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