Alliance 2017 - How to Plan a Pain-Free Upgrade or Transition to the Cloud
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Presented by Diana Budreau on January 27th, 2017. Are you considering moving your NAV or CRM solution to the cloud? This session will walk you through the steps you'll need to take to make sure it's the right decision, get your organization ready, and build a project plan to ensure that the move is a success.
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Alliance 2017 - How to Plan a Pain-Free Upgrade or Transition to the Cloud
- 1. 1 How to plan a pain free upgrade or transition to the cloud # A L L I A N C E 2 0 1 7
- 2. 2 YOUR PRESENTER Diana Budreau Client Success Director JOINED SPARKROCK IN 2010
- 4. 4 AGENDA S T A R T 1 0 : 3 0 1 h o u r U p g r a d e P l a n n i n g C l o u d T r a n s i t i o n s E v e r g r e e n P l a n n i n g R i s k C h a n g e M a n a g e m e n t
- 5. 5 Getting to know the group What version are you on? Main purpose for attending this session?
- 6. 6 W h y U p g r a d e
- 7. 7 “We must be drawn by the idea of where we want to go more than we dislike the idea of all the work it is going to take to get there.” -Scott Hammerle
- 8. 8 8
- 9. 9 Situation Analysis Millenial Meg: What does this organization need to do? Risky Randy: What does this organization need to do? No Time Tom: What does this organization need to do? Ethusiastic Elizabeth: What does this organization need to do? Research/ Build a business case to upgrade Solve the security risk by upgrading Plan a safe transition to the cloud Plan their Evergreen Upgrade
- 10. 10 2016 2015 2013 2009 Cloud comes to Canada Workflows OCR Expense/Credit Card Reconciliations Continued growth in BI Native Database Technology Simplification Word Reporter Payroll Journal Validation Web Apps updated Improved Dashboards and BI First Full RTC Release Deployment Options Excel Integration Dimensions redesigned Position Management New Perpetual License Mixed, Classic and Role Tailored Client Common Functions are one click away Customizations become Configurations Dashboard, integrations French Support
- 11. 11 December 2016 – SERVICE PACK Expense Claims Print View Vendor Order Address on Requisitions Attachments to HR Tasks Cross browser issues on reports October 2016 – SERVICE PACK Tax Override Usability Improvements KwikTag Update July 2016 – EXPENSE CLAIMS & ABSENCE MANAGEMENT Expense Claims New UI and Process Absence Management Absence Confirmation 09.02 09.02 01 09.02 02 Nov 2016 – STABILIZATION & LOCALIZATION K12 Reporting FRC Localization Expense Claims Enhancements 09.03 Releases 2016 April 2016 – NAV 2016 NAV 2016 Support New WebApps structure and pages 09.01
- 14. 14 2017 – Highlights: • In App Help & Wizards • OCR – now with lines • Power BI Integration • Email document from NAV • Outlook Synchronize to NAV • Master Templates • Database Locks • Improved Web Client
- 15. 15 General Ledger Cash Management Budget Management Accounts Payable Accounts Receivable Inventory Management Purchasing Asset Management Advanced Financial Reporting Employee Management Position Management Benefit Management Online Requisitions Online Expense Claims Project/Grant Accounting Budget Planning Financial Analysis Advanced Document Imaging Workforce Business Intelligence Time Entry Training Management Employee Scheduling Absence Management Collective Agreement Management Payroll Administration Employee and Manager Self- Service Advanced Workforce Reporting Applicant Management MANAGE FOUNDATION MANAGE MODULES Finance Workforce Appraisal Management Financial Business Intelligence Manage
- 16. 16 February 2017 – SCHEDULING Scheduling high & med priority items April 2017 – PLATFORM AND MOBILE NAV 2017 WebApps Security Enhancements Integration with Engage Products (ATS) Mobile optimized pages for specific web apps areas Aug 2017 – SIMPLIFICATION, SCHEDULING & INTEGRATION Simplification across the application including additional mobile optimized pages Scheduling Time-Clock Integration with Engage Products (DE) 10.02 10.01 09.04 Nov 2016 – STABILIZATION & LOCALIZATION K12 Reporting FRC Localization Expense Claims Enhancements 09.03MANAGE (ERP) Dec 2017 – DYNAMICS 365 SOLUTION APP Solution App for Dynamics 365 10.03
- 17. 17 Poll #1 Who can tell me how long does Microsoft “support” their solutions (providing updates, hot fixes, testing with “the stack”)?
- 18. 18 Lifecycle Timeline: We support the version for 1 year after Microsoft Version MBS Support Lifecycle End Date Altus Support Lifecycle End Date V4 1/12/2010 10/1/2015 V5 4/10/2012 10/1/2015 2009 Classic 1/13/2015 7/1/2016 2009 RTC 1/13/2015 1/1/2017 2013 1/9/2018 1/1/2019 2013 R2 1/9/2018 1/1/2019 2015 1/20/2020 1/1/2021 2016 1/20/2021 1/1/2022
- 19. 19 To C l o u d o r N o t t o C l o u d
- 20. 20 Cloud Overview What are the options and which is best? S o f t w a r e S u b s c r i p t i o n The most cloud of the clouds – Usually Multitenant, Everything is managed for you Most cost effective P l a t f o r m Hosted & Outsourced You manage the Application & Data, they manage the rest I n f r a s t r u c t u r e Typically, The Hosted on premise license. You manage everything from the OS to the application, they manage the technology
- 21. 21 Cloud Planning Thinking of going Cloud? Here’s Why: Ve r s i o n If you have to upgrade several versions. Te c h n o l o g y Server and overall technology is dated. IT is outsourced or no focused role Other solutions are Cloud V i s i o n Organizational Strategy includes Cloud Planned Outsourcing of IT C o s t Long Term costs decreased Remain Current
- 22. 22 Cloud Planning Thinking of going Cloud? Cautions: R e s t r i c t i o n s Existing Solution is highly integrated Future Integrations are planned Significant Customizations I T Internal IT team New Server/Equipment P r i v a c y Board Concerns over data . S o l u t i o n s i n u s e Jet Reports KwikTag
- 23. 23 “By failing to prepare, you are preparing to fail." B e n j a m i n F r a n k l i n Research and Plan • Timeline • Review of your technology • Inventory everything • 5 year impact study: • Corporate Strategy • Solution Growth • Cost Analysis • Transition Process • Choose your provider • Plan to standardize
- 24. 24 Helpful Resources Catch up on your reading M i c r o s o f t D a t a C e n t r e Use this link to connect to and read about the Canadian Data Centre I s t h e C l o u d s a f e Use this link to learn about how your data is stored and maintained. C l o u d F i r s t Information week reviews what cloud first or mobile first initiatives are about. https://www.microsoft.c om/en- ca/sites/datacentre/def ault.aspx http://computer.howstuff works.com/cloud- computing/files-safe-in- the-cloud.htm http://www.informationweek.com/sof tware/enterprise- applications/microsofts-mobile-first- cloud-first-strategy-explained/d/d- id/1234865
- 25. 25 Questions
- 26. 26 Poll #2 Which cloud option would typically be used if you want to take your on premise license and have it hosted outside your organization?
- 27. 27
- 28. 28 D i a n a B u d r e a u C l i e n t S u c c e s s D i r e c t o r C E O & F O U N D E R “Our Evergreen Clients are going to experience the most optimal upgrade we can provide." C o l i n D i c k i n s o n P R E S I D E N T “The Evergreen Plan was created to allow our on premise Customers, to take advantage of the benefits of a subscription service: cost certainty, risk reduction, and peace of mind.”
- 29. 29 S t a y C u r r e n t Every 2 years to the latest technology D a t a Migration for both test and production P r o j e c t M a n a g e Every successful project needs management C u s t o m i z a t i o n s Properly Plan their transition Te a c h i n g What’s new in this release U AT Always test, and test some more G o - l i v e Go-live and Support assistance L o w A n n u a l F e e Easy to budget “Evergreen is a no brainer, its the Easiest and most Cost effective way to upgrade!”
- 30. 30 Timing When you sign up drives the timing E a r l y A d o p t e r s The Evergreen Pioneers Spring 2017 Start A h e a d o f t h e c u r v e Investigated and joined Winter Starts H a d t o u p g r a d e f i r s t A number of folks now joining since upgrade. 2017: Upgrade 2019 to 2020 Minimum 2015 2016: Upgrade 2018 to 2019 Minimum 2013 R2 2015: Upgrade 2017 to 2018 Minimum 2013
- 31. 31
- 32. 32 Plan Timing Infr astr uctur e Review TEXT Entrepreneurial activities differ substantially depending on the
- 33. 33 Will all training be remote? Can we have someone come on-site? Can we implement something we have not used before? Do we get help with UAT? Will we have a PM on this project? How long will the Evergreen upgrade take? Evergreen FAQ’s
- 35. 35 What are the implications of not upgrading? Potentially Catastrophic to your business: Inceased Security Risk Lower performance, outdated product Lack of improved technology Loss of Social interaction Regulatory compliance may not be met or automated Missed opportunity for growth Less collaboration, less team effectiveness “Friends don’t let friends use old technology”
- 36. 36 Phases of Change Management Preparing for Change Managing the Change Reinforce Change
- 38. 38 Phase 1 – Preparing for Change Change management strategy Change management team Sponsorship
- 40. 40 Phase 2: Managing Change Change management plan should include: 1. Introduction 2. Change management approach 3. Types of changes allowed 4. Change control committee 5. Roles and responsibilities 6. Change control process
- 41. 41 Phase 2: Managing Change Implement your plan and take action Refer to your detailed plan that everyone agreed to Check in regularly Use tools to track the progress
- 43. 43 Phase 3: Reinforce Change Check in and see how things are going Find out what’s working and what’s not working Take steps to change what’s not working Communicate…encourage…repeat…celebrate!
- 44. 44 Poll #3 First to yell out our new company name?
- 45. 45 EVALUATIONS P L E A S E T A K E 5 M I N S T O C O M P L E T E A S E S S I O N E V A L U A T I O N . WIN ME! One lucky survey will take home a Ecobee Smart Wi-Fi Thermostat
- 46. 46 THANK YOU FOR LISTENING @ S P A R K R O C K I N C W W W . S P A R K R O C K . C O M
Editor's Notes
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- You have all been through implementation projects or upgrades before, and I’m not going to stand here and tell you that it’s going to be an effortless process – we all know that would be a lie! What I DO want to do is tell you a bit about how we support our clients through the process and make sure that you’re set up for success once you’ve taken the leap and decided that this is a worthwhile venture. We’re not new to this – we’re been in business since 2003 and have a consistent implementation methodology based on best practice from Microsoft and from the Project Management Institute.
- Mellenial Meg – complaining – First job out of university and complaining about how old the solution is and that it is missing critical functionality such ss social integration, outlook connector, cool dashboard, quick efficient reports and views. Risky Randy – In a board meeting, CEO pounding the table – how is it that the server crashed. No current back up. How can I explain this to the board. We are dead in the water. Randy – but sir – you keep cutting my budget back every year, there hasn’t been infrastructure in the budget for 3 years. And I’m only me. No Time Tom – quickly running around the room – trying to do something technical and folks are bothering him with issues, final questions – tom do we have a back u of last night – we just crashed and I spent hours yesterday preparing for our audit.. Enthusiastic Elizabeth: Just attended Alliance and saw all sorts of new features that can improve my reporting and efficiency – I can’t wait to upgrade. Start talking with teams/leaders and discuss the best timing, plan internal PM and attend webcasts
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- How is an evergreen upgrade going to work – 1 – plan the timing 2 – start attending webcasts exclusively for evergreen clients 3 – review your infrastructure – is it ready for the new version? 4 – Prepare for the change, educate, generate excitement, acknowledge there is still work to do 5 – Learn, teach others, share the knowledge, help others adapt to the change 6 – UAT, you still need to test and test some more, we will help guide you through this process
- Phase 1 – Preparing for change Define your change management strategy Create your change management team Develop your sponsorship model Phase 2 – Managing the change Develop your change management plan Take action and implement your plan Phase 3 – Reinforce change Collect and analyze feedback Identify gaps and manage resistance Implement corrective actions and celebrate success
- Phase 1 – Preparing for change Define your change management strategy Create your change management team Develop your sponsorship model Phase 2 – Managing the change Develop your change management plan Take action and implement your plan Phase 3 – Reinforce change Collect and analyze feedback Identify gaps and manage resistance Implement corrective actions and celebrate success
- Change management strategy Details who, why and how it will impact the organization Brings the change to life Change management team Part of or independent of the project team Responsible for managing the change Sponsorship Change must be supported by the leadership team Involve them at every step not just at the beginning
- Phase 1 – Preparing for change Define your change management strategy Create your change management team Develop your sponsorship model Phase 2 – Managing the change Develop your change management plan Take action and implement your plan Phase 3 – Reinforce change Collect and analyze feedback Identify gaps and manage resistance Implement corrective actions and celebrate success
- Change management plan should include: Introduction What is the purpose of the change management plan? Change management approach Describe the approach to manage the change Types of changes allowed Example: scope, budget and schedule changes Change control committee Who are authorized to approve the change? Roles and responsibilities Describe each role and their responsibility with regards to the change process Change control process Describe the steps of the change control process
- Phase 1 – Preparing for change Define your change management strategy Create your change management team Develop your sponsorship model Phase 2 – Managing the change Develop your change management plan Take action and implement your plan Phase 3 – Reinforce change Collect and analyze feedback Identify gaps and manage resistance Implement corrective actions and celebrate success
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