with relevant support teams
Communicate action plans and estimated resolution timeframes for items documented on the open issues log
Review Lessons Learned
Enable Steady State Support processes
Common Deliverables:
Support Processes Enabled
Steady Support Process Document
Go Live Issues Disposition
Transition to Account and Operational Management
Lessons Learned *

19. Project Governance

20. Subject Matter Experts
Project Governance
Adhering to a formal project management structure is an essential component of a successful implementation, with reciprocal communication being the most fundamental element of the governance process.
Proactis
DLA Piper
Steering Committee
Executive Sponsor
Executive Sponsor
Commercials
Client Executive
Relationship Owner
Core Project Team
Project Manager
Project Manager
Workstream Leads
Subject Matter Experts
Extended Project Team
Supplier Onboarding
Supplier Management
Customer Support
Change Management
Product Management
Product Development

21. Steering Committee
Proactis
DLA Piper
The Steering Committee is the top escalation point for the project and performs the following functions:
Provides a controlling mechanism for overall project progress and Change Orders
Meets at monthly intervals during implementation
Members include:
Customer executive sponsor(s)
Executive sponsor at Proactis
Commercial leads and program managers (as needed)

22. Commercial Team
Proactis
DLA Piper
The person(s) responsible for the commercial side on the Customer side performs the following functions:
Own and manage the project change order process
Manage any commercial aspect of the project
Members include:
Proactis Account Executive and/or Proactis Strategic Account Manager
Responsible Commercial/Relationship owner at Customer

23. Core Project Team
Proactis
DLA Piper
Proactis and Customer Teams responsible for successfully delivering the project per the Statement of Work and perform the following functions:
Participates in all project phases
Ensures that the delivered solution meets internal stakeholder expectations
Responsible for communication and expectation management with stakeholders
Members include:
Project managers from Proactis and the Customer
Workstream leads from Proactis
Proactis solution consultants
Customer subject matter experts
Customer IT representatives assigned to the project

24. Extended Project Team
Proactis
DLA Piper
Supporting teams performing the following functions:
Participate in project phases as required
Support Core Project Team as needed
Members include:
Proactis Product Management in support of any new product features
Supplier Onboarding teams (when supplier onboarding is in scope)
Proactis Global Customer Care for Transition phase support and turnover
Customer Supplier Management to handle supplier prioritization, communications and onboarding (when supplier onboarding in scope)
Customer Change Management to manage communication and rollout planning

25. *
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Discovery Topics *

26. Discovery Topics Locations/Organizations Users/Workflow Suppliers
Document Integration
SSO
Next Steps

27. Implementation RACI

28. Detailed Implementation RACI
The following slides contain a Responsibility Assignment Matrix or RACI chart that outline the activities and responsibilities in each phase of the implementation.
RACI is an acronym with each letter defined as follows:
R = Responsible (Doer)
The Responsible party is the one responsible for performing and completing the activity or deliverable. Other parties may support the Responsible party with the activity or deliverable, but the responsible party is ultimately responsible for completion of the activity or deliverable.
A = Accountable (Approver)
The Accountable party is ultimately responsible for ensuring correctness of the activity or deliverable performed or provided by the Responsible party. The Accountable party would also act as the approver or formal sign-off for deliverables.
C = Consulted (Contributors)
The Consulted party participates in the activity or deliverable as the subject matter expert or provides consultative input into the task or deliverable.
I = Informed (Interested Parties)
The Informed party is updated on progress and/or delivery of the activity or deliverable.

29. Implementation RACI – All Phases
Description
Proactis
Customer
Overall program management I R
Project management of Proactis tasks and Proactis teams
Change management
Supplier enablement and onboarding management
Maintenance/operation of ERP/middleware including monitoring and error resolution C
Responsible – Accountable – Consulted – Informed

30. Implementation RACI – Discover Phase
Description
Proactis
Customer
Finalize Proactis resource plan and deploy resources R I
Finalize Customer resource plan and deploy resources C
Develop Workshop Schedule based on Proactis recommended session list
Document any required as-is or to-be business processes
Update standard workshop materials to Customer scope
Develop project kick-off material and coordinate the project kick-off meeting
Define project governance structure and align implementation methodology
Create the Proactis Draft Project Plan A
Create Customer draft program plan and Incorporate Proactis Draft Project Plan
Provide list of Customer workshop participants based on roles identified
Schedule resources and manage logistics for workshops per agreed upon schedule
Coordinate any required Customer inputs to the Discover Phase
Conduct final sign-off for exiting the Discover Phase
Responsible – Accountable – Consulted – Informed

31. Implementation RACI – Design Phase
Description
Proactis
Customer
Update Proactis Draft Project Plan to create Proactis Baseline Project Plan R A
Lead workshops to gather design decisions
Attend workshops with appropriate resources with authority to make decisions C
Ensure appropriate representation in workshops across business units
Make key design decision decisions around process and configuration
Document any solution gaps identified during the workshops
Determine training requirements and develop training plan
Create Proactis Integration Design documents
Create Customer Integration Design documents
Determine testing participants and manage logistics I
Conduct final sign-off for exiting the Design Phase
Responsible – Accountable – Consulted – Informed

32. Implementation RACI – Configure Phase
Description
Proactis
Customer
Build Activities
Build Integration Mappings per the Proactis Integration Design documents R C
Build in-scope back end interfaces per Customer Integration Design documents
Configure firewall, if required, to enable communication with Proactis systems
Configure back end systems to prepare for in-scope integrations
Unit test mapping build I
Unit test back end configuration and interface build
Conduct final sign-off for exiting the Build Phase A
Test Preparation Activities
Create overall program test plan
Provide Proactis standard integration test cases/scripts
Incorporate Proactis standard integration test cases/scripts into overall test plan
Responsible – Accountable – Consulted – Informed

33. Implementation RACI – Test Phase
Description
Proactis
Customer
Integration Testing Activities
Lead testing meetings, including defect/triage during test phase C R
Manage defects assigned to Proactis I
Manage business process issues which do not have a technical solution
Manage defects and drive resolution of defects with back end interfaces
Maintain issues list for all issues reported during the integration testing phase
Initiate integration test scenarios where Proactis is the source system A
Initiate integration test scenarios where Customer ERP is the source system
Document test execution results
Conduct final sign-off for exiting the Integration Test Phase
Deployment Preparation Activities
Develop Cutover Plan for Proactis in-scope systems
Responsible – Accountable – Consulted – Informed

34. Implementation RACI – Deploy Phase
Description
Proactis
Customer
Provide Proactis Support Process document detailing support/escalation procedures R I
Document Customer steady state support procedures
Execute Proactis tasks in Cutover Plan to deploy Proactis Production Platform A
Execute Customer tasks in Cutover Plan
Publish steady state support procedures C
Verify production system(s)
Begin transition process to Customer help desk (Level 1 support)
Begin transition process to Proactis Global Customer Support team (Level 2)
Initiate user go-live communications
Responsible – Accountable – Consulted – Informed

35. Implementation RACI – Transition
Description
Proactis
Customer
Provide escalation path for priority one and/or priority two tickets R I
Manage defects assigned to Proactis
Schedule post deployment checkpoint meetings with Proactis C
Provide points-of-contacts for key operational areas
Perform final communications to suppliers
Plan, manage, and communicate rollout to user community
Manage open issue log for the duration of the post-deployment Transition phase
Transition from project team to Proactis Global Customer Support
Implement steady state support (Level 1)
Responsible – Accountable – Consulted – Informed

36. Customer Document Integration*
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The Business Network
Customer Document Integration *

37. Agenda Architecture Implementation High-Level Architecture
Document Types Available
Document Standards Supported
Connectivity Standards
Document Translation
Transaction Logging
Alerts
Transaction Monitoring
Implementation
Key Activities & Responsibilities
Customer Resources Required

38. High-Level Architecture*
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High-Level Architecture
Proactis Cloud
Buyer
Supplier
THE BUSINESS NETWORK
Receive POs
Create PORs, ASNs
Invoices, View Payments
PORTAL
SUPPLIERS
ERP
PORTAL
Transactional
Documents
INTEGRATED
SUPPLIERS
EDI / XML
Transactional Documents
Middleware 
Fax *

39. Document Types Available
Description
Direction PO
Purchase Order contains the order details for goods/services 
POC
Purchase Order Change contains changes to or cancels the original PO
POR
Purchase Order Response indicates acceptance or rejection of the PO/POC 
GRN
Goods Receipt Notification contains information on items received by the buyer
ASN
Advanced Shipment Notification contains packaging/shipment tracking information
INV
Invoice contains the details of the amount due for goods and services on a PO IR
Invoice Response indicates acceptance or rejection of the Invoice
SES
Service Entry Sheet contains details of the service(s) provided
SESR
Service Entry Sheet Response indicates acceptance or rejection of the SES RA
Remittance Advice contains payment information related to an invoice

40. Document Standards Supported
Buyer Type
Portal Supplier
Integrated xCBL
Integrated PIDX
Integrated CIDX
Integrated cXML
Integrated EDI (X12)
xCBL Buyer
PO, POR, CO, INV, GR, ASN, IR, SES, SESR
PO, POR, CO, INV, GR, ASN, IR, RA, SES, SESR
PO, POR, CO, ASN, GR, INV, IR, FT/SES 
PO, POR, CO, INV, ASN, GR
PO, CO
PO, CO, INV, ASN, POR
CIDX Buyer
PO, POR, CO, COR, ASN, INV, GR
PO, POR, CO, COR, ASN, GR, INV
N/A
PO, POR, CO, ASN, INV, GR
 N/A
PIDX Buyer NA
FT/SES
PO, POR, CO, ASN, INV, GR, CA, IR, FT/SES
cXML Buyer
PO, POR, CO, INV, ASN, GR

41. Connectivity Standards
Protocol
Transport Level Security
Message Level Security
Attachment Support
Technical Ack
Web Services
Yes
Simple Agent No
AS2
FTP
Yes (FTPS/SFTP)
MML
RosettaNet

42. Document Translation Middleware ERP Customer Landscape
The Business Network
ERP XML Format
Purchase Order
Change / Cancel Order
Purchase Order Response
Advanced Ship Notice
Invoice / Credit Memo
Proactis xCBL XML
ERP
Purchase Order
Middleware
XML Transform
Engine
Change / Cancel Order
Purchase Order Response
Advanced Ship Notice
Invoice / Credit Memo

43. Transaction Logging
The Business Network provides a web-based “Document Tracking” tool:
Allows Customer administrators and Accounts Payable to track all document activity
Data is available for 2 years online through the TBN Document Search page
Offline archive access for 7 years (10 for invoicing) upon written request via service ticket

44. Alerts
As part of the web-based interface for document tracking, the TBN provides alert capability:
Alerts can be enabled to alert via the web based tool and/or
The alerts can be configured for different document events such as successful delivery or errors

45. Transaction Monitoring
Automation
The Business Network will automatically reprocess failed documents
In an effort to minimize errors when Customer or Supplier systems are temporarily offline, failed documents are reprocessed every five (5) minutes for up to one (1) hour
Technical Support Services
Proactis Global Customer Support Organization (GCS) monitors for alerts and document failures

46. Key Activities & Responsibilities
Conduct Integration Workshops (Joint)
Create Mapping Design Documents (Hubwoo)
Create ERP/Middleware Design Documents (Customer)
Conduct Connectivity Test (Joint)
DESIGN
Develop XSLT Mappings (Hubwoo)
Configure ERP/Middleware for Integration (Customer)
Configure The Business Network UAT Portal (Hubwoo)
Migrate Configuration and Mapping to Test Environment (Customer)
BUILD
Execute Test Scripts (Joint)
Address Issues Uncovered During Testing (Joint)
Re-execute Test Scripts (Joint)
Sign-off on Production Deployment (Customer)
TEST
Migrate ERP/Middleware Config/Mapping to Prod (Customer)
Configure The Business Network Prod Portal (Hubwoo)
Verify Production Migration (Customer)
Transition to Steady State (Joint)
DEPLOY

47. Customer Resources Required
Responsibilities
Involvement
IT PM
Responsible for managing on-time delivery of Customer technical activities
Coordinate participation of technical Customer team and technical consultants
Provide IT input into design
Act as liaison with Customer development resources
Medium
Integration SME
Provide subject matter expertise concerning ERP integration design and configuration
Create ERP integration design for in-scope interfaces
Work with developers and act as liaison developers
Work with Hubwoo to define mappings and test cases
Perform any necessary back end configuration
Validate test results and execute test cases
High
Integration Developer
Create technical design specifications as needed
Development of customer back-end interfaces as needed based upon design
Infrastructure / Network
Customer Infrastructure / Network Analyst
Provide network and security (internet) access
Configuration of firewall settings, remote systems access
Low
Internal Audit
Review design for audit internal control compliance