Cloud ERP 2022

OpenERP Implementation Methodology

On this page we will try to detail a detailed and structured methodology, which is the one we usually follow during an OpenERP implementation project.

For those who want to go into detail, we have published the following course in AulaERP where we explode most of the points of this methodology and offer templates or examples of all the documents mentioned in it (initial analysis, project plan, agenda, minutes, part … etc). Here is the link to the course:

Cloud ERP 2022

OPENERP IMPLEMENTATION METHODOLOGY

PHASE 1: PRE-SALE

  • Actors and departments involved:
    • Commercial Department
    • Consulting Department
    • Research and Development Department.
    • Management
    • Client Management
  • Simplified business process
    • Commercial:
      • Maintains different contacts with the Client through various channels (e-mail, telephone, visits). Reflect these contacts and their result in the CRM module of the ERP
      • If the Client is interested in the implementation – > Performs pre-analysis of the company.
      • Submits hardware request to Development.
      • Send pre-analysis to consulting
        • Consulting performs cost estimation of initial analysis, training, modules to be installed, missing developments, start-up support, whether migration is required or not.
      • Consulting Sends missing developments and migration requirements to the development department for your quote.
      • Consulting and development cost estimation is included in the budget
      • Send budget to management for acceptance. If it is correct, it presents it to the Client. If it is not, it makes modifications until its acceptance by management.
      • If the Client Accepts the quote – > Contract is signed, the project is launched
      • If you do not accept – > Reasons for non-acceptance are recorded in CRM. The process of negotiation and versioning of offers is initiated until their acceptance or definitive rejection.

In some companies these tasks of pre-analysis and cost estimation are initially carried out roughly and are carried out in greater depth when the contract is already signed. This can lead to significant deviations in the initial cost estimate. Our recommendation is that this phase is always carried out the more detail the better before the signing of the contract to avoid subsequent misunderstandings with the Client. The more detailed the budget the clearer things for both parties.

Keep in mind that the methodology detailed here can be applied to large projects. In a small one with simple business processes, we could apply a simplified methodology without migrations or custom developments.

PHASE 2: PRE – IMPLEMENTATION

  • Actors and departments involved:
    • Consulting Department
    • Research and Development Department.
    • Customer
  • Simplified business process
    • Consulting
      • Performing the initial analysis of the company in depth.
      • Sending analysis to The Client for approval –> Initial analysis acceptance workflow is launched (Draft, Under review by, Accepted)
      • Realization of project plan with its implementation phases
        • Training/internship phase
        • Boot support phase
      • Sending the project plan to the Client for approval – > Project plan acceptance workflow is launched. (Draft, Under review by, Approved)
      • Allocation of consulting resources.
      • Assignment of project manager or project manager.
      • Definition of the start-up plan
    • Development
      • Delivery of analysis of missing developments
      • Delivering migration analytics
    • Customer:
      • Acceptances or revisions of documents in deadlines.
      • Assigning roles of your users in the project.
      • Project manager assignment.
      • Assignment of interlocutors in the different areas.
      • Verification of availability of resources for training according to the plan presented.
      • Validation or analysis corrections for developments
      • Validation or corrections of migration analysis.

PHASE 3: IMPLEMENTATION

  • Actors and departments involved:
    • Consulting Department
    • Research and Development Department.
    • Client (Managers, interlocutors and users)
  • Simplified business process
    • Development
      • Realization of missing developments according to the methodology of a development project.
      • Realization of migration process according to methodology of a migration project with its phases (Extraction, debugging and loading processes).
    • Consulting
      • Making agendas, minutes and parts of assistance if necessary, throughout the implementation phase.
      • Training for Users or User Trainers
      • Definition and monitoring of practices
      • Support during Data Migration Validation
      • Support during Development Validation
      • Detection of new possible developments during the training –> In this case the consultant or consultants must try to start with the definition made in the initial analysis and point out these developments for a second phase –> A Draft project for the Post-start phase is launched with each of the detected developments.
      • Project monitoring
      • Planning follow-up meetings
      • Monitoring of project costs in resources and deadlines.
      • Risk detection and registration.
    • Customer
      • Ensuring resource availability
      • Seguimiento del proyecto
      • Planificación de Reuniones de seguimiento
      • Seguimiento de costes del proyecto en recursos y plazos.
      • Detección y registro de riesgos.
      • Validación de migración de datos
      • Validación de desarrollos a medida

FASE 4: SOPORTE AL ARRANQUE

  • Actores y dptos que intervienen:
    • Dpto consultoría
    • Research and Development Department.
    • Client (Managers, interlocutors and users)
  • Simplified business process
    • Development
      • Loading data in real environment.
      • Installation of developments in real environment.
    • Consulting
      • Start-up support in the different areas implemented.
      • Master data verification.
      • Verification of at least one complete cycle of each business process implemented.
    • Customer
      • Start of operation with new system in real environment.

PHASE 5: Conclusions and end of implementation project

  • Actors and departments involved:
    • Management
    • Consulting Department
    • Commercial Department
    • Client (Responsible)
  • Signing of boot certifications in the different areas.
  • Final meeting and conclusions
  • Start if necessary of the pre-project of the Post Implementation Phase.

Before implementing new developments or including more functionality of the start-up by installing new modules, it is necessary that the Client settles the tool for as long as he deems appropriate, or the consultants who have participated in the project recommend.

Next, I include the syllabus of the consulting course mentioned at the beginning of this post:

Summary of the consulting course and methodology for the implementation of an ERP:

  • Detailed methodology for the implementation of ERP projects.
  • From the preparation of the proposal to the final start-up, through the planning of the project and its follow-up.
  • Guidelines for incident management during implementation are included
  • Real cases of situations that occurred in the client and their resolution are explained
  • Model documents are included, that is, “templates” and samples for the realization of the following documents associated with the project:
  • Initial analysis (ODT) including a script to analyze the main business areas
  • Proposal / Contract
  • Project planning
  • Agenda
  • Minutes
  • Support Part

Target audience:

  • Students of last years of career and recent graduates who wish to focus their professional career to the world of consulting of the ERPs.
  • People with experience in other sectors who decide to start as consultants.
  • Consultants/Implementers of other free ERPs or owners who wish to compare their own methodology, advice and guidelines for action with those set out in this course. (All kinds of suggestions and constructive criticism, as well as personal opinions, are admitted, of course)

1. Introduction

  • Definitions and terms of consulting
  • Tasks of the consultant. From trainer to project manager.

2 Summary of methodology of an implementation project. Phases and tasks at a high level

  • Methodology of an implementation project

3 PHASE 1: Pre-Sale

  • PHASE 1: Pre-Sale
  • Sale : From the proposal to the contract
  • Quality control documents and project monitoring

4 PHASE 2: Pre-Implementation

  • PHASE 2: Pre-Implementation
  • Initial analysis. Introduction
  • How to perform an initial analysis
  • Example Initial Analysis Template
  • Download Initial Analysis Template file (odt)
  • Project planning
  • Project Plan Example

5 PHASE 3: Implementation

  • PHASE 3: Implementation
  • Training and practices in an implementation
  • The agenda of a Client Day (Example of agenda)
  • Advantages of preparing the minutes of a session or client day
  • Example of session or day record in Client
  • Post-session tasks or client day
  • The support part (Example of part of assistance)
  • Project monitoring
  • Reflections on the implementation phase

6 PHASE 4: Boot support

  • PHASE 4: Boot support
  • Data migration. Implementation subproject

7 PHASE 5: Conclusions

  • PHASE 5: Conclusions

We hope you find it useful. It would be an interesting project that would allow to define these business flows and register all the documents mentioned in OpenERP.

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