1 © the delos partnership 2004 delos excellence project implementation project organisation

1 © The Delos Partnership 2004

Delos Excellence Project Delos Excellence Project ImplementationImplementation

Project OrganisationProject Organisation


Delos Change JourneyDelos Change Journey

MobiliseMobilise DesignDesign CommunicateCommunicate ReviewReviewUnderstandUnderstand

Identify quickIdentify quickBenefitsBenefits

DevelopDevelopChange VisionChange Vision

InternalInternalSell-inSell-in

ReviewReviewSystemsSystems

EstablishEstablish ResourcesResources

Gain quickGain quickBenefitsBenefits

DetailedDetailedProcess DesignProcess Design

Public/PrivatePublic/PrivateWorkshopsWorkshops

Develop Develop SystemsSystems

Develop TaskDevelop TaskTeamsTeams

Gain earlyGain earlyBenefitsBenefits

Document Document Policies etcPolicies etc

InternalInternalEducationEducation

CreateCreateSystemsSystems

EstablishEstablishOrganisationOrganisation

SecureSecureBenefitsBenefits

RefineRefinePolicies etcPolicies etc

AASSSSEESSSS

ContinueContinueEducationEducation

RefineRefineSystemsSystems

GainGainTeamworkTeamwork

AASSSSEESSSS

Cost/Cost/BenefitBenefit

DevelopDevelopBus StrategyBus Strategy

InitialInitialEducationEducation

AppointAppointSponsorSponsor

PPIILLOOTT

PPIILLOOTT

PPIILLOOTT


Where do we start ?Where do we start ?

1. Get the decision makers on board

2. Managing Director should be aware of:• Fundamental problems behind implementation• See the Journey to Excellence as a solution• Steer the change and implementation all the way• Participate

3. Board must be committed and involved


Enterprise Systems – Enterprise Systems – The Critical IssuesThe Critical Issues• Business Strategy• An integrated approach • Scope – functional, geographical, organisational• Business Case – relevant, compelling, understood, shared• Governance• Project Resources• Timescales• Implementation Partner(s)• Programme Management and Planning• The Board Role• Expert Advice


Business StrategyBusiness Strategy

• A clearly defined Business Strategy is critical to a successful Enterprise Systems programme.

• The Enterprise Systems programme will implement ways of working, software and processes which the business will live with for many years – and changing them is a major task.

• The key strategic issues are:– Corporate business structure– Global/regional/local process responsibility


Advantages for MD and Advantages for MD and BoardBoard1. An Integrated System2. One set of reliable numbers3. Ability to do financial simulations4. Effective non-financial performance

measures5. A team – not high level competition6. Process approach not silo management7. Flexible but managed response to customers8. A competitive edge


The Board RoleThe Board Role

• CHAMPION Act as champions for the program as a whole and for particular elements of it. Appoint each board member to act as sponsor of an area – both geographic and functional.

• LEADER Lead the program – through time, understanding, involvement and decision making.

• COACH Act as coach for the senior program staff – advising them on tactics and politics.

• FOCUS Keep the program focused on the agreed scope and delivering the business case as fast as possible. Remove as many distractions for the team and the business as possible.


Establish the OrganisationEstablish the Organisation

• Sponsor• Steering Committee

– Senior Team

• Process Owners• Project Leader [Full time]

– Best person

• Project Team [ Full time/Part Time]• Task teams• Consulting/Coaching Support


SponsorSponsor

• Enthusiast

• Ensures resources are allocated

• Forces out the issues

• Provides Leadership

• Proactive in making the project happen

• Contact point for outside consultants


Steering CommitteeSteering Committee

• Approves the project• Establishes Organisation• Reviews the plan• Makes resources available• Is accountable for delivery of the “vision”• Develops Integrated Enterprise Planning• Keeps the project high profile• Approves Vision and Strategy• Is accountable for delivery of the vision• Approves Policies and Procedures and Measures• Avoids other intiatives


Process Owners/Task Process Owners/Task LeadersLeaders• Chairing/ managing the task teams

relating to the process• Ensure development of new processes• Bring to the Steering committee issues

relating to the process• Develop performance measures which will

improve the process• Deliver their elements of the vision

12 © The Delos Partnership 2004A senior, experienced and respected Project Director is critical.A senior, experienced and respected Project Director is critical.

Project ResourcesProject Resources

• If we have a compelling business case, a clear scope and an appropriate governance structure then we know that we must place some of our very best people into running the project.

• We must recognise that it is unlikely that we will have all the skills and experience needed to implement a major change project.

• Appoint the best people we have at all levels – if placing them on the project does not make running today’s business difficult – then they are probably not the right people.

• Appointing the best people also adds to the urgency of the project – both the individuals and the business want them to

return to “proper” jobs as soon as possible.


Project LeaderProject Leader

• Business experience of the company• Can do attitude• Makes things happen• Part of the Steering Committee• Does not do it, but does persuade others to get it

done• Manages the Project Plan• Can be trained in techniques – not a guru• Listens and acts• Someone who will get promoted


Project TeamProject Team

• Co-ordinates the project• Works with task teams to facilitate their

element of the vision• Knowledgeable in their area• Burn with desire to improve the company• “One of those rare moments when you have a

chance to radically change the company”


Project Team activitiesProject Team activities

Vision will cover:

• Strategy

• Software

• Organisation

• Policies and Procedures

• Performance Measures

• Culture/behaviour


Role of Project Team Role of Project Team

1. Design Company model– Future vs Now– How will we operate

2. Understand Workings of Software3. Teach company management what new

world will be4. Develop detailed implementation plan5. Liaise with Task Forces6. Monitor Execution of plan7. Report progress to steering committee


Project Team RoleProject Team Role

VISION

VISION

STRATEGY

STRATEGY

PROJECT

TEAM SOFTWARE

NEEDS

POLICIESAND

PROCEDURES

ROLES

CULTURE

MEASURES


Software modificationsSoftware modifications

1. Project Team understand software

2. Project understand the requirements

3. Then identify any modifications required to meet the needs of the company ways of working


Task TeamsTask Teams

1. Integrated Enterprise Planning2. Sales Forecasting and Demand Management3. Customer Relationship Management4. Master Production Scheduling5. Lean and Agile Business6. Data Accuracy7. Procurement8. Supplier Relationship Management9. Performance measurement10. Finance11. Project Management12. Change Management


Task TeamsTask Teams

• Translate their element of the strategy and vision into reality

• Cross-functional• Develop the policies and procedures that are

needed• Get familiar with the software, and make sure

that this integrates with policy and procedures• Develop the training material


Project OrganisationProject Organisation

STEERING COMMITTEE

PROJECT TEAM

INNOVATION

DEMAND

SUPPLY

PROJECTMANAGEMENT

SALESFORECASTING

CUSTOMERRELATIONSHIPMANAGEMENT

MASTERPRODUCTIONSCHEDULING

PROCUREMENTLEAN

AND AGILE

PERFORMANCEMEASURES

FINANCE

SSUUPPPPOORRTT

SSUUPPPPOORRTT

INTEGRATEDENTERPRISEPLANNING

SponsorSponsor

Project LeaderProject Leader

DATAACCURACY

LEANAND AGILE

SUPPLIERRELATIONSHIPMANAGEMENT


Task Team RoleTask Team Role

VISION

VISION

STRATEGY

STRATEGY

TASKTEAMS

WORKINGSOFTWARE

DETAILEDPOLICIES

ANDPROCEDURES

DETAILEDROLES

CULTURE

DETAILED

KPIS

FORECASTING

CUSTOMERSERVICE


Consulting/Coaching roleConsulting/Coaching role

1. Consultancy support to Steering committee to ensure Project delivers

2. Consultancy support to Task Teams to provide body of knowledge

3. Coaching to Senior Team and Project Team to ensure Team building

Prerequisites

• Been there and done it• Says it as it is

Prerequisites

• Been there and done it• Says it as it is


Consultancy roleConsultancy role

1. Monitor Project Plan2. Liaison with Project Manager and

Team3. Link to MD4. Cross reference to other experience5. Reviews synchronisation of project6. Planning Cutover and Pilots7. Independent voice


Expert AdviceExpert Advice

• Expertise on major Enterprise Systems implementations is not in short supply. The software vendors and implementation partners have enormous expertise.

• BUT – they cannot provide independent advice. They have an interest in many of the decisions and choices that a business makes.

• Having a truly independent advisor, who has experience of the industry and of Enterprise Systems, can help you in many ways:– Anticipate and prepare for risks and issues.– Maximise the benefit gained from the software vendor and

implementation partner– Provide a knowledgeable balance to internal “group think”.


Additional consultancy roles [from Additional consultancy roles [from Software company]Software company]

1. Resource to Task Teams and Project teams

2. Help facilitate internal education3. Hands on experience4. Helps to write detailed policies and

procedures5. Challenges project team and task

forces to keep to schedule


Ownership for the ProjectOwnership for the Project

• Ownership for delivery rests with the Task Team Leaders

• Project Leader responsible for making it happen

• Project Team create the vision and work with Task Teams to turn into Policies and Procedures

• Sponsor provides enthusiasm and direction for project


TaskTaskTeamTeam

TaskTaskTeamTeam

TaskTaskTeamTeam

TaskTaskTeamTeam

Project OwnershipProject Ownership

Steering committeeSteering committee

Project TeamProject Team

Process Process OwnerOwnerProcess Process

OwnerOwnerProcess Process OwnerOwner

1 © the delos partnership 2004 delos excellence project implementation project organisation

Documents

delos partnership

project plan

project works

vision slide

project team coordinates

major change project

respected project director

intiatives slide