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Our basic 8 phase ERP project guide to an effective ERP Solution design and implementation.
Phase 1: Project Scope - Determining the needs of the business
In determining the needs of the business we need to be careful not to set the needs based on what the current software can or might be able to provide but be focused on what the business needs to be more productive now and as the company grows as well as what the business needs to better manage and communicate internally as well as with its customers and vendors.
The first pass at determining the business needs should be a utopia wish list developed by all upper management and middle management personnel from all departments. One may be surprised as to how many of these wishes are simple items to accomplish in today’s ERP software packages. If you don’t ask for something there is a really good chance you will not get it. The current and future needs of the business must drive the process of selecting the best infrastructure / software solution.
It is our belief that that your desired business practices should dictate how your business software and computer support services should be designed and operate. It is our mission to make your business software and systems react to your current and future business needs and not let the software or system dictate how your business should be operated.
Phase 2: Evaluating the current business hardware and IT infrastructure
Once the business management team has completed the business needs and project scope phase, Managed Data Solutions will evaluate the current business hardware, support systems and IT infrastructure.
As part of this phase we will review license compliance, hardware life cycles, network structure, and all components of the businesses network and Intranet systems.
We will have to learn about your business IT components and structure in order to effectively design and implement an ERP solution. From these evaluations and interviews we can asses the current structure and components and their suitability to work with the recommended solution.
Phase 3: Evaluating the current business software solutions:
During this phase we will review all of the in house software solutions and any software as a service solutions used by the business. As part of this phase we will need to work with the teams to identify all third party software and requirements such as Excel worksheets used by individuals, data bases used and any EDI requirements that need to be considered as we move forward.
We will also review the businesses customer relations management solutions and the point of sale solutions as part of the total CRM package. The inventory control solution will also be reviewed and the methodology of tying that system to the CRM package.
Phase 4: Business practices review:
We will review the businesses reporting compliance requirements and the internal practices and actual live use of the current software and resources solutions by all system users. If the business uses outside services, such as payroll, we will work with the business team and the outside consultant if necessary, to understand the interface needs of both parties.
We will also review the requirements of in-house reporting requirements and in house policies and procedures, especially those that pertain to the IT solutions as provided by the business.
Phase 5: ERP Plan - Defining the plan and actions
Managed Data Solutions will assemble all of the information from the previous 4 steps and make recommendations to management as to the best plan to move forward to reach the desired goals of the business. As a part of this plan we will include recommendations for software, hardware and any network revisions that need to be considered to make the process successful.
During this step we encourage the involvement of members of senior and middle management, IT personnel and end users, to review the suggested plan. This overall plan review will give everyone an opportunity to add or modify functions that may have been over looked in the first pass interviews and have a voice in the overall solution.
In order for the implementation to be successful we will need the support and participation of senior management as well as the support of middle management teams that will be suggested in the plan. We will involve department mangers in the entire process from the beginning of the project in order to them keep all members of the organization informed of our progress and any potential business operations that may be affected during the transition stage. Middle management will be instrumental in assisting in the training of all employees in the use of the new ERP solution before, during and after its implementation.
After management reviews and approves the ERP Plan and a budget has been established we will be ready to begin the following processes.
As we move through the setup and implementation stages and training begins on the new solutions it is a given that modifications to the original plan will be requested or required. All modifications to the original plan will require the approval of the businesses senior management project coordinator and any approved revisions will be communicated to all ERP team leaders by Managed Data Solutions.
Phase 6: Setup and Installation - Preparing for implementation and Go Live
It will be the responsibility of Managed Data Solutions to prepare the selected hardware / software and IT infrastructure for the implementation of the ERP Plan. This implementation plan from Managed Data Solutions will include steps for the following functions as designated in the approved plan:
Hardware acquisitions
Software acquisitions
Server or server’s configuration
Software configuration and license compliance
IT infrastructure revisions
Firewall and other security needs
Data base configuration
Database conversions (old systems to new systems)
Data base information migration
Data base information verification
Training of management in use of the new system
Modifications of the software to fit needs that evolve from the ongoing process
Data and server backup as outlined in the plan
Documentation of the new system for management use
Phase 7: Go Live - Implementing the new ERP solution and training:
For a period of time we strongly suggest that the new system and old system be run in a parallel mode until such time that management and Managed Data Solutions is comfortable with moving solely to the new system. During this phase we will complete the training of the management staff and end users as outlined in the plan.
After the support side of the new ERP Solution is in place and training has progressed to the point that management and all employees are comfortable with the new software Managed Data Solutions will perform a final synchronization of the data between the two systems and the business will then operate using only the new ERP system.
Phase 8: Post Project Support - After Implementation training and any approved revisions
After the new system is in full usage by the business any additional training that is required will be conducted for management or employees as required to ensure a smooth and effective transition. A copy of the plan documentation will provided by Managed Data Solutions to senior management or their designated representative for use in performing future enhancements of the finished solution as may be required.
Contact us today about an ERP Solution or business systems review for your business.
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