Sibud's Implementation Methodology Ensures an Optimal ERP System

At the start of the project, we conduct a comprehensive specification of the processes to be implemented in the system and the required customizations. Upon completion of the specification phase, both parties agree on a detailed work plan for project execution including: scope of work for each phase, timelines, and progress milestones.
Project success requires commitment from both parties to adhere to the timelines established during the specification phase.
The first item defined in the SOW preparation process is the structure of files requiring data migration. The client will provide the files according to the timelines in the work plan. User training will be conducted exclusively using real data that has been migrated, entered, or imported into the new system.
The client is responsible for providing, through designated project "referents," descriptions of the workflows used by each representative user type. For example: Sales representative/agent – generating a quotation. The description of each process will be accompanied by all documents and reports used by the user in that workflow. These descriptions and documents will form part of the foundation for writing the SOW, in addition to any other requirements documents, such as an RFP.

Phase Deliverables:

• Required core processes

• Gap analysis (requirements vs. existing software capabilities)

• Document structure

• Exposure to existing system reports

• Migration plan from old system to new (including data conversion plan)

• Definition of required interfaces with existing systems

  
Phase Completion:
Delivery of specification document including technology infrastructure requirements and discussion of its content, approved by the client.
At the start of the project, we conduct a comprehensive specification of the processes to be implemented in the system and the required customizations. Upon completion of the specification phase, both parties agree on a detailed work plan for project execution including: scope of work for each phase, timelines, and progress milestones.
Project success requires commitment from both parties to adhere to the timelines established during the specification phase.
The first item defined in the SOW preparation process is the structure of files requiring data migration. The client will provide the files according to the timelines in the work plan. User training will be conducted exclusively using real data that has been migrated, entered, or imported into the new system.
The client is responsible for providing, through designated project "referents," descriptions of the workflows used by each representative user type. For example: Sales representative/agent – generating a quotation. The description of each process will be accompanied by all documents and reports used by the user in that workflow. These descriptions and documents will form part of the foundation for writing the SOW, in addition to any other requirements documents, such as an RFP.

Phase Deliverables:

• Required core processes

• Gap analysis (requirements vs. existing software capabilities)

• Document structure

• Exposure to existing system reports

• Migration plan from old system to new (including data conversion plan)

• Definition of required interfaces with existing systems

  
Phase Completion:
Delivery of specification document including technology infrastructure requirements and discussion of its content, approved by the client.

During the system configuration phase, all processes defined in the previous phase are set up. This phase includes the following activities:

Implementing Business Processes in the Software

• Document configuration

• System initialization

• Required application customizations according to the scope defined in the business process specification phase

Priority system can import data from ASCII files in a defined format that will be provided to the company. The data files to be migrated will be determined during the project planning phases. The data that the software system will allow for import (if it is decided not to recreate them from scratch) includes foundational files such as: chart of accounts index, open journal entries, item catalog, customer files and contacts, vendor files, price lists, and more. We will not work directly on the company's systems to extract data; it is the company's responsibility to provide us with the files in the required structure so we can load them into the software. After loading, it is the client's responsibility to refine and complete the data after import.

The system pilot phase (testing and trial) is designed to test the configurations made in the software before it goes live.

The testing includes the following steps:

• Setup of a reduced database

• Running complete system processes including printing forms and documents

As part of the specification phase, a detailed training plan will be established including topics and sub-topics for training. The training approach will be defined: training for lead users, individual training, required domains by user groups, and more.

After the pilot, we prepare for system go-live. Go-live preparations include the following steps:

• Complete training

• Final setup of the database

• Plan the system transition method (from old to new)

• System approval by the client

The go-live phase includes:

• Launching the system in the production environment

• Monitoring that the system functions as planned