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2% 10% TOTAL PROJECT EFFORT TOTAL PROJECT SAVING OPPORTUNITY Preparation Evaluation Planning Technical Upgrade Adoption Go-Live Business Validation 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 • Database Administration • Mid-tier • Developers • Steering group • Business Subject Matter Experts • Technology Infrastructure • External consultants • Collect previous implementation design and requirements • Establish knowledge base repository 2% 01 EFFORT (% of overall project) SAVING OPPORTUNITY 20% EVALUATION • Automated capture of As-is • Analysis of customizations • Documentation review • Functional review • customizations review • Benefits review • Cost • Approach • Upgrade criteria • Not involving all of the business in at least 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 Subject Matter Experts • Technology Infrastructure • External consultants • Document project scope, impact and risk factors • Capture existing system business processes 02 EFFORT (% of overall project) SAVING OPPORTUNITY 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 features, customizations 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 stake-holders • Treat this as a formal company wide project • Use a team with broad and complementary skills • Add time for tuning in to the plan • Create a clear 'as is' document • Project Management • Steering group • Database Administration • Quality Assurance • 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 03 EFFORT (% of overall project) SAVING OPPORTUNITY 40% 10% TECHNICAL UPGRADE • Automate upgrade steps and environment validation • Evaluate architecture • Create technical upgrade document • Perform practice upgrade first • customizations retrofit • Verify installation • Complete a full performance test prior to go live • Calculate the new hardware sizing requirements and minimum specifications • ID and verify customizations have 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 • Technology Infrastructure • Database Administration • Development • Quality Assurance • Business Analysts • Capture upgrade task steps • Record results of smoke test 04 EFFORT (% of overall project) SAVING OPPORTUNITY 30% 10% BUSINESS VALIDATION • Knowledge base • Collaboration platform • Captured test cases • Automated validation • Issue capture • Functional Test Cycles • Integration Test • User Acceptance Testing 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 Functional Test Cycle as an opportunity to further tune the upgrade • Get functional user buy in • Update user manuals • Team members can easily update their task status • Project Management • Key business users • Development • Quality Assurance • 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 05 EFFORT (% of overall project) SAVING OPPORTUNITY 75% 60% ADOPTION • Automatically created training documentation and videos • Prepare training docs • Training • New process review • Ensure all users are aware of new functionality • Ensure changed processes of removed customization are clear to user base • 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 06 EFFORT (% of overall project) SAVING OPPORTUNITY 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 M3 documentation has been used • Steering group • Technology Infrastructure • All users • Project Management • Review outstanding issues and results of automated regression testing • Employ previously captured upgrade tasks 07 EFFORT (% of overall project) SAVING OPPORTUNITY 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 08 EFFORT (% of overall project) SAVING OPPORTUNITY 25% UPGRADE / IMPLEMENTATION / PATCH Method Red flags/ common mistakes KEY Important/goal Best Practice Who Documentation Technology Solutions M3 Upgrade & Patch Best Practice origsoft.com sosy.dk
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