Quick reference guide to best practice templates and tips before you start an ERP transformation program

1. ERP Project
Management
Primer
Quick reference guide to best
practice templates and tips to
jumpstart your ERP projects
(Enterprise Resource Planning)
Suresh Gopalakrishnan
sgk_00@yahoo.com

2. Introduction
This document will help jumpstart projects and keep
a good control over its life cycle with best practice
templates and tips
It is divided into four sections – Initiation/Planning,
Execution/Control, System deployment, and Post-
Production/Transition
All critical activities are listed in the sequence it will
occur during a project lifecycle
Screenshot of all critical deliverable templates are in
backup slide section
2

3. Not matter how much we plan this often happens..
3

4. Project Life Cycle Activities & Milestones
Execution and Control
Initiation /Planning Phase System Deployment
(Design & System Configuration)
Requirements
Mapping Roles & Responsibilities Production GO
BR.035 Solution Cut Over Plan LIVE
Design Application Train-The-Trainer
Setup and
BR.010 Configuration End User Training
Functional BR.100
Cutover
Approach
Deliverables Document
Develop Solution, C
Test Data Conversion
Scripts / and Validation R
Sand-Box C P
creation U M
W R Functional Specs for Extension, 2
Interfaces & Reports A G
T P /
MD.050 T L
P 1 S
Conversion Plan
Technical Specs for
I
CV.010 Extension, Interfaces & Reports T
MD.070
Instance Strategy
Document Setups/Data
Conversion Mapping conversion/
Technical CV.055 Code migration
(Or templates used) to PROD
Deliverables
WTP; Requirements User
CRP Complete CRP2/SIT CUTOVER
Validation & Mapping Acceptance
Milestones Complete
Solution Design Complete Complete
Complete
GO-LIVE
WTP – Workshop Test Pilot / CRP – Conference Room Pilot / SIT- System Integration Test / UAT - User Acceptance Test / MGL - Mock Go Live 4

5. Initiation/Planning Phase
Prepare project management plan. Ensure it includes
 Clear list of deliverables
 RACI chart (Responsible/Accountable/Consult/Inform)
Prepare detailed MS Project Plan – with base line and
share with the team
 Ensure each task in the plan has a clearly identified
deliverable
 For functional resources use 35 hr work week – keep 5 hrs
for meetings, SR (Service Request) related work etc.
Discuss with client and establish communication plan
(Status calls, Status update emails etc..)
Get agreement on using deliverable status log for
signoff (to monitor the time taken to get approvals)
5

6. Initiation/Planning Phase contd..
Discuss with client and come to an agreement on
steering committee participants and presentation
contents/format
Recommend using benefit map (or something similar)
to help control scope (Note: Based on a PMI survey, every
month 2-3% new requirement is added)
Discuss with the team and prepare an instance plan
Discuss with the team and prepare list of risks
Schedule 1-1 with each team member at a minimum
once in two weeks
Prepare clear roles and responsibilities and discuss
with each team member individually
6

7. Initiation/Planning Phase contd..
Recommend using an issue tracking system that has
audit trail feature – Will help track time taken
between status changes (ability to improve later)
 For e.g. Bugzilla
Discuss the usage of user survey tool to measure the
risk
Start maintaining
 RAAIO log (Risks, Assumptions, Action Items, Issues, Out of
scope)
 Key decision log
7

8. Define Phase contd..
Why Key Decision Log?
Below email is from a real project
 Decision was taken during project start in Jul/2008
 Email is dated Feb.2011
8

9. Initiation/Planning Phase contd..
Conduct kick off meeting. It should include a
minimum
 Change management process
 “Change Requests” are often seen by business as a “miss”
from their side and could become offensive
 Work with client manager to send a positive message
 How are we drawing line between ‘In Scope’ and ‘Out of
Scope’?
 Clear project objective (or Benefit Map)
 Test scenario expectation from business
 Document review process and expected turnaround time
9

10. Initiation/Planning Phase contd..
Conduct kick off meeting (Contd..)
 Major milestone, deliverables, timeline
 RACI chart (Responsible/Assist/Consult/Inform)
 Risks/Issues/Assumptions/Constraints
 CRP/UAT Entrance/Exit criteria
 Agree on a document approval timeline (sample below)
10

11. Initiation/Planning Phase contd..
Show the interdependency and emphasize criticality
of getting sign off on documents on-time
11

12. Initiation/Planning Phase contd..
Discuss and come to an agreement with the client on:
 ‘Ballpark’ work estimates will NOT be given based on high
level requirement
 Alternately, define slab based estimate to indicate variance.
For e.g. Class100/50/10:
 Class 50 means ballpark estimate can be plus or minus
50% after functional document is signed off
 This approach is better than giving an estimate with
assumptions. Assumptions are always forgotten
 Work estimate for each requirement (unless planned
together) will be presented as an independent project – it
should include time to write documents, testing, re-testing
etc
 Use Oracle AIM MD020 or other tools for estimation
12

13. Initiation/Planning Phase contd..
Prepare initial version of project cost/revenue
tracking
Ensure business users have started preparing test
scenarios/cases (Both within a track and cross-track)
Get time commitment from business on various
activities like document review, testing etc.
Ensure “As-Is” process diagrams are mapped to “To-
Be” – Samples in next 4 slides
Always remember the quote from Abraham Lincoln:
 “If I had six hours to chop down a tree, I’d spend the first
four hour sharpening the ax”
13

14. AS-IS Diagram – (Monthly Train Schedule)
Part 1 of 2
A
14

15. AS-IS Diagram – (Monthly Train Schedule)
Part 2 of 2
A
15

16. TO-BE Diagram – (Monthly Train Schedule)
Part 1 of 2
A
16

17. TO-BE Diagram – (Monthly Train Schedule)
Part 2 of 2
A
17

18. Initiation/Planning Phase contd..
Critical Path 101
 Critical path is tasks B-C-F-G
 Any delay will push the project dates out
18

19. Initiation/Planning Phase contd..
Critical path with variability
 Adding mean estimates  21 days
 Adding worst case  32 days
19

20. Initiation/Planning Phase contd..
Randomness
 If our estimate is close to the mean then there is equal
chance of being late as of being early
 Pretty much zero chance of ending on time!!
50% of the 50% of the
time we will time we will
be early be late
20

21. Initiation/Planning Phase contd..
Randomness on critical path
 Situation when early completion is not possible
 Only chance is being late
21

22. Initiation/Planning Phase contd..
How do we reduce variability?
 Add buffer to each task
 But this doesn’t work due to “student syndrome” and/or
“let’s make sure” approach
22

23. Initiation/Planning Phase contd..
Approach 1
 Early finish never propagates, but late finish surely will !!
23

24. Initiation/Planning Phase contd..
Approach 2 – Include design assumptions
RICEW* LIST
24
*Reports, Interfaces, Conversion, Extension, Workflows

25. Project Deliverable - Initiation/Planning Phase
Project Management Related
Solution Related Deliverables
Deliverables
Requirements
To be business process flow (new or
Definition Assessment Project management plan
mapped on “As-Is” flow)
Workshops
Workshop Findings, recommendations Workshop Agendas and Materials
Initial Requirements Mapping / Gap
MS Project Management plan
Documents (BR035)
Communication plan
Steering committee participants and
presentation format
Solution Design and Overall benefit map for the project
Finalized Gap Document (BR035)
Functional Specification (Optional)
Initial Oracle To-Be Process Flow (Future
Initial risk log
Process Document-BR010)
Data Migration Strategy and Conversion
Setup/Initiate issue tracking system
Plan (CV055 Conversion Data)
Instance Strategy Document Team member roles/responsibilities
Integration Strategy (TA.040) RAAIO Log
Initial Functional Specifications (MD050) On-boarding document
Key decision log
Project finance tracking (Monthly)
RICEW List/Estimation Matrix
25

26. Execution and Control Phase
After requirement session use prioritization
worksheet
Use Object Tracking Tool for maintaining deliverable
status
Development should not be started unless business
provides test scenarios
Prepare entrance/exit criteria for each test cycles
Issue disposition during test cycles  Defect / Training
log / Parking lot
26

27. Execution and Control Phase contd.
Ensure risk log is updated on a weekly basis
Do not use % completion field in MS Project Plan.
Instead use actual work and remaining duration fields
 Earned value is calculated accurately with actual/remaining
work
Start preparing training plan and content
Use Change Request and Log for new requirements
Start preparing methods to tie up converted data
between source and target systems
Few critical concepts in next few slides
 Customer should always give the exact requirement – is it
true?
 Customer perspective of the system
27

28. Conflicting Approaches
Scene 1
Scene 2
Client
Customer tells exactly
what is needed and
the shopkeeper
delivers it
Consultant
Customer tells the “symptoms” and the doctor
diagnose the issue and prescribes a medicine
Both Scene 1 and 2 alone will not work
Best practice is to take a blended approach
28

29. Customer Perspective - Example
Insurance company#1
DAY
You are in a car accident. Called the company. Company want you to call the agent. You
1
call the agent and could only reach voice mail
DAY
2 Able to reach the agent. Someone from claim office will call you
DAY
3 Claim is not yet assigned to a rep yet
DAY
You have a pain in the neck. Friend helps you to get medicine. Claim rep had left a v/mail
4
on your home phone
29

30. Customer Perspective - Example
Insurance company#1 – Contd..
DAY
You get connected to claim rep. But he handles only auto claim, not medical issues.
5
DAY
6 Car is taken to a mechanic and received a rental car. Neck is still hurting
DAY
7 It is a Sunday
DAY
8 Call from second claim rep who handles medical issues
30

31. Customer Perspective - Example
Insurance company#1 – Contd..
SUCCESS# 1 All calls should be reported through agents
SUCCESS# 2
Assignment must occur within one business day of
being reported by the agent
SUCCESS# 3 Claim rep should contact the customer within one
business day 100%
SUCCESS IN
CLAIM
HANDLING
Claim should be assigned based on specialty
SUCCESS# 4
(auto/medical)
But customer is already looking for another insurance. Key take away is system thinking vs. silo
thinking 31

32. Customer Perspective - Example
Insurance company# 2
DAY
1 You are in a car accident. Called the company. Claim rep called in 10 minutes
and arrived at scene in another 10 minutes.
Rep arranged an appointment with doctor next day
Rental car arrived in next 30 minutes
Tow truck arrived in 30 minutes and took the car
End of 1 hr all issues have been taken care!!
32

33. Project Deliverable – Execution and Control Phase
Project Management Related
Solution Related Deliverables
Deliverables
CRP I Data Conversion Templates (CV.060) Validate entrance criteria for CRP I
Deliverable status log (End of each test
cycle)
CRP I Configuration Documents (Set-Up Initial survey using Value at risk
Document BR100). assessment tool (Optional)
CRP I Test Results and document
Final Functional Specifications (MD050)
findings and issues
Business flow scenarios based on the
solution design given in the signed BR010 MS Project Plan updates (Weekly)
document
Test data setup Change Request and Log as needed
First version for Configuration Documents
Validate exit criteria for CRP I and get
for each functional project track (BR100
sign off from business
Set up document)
Updated Business Test Scenarios
Final Oracle To-Be Process Flow BR010
(Solution Design Doc)
MD050 for all RICEW components
Work estimation (Oracle AIM - MD020)
Begin MD070 preparation
Begin development of RICEW components
33

34. Project Deliverable – Execution and Control Phase
Solution Related Deliverables Project Management Related Deliverables
CRP2/System
Configured SIT Instance Validate entrance criteria for CRP II/SIT
Integration Test
Finalize technical specification (MD070)
Start preparing training plan
for R.I.C.E
CRP II Test Results and document
Load validate converted data
findings and issues
Updated version for Configuration
Validate exit criteria for CRP II and get
Documents for each functional project
sign off from business
track (BR100 Set up document)
Updated Business Test Scenarios (if
needed)
Complete documentation for technical
specification (MD070)
Rework of RICEW components as needed
34

35. System Deployment Phase
Prepare project readiness checklist and cutover plan
before final UAT
 Plan for an intranet website to publish hr to hr status of the
cutover process so that the organization can view progress
 Document contingency plan (for e.g. how to ship materials
manually if the system crashes on go live day)
Ensure mock cutover activities are performed to
perfect the timing
 Include month end financial close
Always plan for a mock go live before go live – copy
gold instance with full data and setups
35

36. System Deployment Phase
Ensure at least one day of testing in UAT is performed
with all automated programs scheduled as in
production along with other manual transactional
activities
 Many issues during first week of go live attributes to one
program stepping on another when they were launched
simultaneously
 During test cycles programs are launched manually and
hence the chances of 2 or more programs running
simultaneously are pretty low
Ensure business users are 100% trained on the
system and they drive the UAT testing
 Last but not the least, drink plenty of water during cutover and
go live week 
36

37. Project Deliverable – System Deployment Phase
Project Management Related
Solution Related Deliverables
Deliverables
Configured UAT Instance with converted
UAT Validate entrance criteria for UAT
data and custom objects installed
Complete findings for UAT Test Results
Train Client super users (trainers)
Document
Complete final version for Configuration
Finalize cutover plan
Documents (Set-Up Document BR100)
Lead the creation and execution of the Prepare and publish project readiness
Cut-Over plan checklist
Get cutover status intranet website
ready (optional)
Validate exit criteria for UAT and get
End User Training Training Materials
sign off from business
Train the Trainer program execution
Execute final end user training
37

38. Post Production/Transition
Prepare “PM.010 Transition Strategy” and/or “PM.030
Transition And Contingency Plan” (Oracle AIM)
 Make it clear how client team will acquire knowledge and what
documents will be provided as a part of knowledge transfer
 Ensure tier 1 support is provided by project team during first 3-4
weeks
Prepare lessons learned with input from client business
and IT
Prepare project completion report
Establish a workflow for issue resolution (see samples in
next 2 slides)
38

39. Issue resolution workflow – Sample 1
39

40. Issue resolution workflow – Sample 2
Having an issue
tracking software
(like Remedy)
helps track these
lead times
40

41. End goal is to avoid the below
B C
A
41
When A = B, but B not=C, we have defect When A not = B we have change request

42. …and certainly this !
42

43. Backup Slides

44. Project Plan
If milestone is due within 3 days and the progress
>= 80% then status = Yellow
If milestone is due within 3 days and the progress
< 80% then status = Red
For tasks If today (date) is past the start date of the
task and progress is reported < (days since
start/duration) then Yellow to indicate a task with
insufficient progress.
44

45. Instance Plan
Zero slack. Any
delay will push
the timeline.
Only alternate
plan is to run
UAT in CRP3
instance
Mock Go
Live – Final
test before
cutover
45

46. Instance Plan
46

47. Status Dashboard
47

48. Sample Benefit Map
Complete Desired
Project or Result of the
part of a program
project
Outcome
48

49. Risk Log
49

50. RACI Chart
50

51. Requirement Prioritization
51

52. Deliverable Status Log
Advance notice to
indicate when a Keeps track of #
document will be of days taken for
sent for review review and
approval
52

53. Key Decision Log
53

54. Test Script Within a Track (Summary)
54

55. Test Script Within a Track (Detail)
55

56. Cross Track Test Script
56

57. Project Readiness Scorecard
Green when
High Priority Issue=0 and
medium issue < 5
Yellow when
High > 0 but < 3
and medium >5 and < 10
Red when
High >3
57

58. Cutover Plan (Hr by Hr)
58

59. Contingency Plan Template
59

60. Thank you for inputs:
- Ramesh Doraiswamy (rdoraiswamy@gmail.com)
60