software selection and implementation in the real world

Software Selection & Implementation In The Real

World

Nigel Drewek14th October 2009

Agenda

�Overview of Case Study

�Project Management & Standards

�Requirements

�Identifying Vendors & Implementing Partners

�Final Selection

�Implementation

�Post Implementation

Software Selection & Implementation In The Real Wor ld

Philosophy & Approach

•Key Words & Phrases

•Pragmatic

•Adequate

•Fit for purpose

•Openness for change

•Value for money

•Easy to use

•Use all technologies


Case Study

�Global industrial giant - UK procurement centre

�Key business steel & auto production

�New ERP solution to replace existing solutions

�Focus - sourcing & shipping items to Asian manufacturing plants

�Existing solutions run in-house

�New ERP solution focussed on “best practice”

�Significant pressure on project costs & TCO


Agenda



�Requirements


�Final Selection

�Implementation



Project Management & Standards

�Methodologies and standards are useful!

�Take a standard methodology and adapt it

�Ensure good stakeholder management

�Regular, formal meetings are necessary

�Project documentation repository essential


Project Management & Standards

�Client used simple methodology & documentation

�Project Charter (PID)

�Issues list

�Risks list

�Detailed project plan in MS-Project

�Key stakeholders formed Steering Committee

�Project team ran the project

�Formal monthly meetings

�Simple document repository adopted


Agenda�Overview of Case Study


�Requirements

�Analysing the “As-is”

�Creating the “To-be”

�Creating the RFP


�Final Selection

�Implementation



As-is Analysis

�Review available documentation

� check for accuracy and completeness

�Check documentation reflects current situation

�Create high level “As-is” process documentation

if not available

�Review with the business and process owners


As-is Analysis

�Very little documentation available

�Created “As-is” process flows

�Documentation created with “Visio”, “Word” and

“Powerpoint”

�Validated all “As-is” documentation with

management


To-be Analysis

�Extensive review of “As-is” situation

�Review business plan for next 5 years

�Create full process charts to support “To-be”

�Validate “To-be” at all levels of the organisation

�Sign-off from the “Project Board”

�Commit to review when new solution chosen


To-be Analysis

�Detailed analysis of “As-is” with all concerned

�Identification of issues with current solution

�Moving to “best practice” in new solution

�Review of business plan for next 5 years

�Identification of new core process

�Development of detailed “To-be” documentation

�Visio, Word, Powerpoint

�Review and enhancement

�Committed to review & enhance when new ERP chosen


Creating the RFP

Define criteria to be assessed

�Include “obvious” criteria – assume nothing

�Define a set of knock-out criteria

�Define specific criteria that are relevant to your core business

�Don’t include subjective criteria

�Include questions about status of vendor and implementing partner

�Define scoring mechanism


Creating the RFP




�Requirements


�Creating and refining the vendor list

�Creating the short list

�Vendor presentations

�Final Selection

�Implementation



Vendor & implementor selection�Information is available from many sources

�Independent industry-standard analyses (e.g. Gartner)

�Events & Shows, Internet

�Research full information about implementing partner

�Experience with product

�Support offering and cost

�Check with vendor

�Relationship with implementing partner

�Support if implementing partner ceases trading


Vendor & implementor selection�Initial short-list of 10 vendors comprising

�4 Major global players

�5 Minor global players

�1 Unknown!

�Initial knock-out criteria applied

�4 Major global players

�1 Minor global player

�1 Unknown

�RFP sent to the vendors


Vendor & implementor selection

�Analyse responses in detail

�Refine scoring mechanism

�Check for any knock-out criteria

�Calculate results

�Review quality of additional materials

�Consider impact of any need for development


Vendor & implementor selection�Self elimination by one vendor

�One vendor sent a full documentation and mostly answered RFP “refer to doc…”!

�Most vendors rated themselves very highly

�Eventually short list reduced to 3

�2 global players

�1 unknown

�Final 3 invited to make tailored presentations of their solution


Vendor presentations

�Arrange half day presentations from vendors

�Identify scenarios for presentation

�Work with vendors/implementing partners to prepare presentations

�Presentation format

�Short information about vendor

�Short information about implementing partner

�Detailed presentation of product


Vendor presentations�Half day presentations arranged for the 3 vendors




�Requirements

�Identifying Vendors & Implementing partners

�Final selection

�Calculating TCO

�Defining the new environment

�“Cloud computing”

�Implementation

�Post implementation


Calculating TCO�Consider all aspects in calculating TCO

�Cost of software

�Annual maintenance costs

�Cost of infrastructure

�Personnel costs

�Implementation costs

�Costs to stay with current solution

�Soft factors

�Retention of staff

�Efficiency / Time saving


Infrastructure Review (TCO)�Open minded review of existing infrastructure

�Hardware considerations

�Operating Systems

�Staff

�Disaster recovery plan

�Is running a computer centre part of our core

competence?


Infrastructure Review (TCO)Options

�Status Quo

�Implement new solution in existing environment

�Partial Change

�Implement new solution in remote hosted environment

�BIG BANG!

�Explore the possibility of using “Cloud” approach to all applications

�ERP

�Office applications & Mail


The “Cloud”�Exploding the “Cloud Computing Myth”


The “Cloud” approach�Disadvantages

�Some loss of Control

�Perceived security issues

�Reliance on Internet performance

�Advantages

�Minimal IT infrastructure required

�Access from anywhere with Internet

�Cost & efficiency

�Frees room space

�Enterprise performance

�Business continuity

�It’s greener!


The “Cloud”

�Decision to take the “Cloud” approach for all applications

�Implementation project for Office and e-mail started immediately


Final Selection�Consider all the materials

�Closeness of match to requirements

�Minimal bespoke

�TCO

�Impact on infrastructure environment

�Vendor & implementor information

�Soft factors


Final Selection�Full Assessment of all information

�2 very strong contenders

�Detailed negotiation & analysis

�Final decision for the “Unknown”!!


Agenda



�Requirements


�Final Selection

�Implementation�Preparation�Data Migration�Testing, User Acceptance Testing�Live



Implementation - Preparation

�Good planning is the key

�Don’t underestimate time scale

�Ideal live date beginning of Accounting Year

�Ensure buy-in at all levels

�Back-fill where possible

�Plan a launch event


Implementation – Data Migration

�Less is best

�Restrict to Master data & Open items where

possible

�Consider Data Warehouse for legacy data


Implementation – Testing, UAT

�Designate individual responsibility

�Plan training for UAT team

�Prepare Test Scripts early on

�Execute Test Scripts even in early testing

�Refresh test system before UAT iterations

�Ensure Audit requirements satisfied


Implementation – Live

�Go live decision from highest level team

�Ensure sufficient time for training and

documentation

�Leave plenty of time for contingencies


Post Implementation�Ensure teams in-place before go-live

�Internal

�External

�Ensure processes described to users before go live

�First month-end health check with implementing partner


Timeline


Summary�Prepare & Document

�Challenge your pre-conceived ideas

�Be prepared to use latest technologies

�Use experts where internal skills are lacking

�Allow sufficient time

�Always follow a process

�Ensure stakeholders buy-in and support

�Enjoy your project!


Software Selection & Implementation In The Real World

Thank you !

software selection and implementation in the real world

Technology