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3 Step Upgrade

Anton Chilton – SVP Global Services - QADJeff Kohagen – Consulting Manager - QAD

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3 Step Upgrade Plan

1 2 3

Value Plan Deliver

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Recent Enhancements, New Modules

JUST-IN-TIMESEQUENCING

MANUFACTURINGEXECUTIONWORKBENCH

TRANSPORTATIONMANAGEMENT

DESKTOPSHIPPING

SALES FORCEAUTOMATION

.NET UI2007

MARKETINGAUTOMATION

QAD ENTERPRISEAPPLICATIONS 2007

2007

New Features - EE

• COA Mask– Now on shared set level– Allows for a global chart of accounts with control

on local (domain) combinations • Self Billing• Tax Registers

– Tax register create– Italian tax registers

New Features• Statutory Currency• Shared Set Merge• Daybooks / AP Daybook Sets

• Regional Balance Sheet / Income Statement• SSM

– Accrued / Deferred Revenue Reports– Operational Metrics– Picklists for Depot orders

New Features

• International Legal Documents– Supports documents for shipping / receiving

documents– Control file setting to keep invoiced sales orders

• Reporting Framework– Create reports directly from browses– Use EE financial browses

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UpgradeConsiderations

QAD 2009 EE Upgrade Considerations Financial / Regulatory Business Implementation Technical Security Customization Reporting Tools Training Upgrade Plan

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Financial / Regulatory

Considerations

Financial / Regulatory Considerations• Internationalization – localizations are

removed– International regulatory functionality incorporated

in base product– Can impact all users– Time phased consolidation of international

requirements

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BusinessConsiderations

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Considerations• Understand your objectives in upgrading

– Reporting requirements– Business analysis requirements

• Is there a clear definition and understanding regarding shared services requirements ?

• Measure baseline metrics before upgrade

• Degree of change management or managing change that will be required

Business Considerations• The amount of business process

reengineering that is envisioned to support initiatives such as Lean, Shared services, etc.– Customer Service Applications– Support Operations– Accounts Receivable– Accounts Payable

Business Considerations• General Ledger

– Expanded Account Structure– New Reporting Structure– Format Positions Removed– Additional Setup

• Business Relations• Shared Services

– AP– AR

Business Considerations• Is there an understanding of what new

functionality is available or net change from legacy version?

• Will there be new features and functionality the business will be taking advantage?– Enhanced security– CRM– Lean manufacturing – PIM– Production schedulers– EAM– CSS– Configurator– Warehousing

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ImplementationApproaches

Implementation Considerations

• Is this project considered a new implementation, technical upgrade or is it a reimplementation– Will a business process assessment (BPA) be

required– Will business process reengineering (BPR) be

required

• Is this project a “lilly pad” for another upgrade – If so, how can it be positioned for the next upgrade

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Upgrade ScenariosTechnical Migration with data conversion

Technical Migration without data conversion

Re-Implementation

Customization DataConversion

SmallProcessChanges

Conversion DataLoad

SmallProcessChanges

Optimization

Optimization

Re-define Business Processes Non-IntrusiveCustomizations

DataLoad

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Centralize/Standardize First

ERPDatabase

Plant 1

ERPDatabase

Plant 2

ERPDatabase

Plant 3

ERPDatabase

Plant 1

ERPDatabase

Plant 2

ERPDatabase

Plant 3

ERPDatabase

Plant 1, 2 and 3

ERPDatabase

Plant 1, 2 and 3

QAD MFG/PRO 8.6, 9.0, eB, eB2

QAD 2007QAD 2008 Standard Edition

QAD 2009 Enterprise Edition

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Migrate first to QAD 2009 Enterprise Edition, than Centralize and Standardize

ERPDatabase

Plant 1

ERPDatabase

Plant 2

ERPDatabase

Plant 3

ERPDatabase

Plant 1

ERPDatabase

Plant 2

ERPDatabase

Plant 3

ERPDatabase

Plant 1, 2 and 3

QAD MFG/PRO 8.6, 9.0, eB, eB2

QAD 2009 Enterprise Edition

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TechnicalConsiderations

Technical Considerations

• Architectural – Number of databases– Number of domains

• Options– Single database with multiple domains– Multiple databases with multiple domains– Single database with single domain

Technical Considerations• Database and domains considerations

– Strategy for points of failure (single or multiple)

– Database maintenance or shutdowns strategy

– Language considerations in the same database

– How many sites are you willing to upgrade at once

– Time zone considerations

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SecurityConsiderations

Role Based Security• All application security in QAD 2009 EE is role based• Roles are defined for each discrete area of the business

using Segregation of Duties concepts• Roles are linked to menu functions using Role Permissions• Users are assigned access to Domains and Entities • Users are assigned to roles for Entities and Domains• Tools provided for the automatic loading and editing of

default roles and permissions– XML integration already available

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CustomizationConsiderations

Customization Considerations• The number and types of customizations to

the legacy system– Is there a definitive list of customizations– Is there an understanding of who owns each customization– Is there an understanding of what each customization does– Plan to replace customizations with standard functionality– Remember - every customization in a multi domain database will

need to have the domain key added• API’s and interfaces to 3rd party software

– Needs to be fully identified and go forward strategy developed• Is it within scope to update 3rd party software solutions• QXtend – Integration Framework

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ReportingConsiderations

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Reporting Considerations• Ad hoc reporting

– Inquiries– Typically a one-time request for data

• Standard reporting– Typically run weekly, monthly, etc.– Fairly static in layout, query parameters, etc.– Can be run in batches and on a schedule

• Forms and labels– Invoices, orders, etc. – Package labels, barcodes

• BI reporting– Data Warehousing– Metrics/models– OLAP reporting

.NET Browses

.NET Reporting

Requirement Solution

QAD BI

Workbenches, Browses, Collection• Pre-set with

user ability to change and create new

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Reporting Create New, start with

Browse, or modify Existing QAD reports Add images,

graphs and other controls

Additional Features Windows Task

Manager Schedules Output documents,

Excel, PDF

Release with QAD EA 2009 includes samples Existing reports

converted over time

QAD Proprietary

ReturnBusiness IntelligenceQAD BI 3.0

• Available NOW for Early Adopters

• GA in March 2010• Want more information?

– Monica Borrell– mob@qad.com– 503-329-2394

What resonates?

“Value -- for customers, shareholders andemployees -- is either created, compromisedor destroyed every time a decision is madeinside an organization.”

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Tools Considerations

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• Standard Conversion Tool• Domain Merge Tool• Custom Code Conversion Tool• Program Tracer Tool• Non-intrusive customization framework

Tools

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• Background– Finance module tables re-built

• Conversion guide– Document of the conversion process and required information

• Pre-conversion utilities– Define basic set up decisions, and produces data integrity reports

• Conversion– Typically need to run multiple test conversions

• Post conversion validation• Configuration

Standard Conversion Tool

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TrainingConsiderations

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Training Considerations• Consider Enterprise Financials as an

implementation of a new module – Core Team– Introduction to EE (5)– Advanced Financials (4)– Security (1)– Reporting Framework (3)– Non-intrusive customization (5)– System admin (4)– Conversion (3)

• Assess the training needed for the operational modules

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Training Considerations

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Easy On Boarding

• Place holder

Appendix

• Upgrade Plan

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Q-Advantage Implementation Methodology

ManageApplications &

SupportAgree on ProjectPlan & Resources

Agree on ProjectControls

Agree onBusiness ProcessSolution Design

Kick-off Project

Develop Cut-Over& Deployment

Strategy

Train Core Team

Complete Process& Technical

Design

Complete DataValidation &

Functional Testing

TrainEnd Users

Complete System& Performance

Testing

ConductStakeholder

Validation Session

Execute Cut-OverPlan

Complete FinalData Load

Post-LaunchEvaluation

Communication & Change Management

Implement ManagePlan Design & Configur

e

Test & Accept

Deploy & Evolve

Develop, Deliver& Test

Custom Solution

Build System, Scripts &User Procedures &

Convert Data

Validate / RefineSolution

via CRP Cycles

Determine CoreModel / RolloutRequirements

Adjust Core Model& Rollout Plan

Program & Project Management

Sample Plan

• Phases– 0 - Engage– 1 - Plan– 2 - Design & Configure– 3 - Test & Accept– 4 - Deploy & Evolve

Phase 0 - Engage• Complete Customer Profile• Customer Full Product Presentation• Functional Scope Workshop• Technical Interview (infrastructure, sizing)• Customization Scope

Phase 1 - Plan• Initiation Activities• Present Scope & Assumption (operational changes vs

technical upgrade)• Kickoff & Train on Methodology• Project Management Planning Workshop• "Present PMP - Org, Policies, Change Process"• Multi-Site Strategy Workshop• Quality Assurance Planning Workshop

Phase 1 - Plan• Change Management Strategy WS• Business Solution Design Activities• Custom Systems Design & Estimate• Present Process Packaged Process Maps & Demo Execution• Process Gap Analysis if Required & Resulting work as Change

Order• Project Implementation Plan WS• Baseline Measurement Workshop (metrics)• Phase Closure Activities

Phase 2 – Design & Configure • Technical Team Training

– 2009 EE Installation Class– 2009 EE Administration Class– QAD Reports Training– 2009 EE conversion training– 2009 Non intrusive customization layer

training (confirm that this includes xml loads)– Security training

• Infrastructure development– Install project environment– Customer Database Review/Prep– Data conversion test #1– System performance test planning

• Core Team Training– User Interface training– Introduction to EE Financials– 2009 EE Advanced Financials

Phase 2 – Design & Configure • Solution Design

– Data conversion review– GL - process design– AP - process design– AR - process design– Reports– Develop security model

• Development activities– Programming tasks– Third party integration

• CRP Cycles– CRP1 - initial pilot / prototype– Create test scenarios / scripts– data conversion # 2– Execute scripts– CRP report out – Issue review

Phase 2 – Design & Configure • CRP 2

– Update test scenarios / scripts– data conversion # 3– Execute scripts– CRP report out – Issue review

• Documentation– Work aids– GL - work aids– AP - work aids– AR - work aids

Phase 3 – Test & Accept• Develop and Agree upon Test Plan• Acceptance Test Preparations• Conduct End-user training - for User Acceptance Test• Conduct Final Acceptance Tests• Conduct Performance Tests• Phase Closure Activities

Phase 4 – Deploy & Evolve• Develop cut-over plan• Complete production system preparation• Full end user training• End user practice sessions• Migration activities• Go Live conversion• Support post live processing• Close and handover project• Prepare for next site installation