Professional Documents
Culture Documents
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
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
Not matter how much we plan this often
happens..
3
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
Deliverable Document
s 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
(Or templates used)
Code migration
to PROD
Deliverables
7
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
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
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
Initiation/Planning Phase contd..
Show the interdependency and emphasize
criticality of getting sign off on documents
on-time
11
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 include12 time to
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,
13
Id
AS-IS Diagram (Monthly Train
Schedule)
Part 1 of 2
14
AS-IS Diagram (Monthly Train
Schedule)
Part 2 of 2
15
TO-BE Diagram (Monthly Train
Schedule)
Part 1 of 2
16
TO-BE Diagram (Monthly Train
Schedule)
Part 2 of 2
17
Initiation/Planning Phase contd..
Critical Path 101
Critical path is tasks B-C-F-G
Any delay will push the project dates out
18
Initiation/Planning Phase contd..
Critical path with variability
Adding mean estimates 21 days
Adding worst case 32 days
19
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 50% of
the time the time
we will we will
be early be late
20
Initiation/Planning Phase contd..
Randomness on critical path
Situation when early completion is not possible
Only chance is being late
21
Initiation/Planning Phase contd..
How do we reduce variability?
Add buffer to each task
But this doesnt work due to student
syndrome and/or lets make sure approach
22
Initiation/Planning Phase contd..
Approach 1
Early finish never propagates, but late finish
surely will !!
23
Initiation/Planning Phase contd..
Approach 2 Include design assumptions
RICEW*
LIST
24
Reports, Interfaces, Conversion, Extension, Workflows
Project Deliverable - Initiation/Planning
Phase
Project Management Related
Solution Related Deliverables
Deliverables
Requirements
To be business process flow
Definition
(new or mapped on As-Is Project management plan
Assessment
flow)
Workshops
Workshop Findings, Workshop Agendas and
recommendations Materials
Initial Requirements Mapping /
MS Project Management plan
Gap Documents (BR035)
Communication plan
Steering committee
participants and
presentation format
Solution Design
Finalized Gap Document Overall benefit map for the
and Functional
(BR035) project (Optional)
Specification
Initial Oracle To-Be Process
Flow (Future Process Initial risk log
Document-BR010)
Data Migration Strategy and
Setup/Initiate issue tracking
Conversion Plan (CV055
system
Conversion Data)
Team member
Instance Strategy Document
roles/responsibilities
Integration Strategy (TA.040) RAAIO Log
Initial Functional 25
On-boarding document
Specifications (MD050)
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
Scene 2
Client
Customer tells exactly
what is needed and
the shopkeeper
delivers it
Consulta
nt
You are in a car accident. Called the company. Company want you to
1
call the agent. You call the agent and could only reach voice mail
DAY
2 Able to reach the agent. Someone from claim office will call you
DAY
DAY
You have a pain in the neck. Friend helps you to get medicine. Claim
4
rep had left a v/mail on your home phone
29
Customer Perspective - Example
Insurance company#1 Contd..
DAY
You get connected to claim rep. But he handles only auto claim, not
5
medical issues.
DAY
DAY
7 It is a Sunday
DAY
30
Customer Perspective - Example
Insurance company#1 Contd..
SUCCESS# 2
Assignment must occur within one
business day of being reported by the
agent
But customer is already looking for another insurance. Key take away is system thinking vs. silo
thinking 31
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
Project Deliverable Execution and Control
Phase
Project Management Related
Solution Related Deliverables
Deliverables
Data Conversion Templates Validate entrance criteria for
CRP I (CV.060) CRP I
Deliverable status log (End of
each test cycle)
CRP I Configuration Initial survey using Value at
Documents (Set-Up Document risk assessment tool
BR100). (Optional)
CRP I Test Results and
Final Functional Specifications
document findings and
(MD050)
issues
Business flow scenarios based
MS Project Plan updates
on the solution design given in
(Weekly)
the signed BR010 document
Change Request and Log as
Test data setup
needed
First version for Configuration
Validate exit criteria for CRP
Documents for each functional
I and get sign off from
project track (BR100 Set up
business
document)
Updated Business Test
Scenarios
Final Oracle To-Be Process
Flow BR010 (Solution Design
Doc)
MD050 for all RICEW 33
components
Project Deliverable Execution and Control
Phase
Project Management Related
Solution Related Deliverables
Deliverables
CRP2/System Validate entrance criteria for
Configured SIT Instance
Integration Test CRP II/SIT
Finalize technical specification
Start preparing training plan
(MD070) for R.I.C.E
CRP II Test Results and
Load validate converted data document findings and
issues
Updated version for
Validate exit criteria for CRP
Configuration Documents for
II and get sign off from
each functional project track
business
(BR100 Set up document)
Updated Business Test
Scenarios (if needed)
Complete documentation for
technical specification
(MD070)
Rework of RICEW components
as needed
34
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
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
Project Deliverable System Deployment
Phase
Project Management Related
Solution Related Deliverables
Deliverables
Configured UAT Instance with
Validate entrance criteria
UAT converted data and custom
for UAT
objects installed
Train Client super users Complete findings for UAT
37
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
Issue resolution workflow Sample
1
39
Issue resolution workflow Sample
2
Having an
issue tracking
software (like
Remedy)
helps track
these lead
times
40
End goal is to avoid the
below
B C
A
41
When A = B, but B not=C, we have When A not = B we have change
and certainly this !
42
Backup Slides
Project Plan
If milestone is due within 3 days and
the progress >= 80% then status =
Yellow
44
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
Instance Plan
46
Status Dashboard
47
Sample Benefit Map
Complet Desired
e Project Result of
or part the
of a program
project
Outcome
48
Risk Log
49
RACI Chart
50
Requirement Prioritization
51
Deliverable Status Log
Advance
notice to
Keeps track of
indicate when
# of days
a document
taken for
will be sent for
review and
review
approval
52
Key Decision Log
53
Test Script Within a Track (Summary)
54
Test Script Within a Track (Detail)
55
Cross Track Test Script
56
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
Cutover Plan (Hr by Hr)
58
Contingency Plan Template
59
THANK YOU
Thank you for inputs:
- Ramesh Doraiswamy (rdoraiswamy@gmail.com)
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