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Ashoka IndonesiaImplementation Kick-offAugust 2014
© NetSuite 2014 2
Implementation Kick-off Agenda
Project Organization & Structure
Project Overview & Scope - TBD
Implementation/EUT Approach & Methodology
Near-term Timeline & Next Steps
Project Organization Structure & Responsibilities
© NetSuite 2014 3
Project Organization
Project Sponsor
Team Member / Business Process Owner
Team Member / Business Process Owner
Team Member / Business Process Owner
Consultant / Project
Manager
SuiteVolunteer
Management Team
Gavin Neels
Snr Pre-Sales Solutions Consultant
Racquel Castillo
Professional Services Consultant
Sven Hansen
Snr Sales and Marketing
Jayson Malla
PS Consultant / Acting Project Manager
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Ashoka Indonesi
a
Netsuite Team
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Roles & Responsibilities – NetSuite Team
Project Sponsor − Professional Services Practice Manager
− Responsible for overall Quality Assurance
− Manages resources
Project Manager − Project Management of the NetSuite delivery.
− Responsible for managing resources & escalation for risk and issues
− Manages Scope, Timelines and Budget
Consultants − Responsible for designing NS overall solution
− Leads requirements gathering session
− Primary point of contact during implementation
− Develops processes and system configuration necessary to meet business requirements
− Works with Ashoka Indonesia during scoping, configuration, testing and deployment of NetSuite
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Roles & Responsibilities – Ashoka Indonesia
Project Sponsor − Provides overall project direction
− Provide resources needed for successful implementation
− Resolve cross-functional issues
− Attend monthly project meetings - Review project status, risks and key issues
Project Manager − Oversees implementation with respect to
scheduling and planning
− Coordinates project team resources
− Point of contact for all day to day project operations
− Works with NetSuite consultants throughout project
Administrator − Attends all meetings− Point of contact for all day to day
project operations− Works with NetSuite consultants
throughout implementation
Business Process Owners − Design and approve requirements and
process flows for applicable functional area
− Decision making on configurations
− Attend all assigned meetings
− Work with NetSuite consultants throughout implementation to configure and test the application
− Complete assigned tasks such as consolidate data to be migrated, cleanse and de-dupe data
− Provide appropriate updates as to issue status and task completion
Project Overview and Scope
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Project Overview
Simple Implementation
NetSuite will provide Ashoka Indonesia with the ability to manage and report on their business units (subsidiaries) in one consolidated system
Guidelines− Leverage standard NetSuite functionality as the best practice
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Project Goals and ObjectivesConsolidate multiple systems into a single system of record
Improve visibility across the business via executive dashboards & real-time reports
Efficient business processes and workflows
Easily add entities
Mutual Goals and Objectives
− End User Adoption
− Project Completion Activities
– Professional Services Customer Survey
– Project Completion Approval
– Successful Transition to NetSuite Customer Support
− NetSuite Reference
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Scope ReviewFunctional Processes
− Record to Report
− Design to Build
− Web to Order
− Procure to Pay/Return to Debit
− Order to Cash/Return to Credit
NetSuite Features
− NetSuite OneWorld (one subsdiary)
− Advanced Financials
− Advanced Inventory
− Electronic Payments
− Revenue recognition
− Site Builder
− eCommerce Edition
Configuration & Setup
Analytics Consulting − 40 hours for Dashboards, Saved
Searches & Reports
Data Migration− 20 hours of consulting assistance
End User Training− To be delivered by NetSuite trainer
via Web conferencing
Single phased implementation
Sandbox environment
Exclusions− SuiteCommerce Web Design− Technical Consulting− SuiteScript Customizations− SuiteTalk Integration− Functional areas & configuration
not included in the SOW
Project Management
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Project Management Process
Status Reporting− Project managers are responsible for producing and distributing reports to respective teams
− Teams members are responsible for reviewing and updating as appropriate
Project Plan Updates− Each task owner is responsible for providing status updates to project manager(s)
− Updates required on a weekly basis
Change Control− All changes to the project will be handled through a review process in the project status
meetings with an assessment of impact on time, resources and cost
− A change order will be provided to Ashoka Indonesia for review and approval whenever necessary
Implementation/EUT Approach & Methodology
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Initiate Analyze Design Configure Validate Deploy Optimize
NetSuite One Implementation Methodology Built from Experience
Shared consulting model reduces cost and promotes self-sufficiency
Joint requirements gathering (Initiate, Analyze & Design) for entire scope
End User Training delivered virtually (with materials)
Customer leads and manages UAT (Validate) with NetSuite assistance
NetSuite Administrators take point on post go live support
Define the objectives, strategy and project team members for the Project (Phase).
Objective
• Scoping and Planning Workshop to identify project objectives, team and scope• Project (Phase) Kick Off Meeting Conducted• Distribution of Business Process Questionnaires• Project team educated on NetSuite application• Select Adoption Leadership Team
Key Activities
• Project Charter• Project Kick Off Presentation and Materials• Business Process Questionnaires
Deliverables• Project Charter• Stage Assessment Approval
Milestone Approvals
Initiate Analyze Design Configure Validate Deploy Optimize
NetSuite One Implementation Methodology
Define existing processes, validate data sources, identify business process gaps and document customer requirements.
Objective
• Review Completed Business Process Mapping Questionnaires• Business Process Mapping Workshop Sessions• Initiate Process Use Case Development• Validation Data Migration Sources• Plan Data Migration Strategy• Identify Training Requirements • Develop EUT training plan strategy• Technical Requirements Identified
Key Activities
• Business Requirements Document• Data Migration Requirements Document• Integration Requirements Document• User Enablement Requirements Document• Use Case Materials• Project Plan Updates
Deliverables• Stage Assessment Approval• Business Requirements Document• Data Migration Requirements Document• Integration Requirements Document• User Enablement Requirements Document• Project Plan Update for
Design/Configure/Validate/Deploy
Milestone Approvals
Initiate Analyze Design Configure Validate Deploy Optimize
NetSuite One Implementation Methodology
Define how to implement the requirements by translating functional requirements to application specific requirements.
Objective
• Specify forms, dashboards, reports and searches• Design screen flow to business process workflow• Conduct prototype workshops• Design security and access structure• Prepare Training Plan• Create go live Support Plan
Key Activities
• Solution Document• Field and Form Design Specifications• Project Plan Updates• Training Plan
Deliverables• Stage Assessment Approval• Project Plan Update (Configure/Validate/Deploy)
Milestone Approvals
Initiate Analyze Design Configure Validate Deploy Optimize
NetSuite One Implementation Methodology
Configure and customize the NetSuite application based on documented requirements. Plan migration, training and user acceptance testing activities.
Objective
• Setup, configuration, extension of application• Configuration reviews• Knowledge transfer to Administrator during and at end of each phase• Test data loaded• Prepare user acceptance scenarios and test plans created• Tailored curriculum & training materials for user adoption & change management
Key Activities
• Complete UAT plans• Complete process walk-through documents• Training plan & materials• Test data loads
Deliverables• Stage Assessment Approval• Configured NetSuite Application• Project Plan Update (Validate/Deploy)
Milestone Approvals
Initiate Analyze Design Configure Validate Deploy Optimize
NetSuite One Implementation Methodology
Confirm readiness for deployment of the application to the organization.
Objective
• Execute test scripts and use cases• Assess change readiness• Use cases – define several examples and identify those that are outliers
Key Activities
• Executed Test Plans
Deliverables• Stage Assessment Approval• Successful UAT• Project Plan Update (Deploy)
Milestone Approvals
Initiate Analyze Design Configure Validate Deploy Optimize
NetSuite One Implementation Methodology
Conduct final rollout activities to move the NetSuite application into production status.
Objective
• Train End Users• Migration of Final Data Loads• Go Live Activities• Strategy around End User Training will be critical to end user adoption
Key Activities
• Delivered Training Programs• Data Migration Finalized
Deliverables• Stage Assessment Approval• Live Operations on NetSuite
Milestone Approvals
Initiate Analyze Design Configure Validate Deploy Optimize
NetSuite One Implementation Methodology
Transition to ongoing operations and definition of future enhancements/next phase.
Objective
• Fine tuning after period close• Roll out ongoing application management programs – issue logging, enhancement requests, user advisory group• Transition to NetSuite Customer Support• Checkpoint program schedule defined• Determine further optimization
Key Activities
• Application Management Plan• Continuing Education Program
Deliverables• Project Completion
Milestone Approvals
Initiate Analyze Design Configure Validate Deploy Optimize
NetSuite One Implementation Methodology
Near-term Timeline & Next Steps
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High Level Typical Project Schedule
Blackout dates, vacations, absences of key participants− Holiday shutdowns− Planned vacations− Leaves of absence− Internal conferences
Other competing initiatives or dependencies− Audits− System implementations− Product releases− Other
Key Considerations Related to Project Timeline
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Next Steps
Define Ashoka Indonesia Implem Team
Scoping and SOW
NetSuite & Ashoka Indonesia to prepare for Business Process Mapping sessions
Q&A
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