Methodology
Implementation Methodology
The following is an overview of our eight-step
implementation process and the activities we perform or assist you in
performing. These activities have been developed from years of
implementing systems and have been proven successful. Although the
steps generally follow a logical sequence some will run concurrently.
This step truly begins during our sales process.
We speak with you and your users about their requirements and how they
currently perform their duties. We identify the current processes and
document them in a high level format. This allows us to identify areas
of improvement and map efficient processes to the software. This step
also provides us with an understanding of your business environment and
helps us speak your language.
This creates the roadmap that is used throughout
the implementation. We work with your team to identify the discrete
tasks, responsibilities and timelines for your project. We will develop
a customized Implementation Plan. We will provide you with a Microsoft
Project document that your project leader can maintain throughout the
project. In addition, you will be provided with bi-weekly progress
reports that identify completed, outstanding and late tasks along with
other relevant project information. Implementing a system is more than
installing the software. We will assist and guide you in configuring
each module to obtain the best use of it. In many cases, you will have
options available to you, and we will endeavor to explain the pros and
cons of each one, so you can make an educated decision. Implementation
tasks are covered in detail in the project plan. They will include, but
are not limited to, the following activities
·
Establish proper system policies for maintaining and
backing-up data
·
Convert data from your existing system into Microsoft
Dynamics - GP
·
Setup and configure each module of Microsoft Dynamics - GP
·
Executing tasks as per the Implementation Plan in
conjunction with the Project Team.
·
Answer questions
·
Troubleshoot problems
·
Assist in the creation of required custom reports
·
Provide recommendations on streamlining existing processes
and integrating them into an integrated solution
·
Documentation of procedures
·
System testing
·
Verify that the Microsoft Dynamics - GP financials opening
balances match the existing system closing balances
We will begin by installing and/or upgrading your
Microsoft Dynamics - GP data to the latest version along with the latest
service packs. If required, we will develop an efficient and
cost-effective strategy to convert existing data into Microsoft Dynamics
- GP. After all of the static data is in the system (parts, customer,
vendors, etc.), then we will copy it to a test database for use in the
pilot testing phase of the project.
It is not sufficient to provide a quick training
class and submerge employees in a new system environment. This results
in severe anxiety for your users, poor adoption of the new system and
can result in a failed implementation. For this reason, our training
approach focuses on developing user comfort with the applications they
will be using. When you go live, we want your users to know their part
of the system and feel comfortable with it. We divide training into two
types:
The assigned project lead(s) and project team
members will be provided top-level training on the entire system to
provide an overview of the modules and how they are set up. This
training will occur early in the implementation so your people and MRP-LLC
can approach the implementation as a team. This is the best way to
leverage your expert knowledge of your business, our expert knowledge of
the software and our general implementation knowledge. This training is
usually done off-site in a training center that can let the team members
focus on the training without the interruptions of day to day business.
The following are some examples of key areas that
will be addressed during training:
·
Coverage on the use of all modules included in your system
configuration.
·
Factors that restrict or enable end-user visibility and
access to data.
·
How to customize the setup of modules to fit your
business.
·
How to setup key records, such as items using the Item
Class.
·
Discussions on critical issues that affect your company’s
use of the new system.
This is the formal part of the training that
occurs after the conference room pilot. We recommend setting up a small
training room at your facility where training can be provided on
computers. It is important that users perform exercises as part of the
training. This increases information retention.
The following are some examples of key areas that
will be addressed during training:
·
How to enter transactions, and the different ways they can
be entered and posted.
·
How to maintain the data that is accumulating in your
system.
·
How to use inquiries and reports to obtain the information
you wish to access.
·
How to complete period and year-end procedures in each
module.
5 – Business Process Engineering and Best Practices
During this phase of the project (which normally
falls between project team training and conference room pilot) all of
your company’s business processes will be documented in detail, then
reviewed and re-engineered to get the best results in using the new
business system. The current business processes are usually documented
and flow charted by the project team with input from the current system
users. These processes are then reviewed, updated, and mapped
to the new business system by the project team
and the MRP implementation consultant. The team members will be
responsible for the actual process documentation to reinforce their
understanding of the processes. The updated processes form the
foundation for the implementation and will become guidelines and work
instructions for the end users.
The benefits gained by your company from this
phase of the implementation include:
·
Streamlined processes for more efficient workers.
·
Elimination of wasteful non-value added activities.
·
Work instructions for new users as new employees come into
your company.
·
A more thorough understanding of the complete workings of
your business.
After the system is initially configured, MRP-LLC
and your team will perform the initial pilot test. The pilot test is
based on the processes that are developed during the business process
engineering, and it serves two functions:
·
Test the setup of the system.
·
Prove the validity of the re-engineered processes and work
instructions.
·
Provide additional training for team members by simulating
their normal day-to-day activities.
During the pilot test, we perform all of the
transactions that your users would perform daily using the re-engineered
processes. These transactions will be performed by the appropriate team
member. This reinforces the classroom training performed previously.
The pilot testing is normally performed about one month before the
go-live date.
Unguided Pilot Testing
We recommend that you continue the pilot testing
for a period of 2-4 weeks until the go-live date. We recommend an
average of an hour per day for each user involved with the new system.
You can bring groups of users into the training room and work through a
series of transactions and then follow up the next day with a different
group using the same data. This simulates the interaction that will be
required among different departments after going live. We will be
available to assist, if you need it throughout this process. However,
it is your opportunity to build confidence without the support of an
on-site consultant.
During the go-live period MRP, LLC consultants
will be onsite to ensure that all requirements have been covered to
ensure a smooth transition onto the new business system. It is at this
time that all tasks on the project plan have been complete, all users
trained, all processes re-engineered, and the final data
migration/conversion is performed.
Approximately 30-60 days following your go live
process, we will return to your facility to review the results as
compared to the goals of the project. A plan for on-going improvement
will be discussed and project planning for additional phases of your
implementation may be scheduled.
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