Enterprise Resource Planning

Agenda
• Implementation Approach
• Phases & Deliverables
• Roles and Responsibilities
• Challenges
• Business Process Reengineering
• Change Management
• Risk Management
 Approaches
• Big-Bang Approach
– All the modules across the organization.

• Phased Approach:
– Modular Implementation
– Geographic Implementation
– Business Functions Implementation
 Implementation Methodology
Signed Contract Signed Contract Plans & Design Plans, Design & Specifications UAT & Client Readiness

Strategy & Solution Structure / Construct &

Transition Go Live
Planning Design Configure Test

 Review Business  As-Is Study

 Base Tables
Case & Conduct  Product  Configure System
Configuration  End-User
Needs Assessment Overview  Data mapping
 Prepare for CRP Training  Production
 Determine Approach  Conduct Design Collection &
 Conduct CRP  Creation of Support Plan
& Implementation Workshops Migration
 Technical Production  Post Go Live
Strategy (Project Plan) Fit-Gap

Specifications
 Customization
Environment Support
 Assess IT Analysis & Testing
 Key User  Data Migration  Parallel Run
Infrastructure  Assemble  Design & Set
Training Plan & Verification  Review
 Install PS Product Design Book Security
 Data Conversion  Evaluate /Closure
 Data Strategy  Final CRP
 Conduct Kick-Off Design & Readiness
 Functional  UA Testing
/ Build Vision Data Collection
Specifications

Project Management
• High Level Project • Design Book • Key User • Specifications • Production •Production
Plan • Data Strategy Training Plan • Test Plans Environment Support
• Project Plan • Functional • Technical • Configured Plan
• PS Demo Instance Specs. Specs. & Unit Product
• Updated Plans Test Plans • User Manual
 Schedule
• Be realistic • Adhere to it: Keep your
– Based on scope & eye on the critical path
resources
• Build in downtime:
• Publish it Holidays
• Allow for testing time • Include contingency
• Fit with user community
– Example, Summit
scheduled around year-
end activities
 Phase 1 – Strategy & Planning
To
Toestablish
establishcustomer
customercommunication
communicationchannels;
channels;define
defineimplementation
implementation
strategy;
strategy; define project goals and objectives; collect enduser
define project goals and objectives; collect end user
Objective
Objective management,
management, technical and business requirements; and definethe
technical and business requirements; and define theroles
roles
and responsibilities
and responsibilities

••Review
ReviewBusiness
BusinessCase
Case&&Conduct
Conduct Needs
NeedsAssessment
Assessment
Activities
Activities ••Customer’s
Customer’shigh
highlevel
levelneed,
need,expectations
expectationsand
andbenefits
benefitsthrough
throughthe
the
SSimplementation
implementation
•Data
•Dataconversion,
conversion,integration,
integration,migration
migrationand
andsecurity
securityrequirements
requirements
•Assess
•AssessIT
ITInfrastructure
Infrastructure
•Define
•DefineRoll-out
Roll-outplans
plans
•Perform
•Performhardware
hardwaresizing
sizingDetermine
DetermineApproach
Approach&&Implementation
Implementation
Strategy
Strategy
••Install
InstallPS
PSProduct
Product::Preparation
Preparationof
ofthe
theenvironment
environmentfor
forimplementation
implementation
(Development/Test
(Development/TestEnvironment)
Environment)
••Define
Definethe
theImplementation
Implementationstrategy
strategy
••Planning
Planningfor
forKick-Off
Kick-OffMeeting
Meeting
••Conduct
ConductKick-Off
Kick-OffMeeting
Meeting//Build
BuildVision
Vision
 Phase 2 – Solution Design
The
Thekey
keyobjective
objectiveof
ofthis
thisphase
phaseisisto
toassess
assessand
andtake
takean
aninventory
inventoryofofclient’s
client’s
current business processes and to design and envision how the client’s
current business processes and to design and envision how the client’s
Objective
Objective business will operate after the People Soft implementation
business will operate after the People Soft implementation
••Product
ProductOverview
Overview::AnAnoverview
overviewofofPS
PSconcepts
conceptsand
andintroduction
introductionto
tothe
the
Activities
Activities various
variousmodules
modulesofofPeople
PeopleSoft
Softthat
thathave
havebeen
beenplanned
plannedfor
forimplementation
implementation
••As-Is
As-Is(Current
(CurrentState)
State)::to
tounderstand
understandthe
thecurrent
currentbusiness
businessprocess
processflow
flowof
of
the
theexisting
existingsystem
system
••Conduct
ConductDesign
Designworkshop
workshop::to
toshowcase
showcasethe
thenew
newprocess
processininPeopleSoft
PeopleSoftand
and
take
takeimportant
importantdesign
designdecisions
decisions
••Fit-Gap
Fit-GapAnalysis
Analysis&&Gap
GapResolution
Resolution
•Compare/contrast
•Compare/contrastPeople
PeopleSoft
Softfunctionality
functionalityto
tothe
theAs-Is
As-Isbusiness
businessprocess
process
requirements.
requirements.
•Identify
•Identifythe
thegaps
gaps(Work
(Workaround/
around/Business
BusinessFit
Fit//Customisation)
Customisation)
•Propose
•Proposethe
theimplementation
implementationwith
withminimal
minimalcustomization
customization
••Assemble
AssembleDesign
Designbook
book::business
businessprocesses
processesto
tobe
beconfigured
configuredininPS
PSalong
along
with
withrelated
relatedDesign
Designdecisions
decisions
••Data
DataConversion
Conversionstrategy
strategy&&Data
DataCollection
Collection
••Functional
FunctionalSpecifications
Specificationsfor
forthe
theCustomisations
CustomisationsRequired
Requiredto
tobe
bedone
done
 Phase 3 – Structure/Configure
The
Thekey
keyobjective
objectiveofofthis
thisphase
phaseisisto
toconfigure
configureBase
Basetables
tablesand
andto
tomodel
model
Objective and demonstrate to the key users and all stakeholders how the client’s
and demonstrate to the key users and all stakeholders how the client’s
Objective
business
businesswill
willoperate
operateininthe
thenew
newPeople
PeopleSoft
Softenvironment.
environment.
••Base
BaseTable
TableConfiguration
Configuration
Activities ••Conference
Conference Room
RoomPilot
Pilot(CRP)
(CRP)Preparation
Preparation:: FC FCconfigures
configuresthe thesystem
system
Activities
and
andsimulates
simulatesthe
thesample
samplebusiness
businessprocesses
processesbased
basedon onDesign
DesignBook.
Book.
•• Conduct
Conduct CRP
CRP :: Conference
Conference RoomRoom Pilot
Pilot Workshop
Workshop isis conducted
conducted to to
explain
explain the
the ERP
ERP features.
features. Each
Each Business
Business scenario
scenario isis discussed
discussed inin detail
detail
with
with the
the Functional
Functional User
User representatives
representatives from
from Client
Client Organization.
Organization.
Ideally,
Ideally, two
two CRPCRP rounds
rounds should
should bebe conducted.
conducted. The
The scope
scope ofof
Customizations,
Customizations,ififany,
any,isisfinalized.
finalized.
•• Prepare
Prepare User
User Training
Training PlanPlan (for
(for Customisations)
Customisations) :: trainingtraining
requirements
requirements for for the
the core
core users
users are
are studied
studied and
and training
training plan
plan isis
prepared
prepared
••Prepare
PrepareTechnical
TechnicalSpecifications
SpecificationsforforCustomizations
Customizationsto tobe
bedone.
done.
••Data
DataConversion
ConversionDesign
DesignandandData
DataCollection
Collection
••Review
ReviewScope
Scope &&Plan
Plan::TheTheproject
projectplan
plan&&thethescope
scopeare arereviewed
reviewedinin
case
caseofofany
anychanges
changes
 Phase 4 – Construct & Test
The
Thekey
keyobjectives
objectivesof
ofthis
thisphase
phasearearetotoperform
performthe
thedevelopment
developmentworkworkfor
for
customization as agreed with the client; Data mapping, collection
customization as agreed with the client; Data mapping, collection and and
Objective
Objective migration;
migration;Design
Designand
andSet
Setthethe security
securityand
and access
accessrequirements;
requirements;Testing
Testing
the configured system (Unit, System, Integration and User Acceptance)
the configured system (Unit, System, Integration and User Acceptance)
•• Configure
Configure System
System :: Base
Base tables
tables are
are set
set up
up inin the
the database,
database, and
and the
the set
set up
up
Activities
Activities details
detailsare
aredocumented
documented
•• Data
Data Mapping,
Mapping, Collection
Collection and
and Migration
Migration :: Data
Data mapping
mapping for
for conversions
conversions isis
performed
performed andand detailed
detailed specification
specification are
are created.
created. Data
Data Collection
Collection Templates
Templates
are
aregiven
givento
tothe
theclient
clientfrom
fromwhich
whichthe
thedata
dataisisMigrated
Migratedinto
intothe
thePSPSenvironment
environment
••Setting
SettingSecurity
Securityand
andAccess
Accessrights
rights
•• Customizations
Customizations :: Coding
Coding pertaining
pertaining to
to screens,
screens, interfaces,
interfaces, workflows,
workflows,
processes,
processes, reports,
reports, etc.
etc. isis done.
done. Tailored
Tailored SDLC
SDLC isis applicable.
applicable. Test
Test Plans
Plans are
are
prepared
preparedand
andUnit
Unitand
andSystem
SystemTesting
Testingisisconducted.
conducted.
••Preparation
Preparationof
ofUser
Usermanuals
manualsfor
forcustomizations
customizations
••Final
FinalCRP
CRP
•• Key
Key User
User Training
Training (Train
(Train the
the Trainer
Trainer Methodology)
Methodology) on
on the
the customizations
customizations to
to
application
application
••User
UserAcceptance
AcceptanceTest
Test
 Phase 5 – Transition

Objective The
Thekey
keyobjective
objectiveof
ofthis
thisphase
phaseisisto
toto
toprepare
preparefor
forGo-live
Go-liveand
andto
to
Objective
migrate data into the production environment. The end users
migrate data into the production environment. The end users are are
trained
trainedby
bythe
theKey
KeyUsers
Usersfor
forfinal
finalUAT.
UAT.

Activities •• Prepare
Prepare and
and Establish
Establish Production
Production Environment
Environment :: Production
Production
Activities
environment
environment isis prepared,
prepared, Readiness
Readiness of
of the
the customer
customer isis evaluated
evaluated for
for
final
final deployment.
deployment. Data
Data isis loaded
loaded inin the
the implementation
implementation environment
environment
and
and conversions
conversions are
are executed
executed by by finalizing
finalizing the
the configuration
configuration and
and
Setting
Settingup
upthe
thebase
basetables.
tables. The
Thesystem
systemisisprepared
preparedfor
forcutover
cutoveronce
once
the
thedata
datacleaning
cleaning&&Migration
Migrationisisover.
over.Required
Requiredsecurity
securityset-up
set-up&&other
other
system
systemset-ups
set-upsisisconfigured
configuredininthe
theproduction
productionenvironment.
environment.
••The
Theend
endusers
usersare
aretrained
trainedby
bythe
theKey
Keyusers
users
•• User
User Acceptance
Acceptance Test
Test by
by End
End Users
Users as
as well
well as
as Key
Key Users
Users to
to obtain
obtain
sign-off
sign-offon
onimplementation.
implementation.
••Evaluate
EvaluateReadiness
Readinessto
toGo
GoLive
Live
 Phase 6 – Go Live

Objective The
Thekey
keyobjective
objectiveof
ofthis
thisphase
phaseisisto
toroll
rollout
outthe
thenew
newsystem
systemto
tothe
the
Objective
users and post implementation support
users and post implementation support

••Go-Live
Go-LiveandandPost-implementation
Post-implementationsupport support:: The
Theusers
usersstart
start
Activities
Activities entering transactional data into the production instance. Post
entering transactional data into the production instance. Post
implementation
implementationsupport
supportisisprovided
providedas asper
perthe
theagreed
agreedterms.
terms.
••Prepare Production Support Plan / Help Desk :
Prepare Production Support Plan / Help Desk : The supportThe support
infrastructure,
infrastructure,thethesystem
systemback-up
back-upplanplanand
andprocessing
processingschedules
schedulesareare
documented in the production support
documented in the production support plan. plan.
••Participate
ParticipateininParallel
ParallelRun
Run:: In Incase
caseififHexaware
Hexawareparticipation
participationinin
Parallel
Parallelrun
runisispart
partof ofthe
thePost
PostImplementation
ImplementationSupport,
Support, then
thenthe
the
Hexaware team will assist the end-users in carrying out the
Hexaware team will assist the end-users in carrying out the parallel parallel
run
runand
andverifying
verifyingthe
theresults.
results.
••Project
ProjectClosure
Closure:: The Theproject
projectisisclosed
closedininaaformal
formaland
andmutually
mutually
agreeable
agreeablemanner
mannerafter afterobtaining
obtainingallallsign-offs.
sign-offs.
Roles and Responsibilities
 Roles and Responsibilities
Responsibilities of IT and Business:

Business
• Right idea seeded in a
ready organization
• Project Ownership
• Provide business
resources
IT
• Quality product on-time
and on-budget
• Infrastructure
• Keeping things running
• Provide technical resources
• Manage the project
• Technical implementation
 Roles of Consultants
• Necessary for ERP implementations
• Systems Integration - the whole thing
• Project Management
• Product Functional Specialists
• Developers
• Trainers
 Key Roles
Typical roles during implementation:
• Project Manager
• Functional Lead
• Technical Lead
• Database Administrator
• Security Configurator
• Functional SME
• Technical Consultant
 Responsibilities
• Project Manager
– Prepares project plan and manages the entire implementation.
– Identify project resource requirements and skills required by personnel
– Monitor project progress through reviews
– Review and Approve all deliverables
• Functional Lead
– Conduct AS-IS and TO-BE process analysis
– Aid the Project manager on business (functional) issues.
– Configure PeopleSoft product by setting up base setup tables
– Interface with project team and in some cases with offshore team
members for clarifications.
– Prepare Functional Specifications
– Acceptance testing, analysis of customer requirements, specifications
and high-level design
 Responsibilities (Contd…)
• Technical Lead
– Prepare the schema and strategy for data conversion.
– Participate in developing Conversion /interface/customization
requirements and strategies.
– Prepare technical specifications and unit test plans for system
customizations, interfaces and reports
– Code and test system customizations, interfaces and Reports

• Database Administrator
– Install ERP-delivered software
– Database creation and administration and database tuning activities
Design of system architecture
– Object Migration and Object format conversion
– Object Migration and Object format conversion
– Assist in performing back-ups and recoveries
 End User Readiness

• The core project is just half of the story

• The other half are the user departments who have lots to do
• But they need help:
– Guide them
– Assess readiness by department and for the project overall
– Implement a go/no go strategy and contingency plan
 Challenges & Gray Areas
Challenges : Gray Area :
– Communication : – Deliverable and Time Line Total
• From one Location1 to Another Deliverable List Functional &
Technical – Format of Deliverable
Location Review Criteria and Checklist Test
• Communication Plan Plan

– Resource Acquisition – Customizations percentage at

• Resource Ramp up Module Level
• Subject Matter expert
– Any Deliverable document
– Connectivity between Location1 to conversion from English to French
another Location2
– Change Control:
– Functional & Technical Design • Plan for any changes
document Accuracy • External & Internal Changes

– Change Request in between

 Project Critical Success Factors
• Leadership commitment
• Communication
• Full-time staff
• Professional project management
• Phased implementation approach
• Scope management
• Business transformation and change management
• Job-specific end-user training
• Focused issue resolution
• Post implementation support
• Delivery in time
• Quality of Deliverable
• Eye on Risk & Critical Path
 Common Causes of Failure
• Change Management and Training
• Poor Planning
• Underestimating IT skills
• Poor Project Management
• Low Executive Buy-in
• Underestimating Resources
 Business Process Reengineering
• Business processes are simply a set of
activities that transform a set of inputs into a
set of outputs (goods or services) for another
person or process using people and tools
 BPR Methodology

• Scope Project • Create to –be process

– Executive buy-in – Design of new process
– Analysis of current processes – POC
– Objectives of reengineering • Plan Transition
– Cut-over plan
• Learn from Others – Change Management
– Competitors • Implement
– BPR Specialist – Using new process
– Derive ROI
 Reengineering Success Factors

1. Top Management Sponsorship (strong and consistent

involvement)
2. Strategic Alignment (with company strategic direction)
3. Compelling Business Case for Change (with measurable
objectives)
4. Proven Methodology (that includes a vision process)
5. Effective Change Management (address cultural
transformation)
6. Line Ownership (pair ownership with accountability)
7. Reengineering Team Composition (in both breadth and
knowledge)
 BPR Benefits
1. Business process is streamlined.
2. Business process is optimized and more
efficient.
3. Strict controls can be enforced and
monitored.
4. Best practices can be adhered to.
5. Time and cost saving as a result of
eliminated redundant tasks.
 Change Management
• Change Management is about setting
expectations that lessen the pain of change

• ERP brings about a change in the business

process with wide ranging implications in job
profiles and functional relationship between
workers, supervisors and managers

• Critical factor for successful implementation

 Change Management Strategy
• Creating Awareness why the change is needed
• Inculcating Desire to co-operate and participate in
the change process
• Providing and collating Knowledge to guide the
change process
• Developing Ability and appropriate skills to drive the
change process
• Formulating Reinforcement strategy and plans to
sustain the change process
Change Management Process
 Change Request Control
Create
Create
Change
Change
Request
Request
• Requestor

Assign
Assign Assess Review
Review Update
Assess and Update
Change
Change Change
Change and Project
Approve/
Approve/ Project
Project Manager or Request
Request Request
Request Plan
Disapprove
Disapprove Plan
Project Sponsors
(Requestor)
• Team Leader (s) • Team Leader (s) • Program Mgr/ • Project Manager
• Project Manager • Team Members Higher Mgmt

Change Control Log will be used to manage change control

 Remember: It’s all about risk

• Get all the resources you • Lay a foundation and

need build
• Manage scope aggressively • Be in the top 10% who
• Keep realistic expectations succeed
• Implement on time and on • It can be done
budget
Organization of Implementation
Team

31
Composition of the Implementation Team

• Full commitment from Top Management

• Effective participation of all In House
personnel
• Company’s best employees should be deputed
for Implementation
• Full time involvement of some people and
part time for some people

32
Organization of the Implementation Team

• Executive Committee
– Top management personnel
– Head – Project Manager
– Consultant’s liaison officer
– Vendor’s person
• Responsibility of the Committee
– Monitoring the Project & its progress

33
Organization of the Implementation Team

• Responsibility of the Executive Committee

– Budget approval
– Initiate corrective action plan when things are not
going according to the plan
– Reporting & Monitoring mechanism
– Committee should meet at least once a week
– Hold emergency meeting if required

34
Organization of the Implementation Team

• Project Management Team

– Technical leader
– Executive committee head
– Senior person from the vendor
• Responsibilities
– Administer the project
– Communication with the in house team
– Reporting to Executive Committee

35
Organization of the Implementation Team

• Work Team
– People who will actually perform the taks as per
the Project Plan
– People should be the best employees of the
company
– Should dedicate their entire time
– Team should have team spirit, cooperative
attitude, good communication skills, patience,
persistence & self confidence

36
Organization of the Implementation Team

• Work Team (Contd.)

– Should include the consultant & in house team
– Consultant should know the product well
– Consultant should have similar implementation
experience
– In house team members should be Functional
experts
– Should also include IS/IT people

37
Organization of the Implementation Team

• Technical support team

– Takes care of the issues like data migration, data
back up & recovery
– Responsible for Hardware Infrastructure
– Performance tuning of the databases
– To see that machines are up & running all the time
– Network is functional

38
Organization of the Implementation Team

• Administrative Support Team

• Responsibilities
– Provide workspace, tables, conference rooms,
telephones, stationery, filing cabinets,
refreshments & any other resource required by
the Project Team
– Arranging meetings & conferences, informing
people, photocopying etc.

39
 Project Planning Phase
• Time Schedules
• Deadlines
• Development of Project Plan
• Roles & Responsibilities
• Project Manager selection & appointment
• Selection of Implementation Team Members

40
 Project Planning Phase (Contd.)
• Task allocation amongst team members
• When to begin the project, how to do it &
when it is supposed to be completed
• Contingency plan
• How to Monitor the progress
• Control measures to be taken
• Corrective action plan, in case something goes
wrong

41
 Project Planning Phase (Contd.)
• Implementation Team will meet periodically
• Review the progress
• Chart the future course of action

42
 GAP Analysis
• Best Fit
– Meets 80% of Functional Requirements
• Solutions for the GAP
– Alter business processes to fit the package
– Pinning hopes on Upgrades
– Third party Interface
– Write additional programs
– Altering ERP Source Code ( Most expensive )

43
 Implementation Team Training
• How to Implement the package
• Running the system
• Consultants will Implement at the first site
• Selection of the employees for training
– People with the right attitude
– People who are willing to change, learn new
things, have good functional knowledge and are
not afraid of technology

44
 Testing
• Test for extreme case scenarios
– System Overloads
– Multiple users logging on at the same time with
the same query
– User entering invalid data
– Hackers trying to access restricted areas
• Design the test cases to find
– Weak links in the system

45
 End User Training
• Actual user will be given training on how to
use the system
• This should be done before going Live
• Identify the employees – the users of the new
system
• There will be resistance to change
• Most Implementations fail because of lack of
user training

46
 Going Live
• Data conversion
• Databases should be up & running
• Prototype should be fully configured & tested
& should be ready to go operational
• New system is Live when the old system is
removed & only new system is used for doing
business

47