Columbia Technical Consulting, Inc.

ERP Implementation
Methodology
How to succeed with your ERP implementation

Presented by John Paulson, ERP Consultant & Project Manager

Email: jpaulson@columbiatci.com
Phone: 503-819-0190
 John Paulson
ERP Consultant and Project Manager

Since 1997, John has consulted on over 27 ERP engagements for some of the nations leading
companies. Founder of Columbia Technical Consulting, Inc., and JDE Resources Services,
John has provided ERP solution services, consulting, project management, supply chain
consulting, operational assessments, and process and systems alignment and optimization
services to organizations throughout the nation.

.
Johns expertise in ERP systems, supply chain consulting, and project management have been
requested by, and provided to, national consulting firms as; Accenture, Ernst and Young, Cap
Gemini, Delta Cubed, Panex Consulting, Premier Consulting, AMX International, Foothills
Consulting, Rapidigm Consulting, The Hunter Group, Jagwire Group, PCM Solutions,
Systems Management Inc., Versa Tech, PCI, Jibe Consulting, and many more

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 AGENDA
Introduction
Why Do Projects Fail?
Implementation Methodology
Project organization roles and responsibilities
Project management
Change Management
Stage 1 Setup
Stage 2 - Piloting
Stage 3 Integration
Stage 4 Cutover
Stage 5 - Post Implementation Support
Stage 6 Continuous Improvement Process
Phase 2?
Implementation project deliverables
Case studies
Pit falls
What worked
The Common Theme for ERP Success
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Why do Projects Fail?

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 Reasons Why Projects Fail
13.1% Incomplete requirements
12.4% Lack of user involvement
10.6% Lack of resources
9.9% Unrealistic expectations
9.3% Lack of executive support
8.7% Changing requirements or
specifications
8.1% Lack of planning
7.5% Didnt need the software any longer
6.2% Lack of IT management
4.3% Technology illiteracy
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 Reasons for Late/Over Budget
12.8% Lack of user input
12.3% Incomplete requirements or
specifications
11.8% Changing requirements or
specifications
7.5% Lack of executive support
7.0% Technology incompetence
6.4% Lack of resources
5.9% Unrealistic expectations
5.3% Unclear objectives
4.3% Unrealistic time frames
3.7% New technology Columbia Technical Consulting Services, Inc.
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Implementation
Methodology

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 Methodology
Approach & Objectives
Simplification of traditional implementation process
Streamlined methodology for efficient implementation
Knowledge transfer throughout the project

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 ERP Implementation Approach
6 Steps
Setup Piloting Integration Cutover Post Support Cont. Improvement

Project Functional Integration/ End User Post Follow Continuous

Planning CRP Testing customization Training Implementation Improvement
Methodology for ERP
testing Support
System Data Migration System Improvements
Install Integrated CRP Cutover
Customization
Business Design and Stress Testing User
Process Development Acceptance
Data Migration
Workshops Testing
Procedures
System
Application and
Performance
Analysis and Documentation
Assessment
Design
Application
Setup
Project Team
Training

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 High Level Project View
Project Management / Change Management

Project Team Procedures End User

Training and Documentation Training

Project System Integrated System

Planning Install Conference Room Cutover
Pilots
Application Functional
Setup Test
User
Acceptance
Business Process Data Post Implementation
Workshops Migration Support

Application Analysis Customization Design Improvement

and Design and Development Process

Knowledge Transfer

Continuous
Setup Piloting Integration Cutover Post Support Improvement

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 Project Organization
Roles & Responsibilities
Steering Committee:
Set project direction and maintain project oversight
Steering Communicates expectations
Committee Assess impact of proposed opportunities and
recommendations and make final decisions
Provide leadership and ongoing support
Own project

Project Management Team:

Provide day-to-day project management
Ensure that project objectives are achieved
Provide process & systems advice to action teams
Project Provide leadership
Managemen Coordinate resources and action team participants
Team Serve as liaison between action teams and steering
committee
Provide necessary resources
Monitor and track project status and budget
Own Project

Action Teams:
Analyze issues, activities and processes
Functional Develop and test creative ideas and solutions
Teams Take ownership of ideas and solutions
Develop specific action steps and commit to action
plans
Perform day-to-day project tasks
Assume accountability for design changes
Own project
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 Project Management
A process that continues throughout the project, ensuring that the project is completed on time, within
budget and within scope, making the best use of the resources available

Project Management Process

1. Structure the project
2. Plan the project
3. Control the project
4. Assess change
Sustained 5. Report progress status
Sponsorship 6. Conclude the project
Clearly Defined Goals/
Objectives/Deliverables
Measurable objectives
SUCCESS!!

Project Manager as
Coach/Facilitator/
Coordinator
Effective, Synergistic Team
Team building
Workplan Appropriate skill sets
Individuals given responsibility/accountability Well understood objectives
Set milestones Change management
Time boxed Buy in
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 Detail Project Startup
Identify and deploy project team clarify and
assign project roles and responsibilities
Identify risks and mitigation plan
Detailed project plans prepared
Establish project team workspace
Establish project team ground rules
Establish project infrastructure:
Milestones
Meeting schedules and process
Identify project deliverables
Establish document templates, repository and
version control
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Project Plan

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 Change Management
A structured approach to shifting/transitioning individuals, teams, and organizations from a
current state to a desired future state. It is an organizational process aimed at helping
employees to accept and embrace changes in their current business environment. In project
management, change management refers to a project management process where changes
to a project are formally introduced and approved

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 Stage 1 - Set-Up
WHAT
Preparation for the first
configuration of the application &
Project Team
Training
high level process definition
GOAL
Project System Application
To establish the road map for
Planning Install Setup subsequent phase
DELIVER
Business Process Extended team kickoff
Workshops
Install hardware and software
Project team application training
Application Analysis
and Design
High level process design
Review completed analysis
Configuration entered and
validated

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 Stage 1 Set-Up
Project Planning

TASKS
Detail Project Planning
PARTICIPANTS
Project manager, process owners,
team leads, IT
Project
Planning
DELIVERABLES
Training Plan
Issues database
Installed software
Project tracking and reporting
methods
Documentation standards
Initial end user training strategy

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 Stage 1 Set-Up
Application Analysis and Design

TASK
Review all sales cycle
documentation.
Schedule and attend design
meetings
Develop design review
presentation document,
including scope, phases, major
issues/gaps
Signoff Project Design
Complete initial setup
Application Analysis
Documentation
and Design
Signoff setup documentation
Incorporate any changes to
scope into the project plan,
budgets etc.
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 Stage 1 Set-Up
Application Analysis and Design (cont.)

PARTICIPANTS
CTCI consultants, client
functional leads, XXX
Consulting Services PM, Client
PM

Application Analysis DELIVERABLES

and Design
Preliminary design
documentation
Setup documentation
Finalized Scope documentation

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 Stage 1 Set-Up
System Install

TASK
Plan for prototype environment
installation
System Install Software
Install

PARTICIPANTS
Install consultants, IT

DELIVERABLES
Plan to prepare for the facility,
hardware, software and
resources.
An environment to utilize during
prototype
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 Summary
System Install

Network tuning
Server Acquisition
PC Client Acquisition
Software Installation
Deployment server
installation
Installation Planner
Installation Workbench
Server installation
Workstation installation

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 Stage 1 Set-Up
Application Setup

TASK
Create an empty Pilot environment
(1st pass)
Enter ERP software application
setups
Application
Validate setup in pilot
setup Update setup documentation to
reflect actual setup
PARTICIPANTS
Client MIS personnel
CTCI consultants (Client will assist
to increase clients familiarity with
setup steps)
DELIVERABLES
Completed setup documentation

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 Stage 1 Set-Up
Project Team Training

TASK
Project Team
Training Identify training requirements
for client implementation project
team
Obtain / develop ERP
functional/technical training
schedule and schedule the
classes documenting the dates
on the project schedule

RESPONSIBILITY
Client project manager, CTCI
project manager

DELIVERABLES
Project team training plan
Project team Columbia
training
All
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 Stage 2 - Piloting

WHAT
Testing discrete transactions,
Procedures
and Documentation inquiries, reports within each
module
GOAL
Functional Testing
90% of the business
requirements configured,
detailed processes defined
Data
Migration DELIVER
Pilot test plan
Customization Design Desktop procedures
and Development
Conversion, interface plan
Application gap analysis
Report development matrix
Detailed design
Proof of concept
Knowledge transfer to client
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 Stage 2 Piloting
Procedures and Documentation

TASK
Deliver Top Ten template
procedures
Complete desktop procedures
Procedures
and Documentation

RESPONSIBILITIES
CTCI consultants
Client Functional Leads

DELIVERABLES
Desktop procedures
Quick Reference Cards

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 Stage 2 Piloting
Functional Testing

TASK
Create scripts for each function
Collect non-converted business data
Configure & test
Create versions, menus, etc.
Functional Testing
Conduct preliminary test to validate
system setup
RESPONSIBILITIES
Consultants
Client Functional Leads
DELIVERABLES
Pilot Plan
Test scripts

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 Stage 2 Piloting
Data Migration

TASK
Create migration plan
transfer business data, control
tables, central objects
Create selected master tables
Run conversions
Run integrities and reconciliation

RESPONSIBILITY
Data
Migration Client MIS personnel
CTCI consultants
Client functional leads

DELIVERABLES
Migration Plan
Conversion plan

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 Stage 2 Piloting
Customization Design and Development
TASK
Gather requirements from client
functional leads
Write functional specification
Write program specification
Develop customization
Install customization
Test
Signoff

Customization Design RESPONSIBILITY

and Development
Consultants, Client

DELIVERABLES
Functional specifications
Program specifications
Completed customization
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 Stage 3 - Integration

WHAT
Integration / Conversion
Testing
Building on base design
Validating integrated business
processes
Stress testing
Conference Room
Pilot

GOAL
Verify that the processes and system
Stress Testing
will support the business across
interfaces

System Performance and

Assessment DELIVER
Integrated conference room pilot
Conversion testing & validation
Stress test/performance tuning
System performance assessment
Integration testing
Report and interface development and
validation
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 Stage 3 Integration
Integration/Conversion Testing

Task
Develop acceptance criteria at Project
Integration / Conversion Kickoff
Testing
Final validation of application setup
Validate converted data
Review pilot Functional
Review pilot Integration
Signoff pilot
Responsibilities
Client project manager
CTCI Project Manager
Client functional leads
CTCI consultants
Client project team
Deliverables
Acceptance Criteria
Client acceptance of the system
Completed integrated pilot

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 Stage 3 Integration
Conference Room Pilot

Task
Deliver pilot plan templates and pilot
concepts to client functional leads
Approve pilot plan
Conference Room
Pilot Run functional pilot scripts
Modify desktop procedures as needed

Responsibilities
CTCI consultants
Client functional leads

Deliverables
Approved pilot plan

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 Stage 3 Integration
Stress Testing

Task
Hardware response time
Database throughput
Network traffic and performance
Application response time

Stress Testing Responsibilities

Client MIS personnel
Client functional lead
CTCI consultants

Deliverables
Completed stress tests

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 Stage 3 Integration
Data Migration

TASK
Confirm migration plan
Final test to transfer business
data, control tables, central objects
Create selected master tables
Run conversions
Run integrities and reconciliation
RESPONSIBILITY
Data Client MIS personnel
Migration
CTCI consultants
Client functional leads

DELIVERABLES
Migration Plan
Conversion plan
Preliminary Production DB
Final Gap Analysis

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 Stage 3 Integration
System Performance and Assessment

TASK
Review stress test results
Analyze breaking points
Re-test

RESPONSIBILITIES
Client MIS
CTCI Consultants

System Performance
DELIVERABLES
and Assessment System analysis report
System design

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 Stage 4 - Cutover

WHAT
End User Full business simulation
Training
Training

System
Go
Cutover GOAL
Live
To fine-tune cutover procedures
User and verify potential impacts
Acceptance

DELIVER
User system acceptance
End user training
Validate cutover/fall back plan
Process optimization

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 Stage 4 Cutover
End User Training

TASK
End User Develop Go Live plan
Training
Identify end user training
needs
Go Setup client site training
Live facilities
Develop and publish schedule
Complete training prior to
going live

RESPONSIBILITY
Client project manager, Client
functional leads

Deliverables
End user training plan
End user training
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 Stage 4 Cutover
User Acceptance

TASK
Final validation of application
Validate converted data
Review pilot functional
Review pilot Integration desktop
procedures, end user training,
Go integration testing
Live Signoff/User Acceptance Testing
User (UAT)
Acceptance
RESPONSIBILITY
Client functional lead
Client project manager
Client project team
CTCI consultant
DELIVERABLES
Acceptance criteria
Client acceptance of the system

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 Stage 4 Cutover
Cutover

TASK
Develop schedule
Develop a contingency plan
Process final conversions
Cutover
Go
Live
RESPONSIBILITY
Client Project Manager, CTCI
Project Manager

DELIVERABLES
Go Live cutover schedule

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 Stage 4 Cutover
Cutover/Go Live
Going Live is a Process, Not a Milestone

TASK
Complete end user menus,
responsibilities
Deliver final setup
Cutover
documentation, issues logs.
Begin live processing

Go
RESPONSIBILITY
Client system administrator,
CTCI consultants

Live DELIVERABLES
Go Live
Final documentation

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 Stage 5 - Post Implementation
Support
TASK
To support the client team and
infrastructure during initial use of
the system back up support during
Go first days
Live
First month end support
Identify remaining issues
RESPONSIBILITIES
Client project team, CTCI
Post Implementation
Support consultants, CTCI Project Manager
DELIVERABLES
Onsite support
Stage 5 Next phase recommendations
Post
Implementation
Project review
Support Celebration!

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Stage 6 Continuous Improvement

Define

Monitor Plan

Continuous
Implement Improvement Analyze

Measure Develop

Test

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 Continual Improvement

Phase 2 Improvements Identified

Upgrade to latest version
Upgrade planning
Analyze new features
Train & Implement new features
Perform periodic systems audit
Analyze new business requirements
Review system performance & manual operations
Develop audit report and action plan

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Implementation Project Deliverables
Project Plan
Scope Documentation
Status Reports
Process descriptions and process flows
Setups
Training materials
Customizations detail, both design and
implementation
System Designs
Interface specifications
Conversion documentation
Desktop Procedures
Issue Log and Issue Resolution
Conference Pilot - All test scripts / Signoffs
User Acceptance Testing Signoffs
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ERP Implementation Case Studies

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Questions

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 John Paulson presents this ERP methodology presentation offering his
experiences, and insight, in what it takes to succeed in your organizations ERP
initiative. Using real world case studies of ERP implementations; what worked,
what didnt, and the red flags to watch for, hell discuss how to prepare, manage,
and steer the course of your ERP initiative through the Finish Line.

John provides ERP consulting assistance in planning, software selection, project

planning and management, training, process consulting, and facilitating your
organizations ERP initiative

For more information regarding this presentation, methodology, and tools used,
or to schedule this presentation at your organization contact John Paulson;

John Paulson, ERP Consultant

Cell: 503-819-0190
Email: jpaulson@columbiatci.com

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