Elico Solutions' Odoo ERP Project Management Implementation Approach

Project Management Strategy Method by ElicoOdoo ERP Management System Solution

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2Overview │ Elico EPR Project Implementation Method


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Objectives needs to be specific, measurable, achievable, relevant, timed (SMART). They provide a road map for strategic planning. ERP systems planning objectives are guide points to ensure that ERP implementation stay on course. They also help in assessing where projects are now and where are they heading, thus guiding the decision making process.

Example of objectives and sub-objectives :

Step 1 │ Define Objectives

To maximize chances of success, it is needed to have an exhaustive set of objectives that represent stakeholder values.

Objectives Identification - Individual stakeholder assessment- Group discussion

Objectives structuration - Define sub-objectives- Cluster & label sub-

objectives

Prioritisation of objectives and sub-objectives

- “Why is this important” testing for clustered objectives

Strategic objective: Enrich the ERP systems planning processMeans objective Sub-objective

1. Minimize cost Minimize startup costs

Minimize implementation costs

Minimize maintenance costs

2. Ensure ERP benefits realization Ensure knowledgeable and proactive upper management support

Ensure proper change management controls

Minimize adaptation constraints

Ensure clarity in investment objectives

Allocate responsibility for benefits realization


4Step 1 │ ERP implementation approach

Twofold approaches may be taken for ERP projects :

A - Change the business processes to fit the software with minimal customization On one hand, fewer modifications to the software application should reduce errors and help to take advantage of newer versions and releases On the other hand, this choice could mean changes in long-established ways of doing business (that often provide competitive advantage), and could shake up important people roles and responsibilities; and

B - Modify the software to fit the processes

This choice would slow down the project, could affect the stability and correctness of the software application and could increase the difficulty of managing future releases, because the customizations could need to be torn apart and rewritten to work with the newer version. Conversely, it implies less organizational changes, because it does not require dramatically changing the company best practices, and therefore the way people work.

→ Analysis needs to be pursue considering the above when choosing an implementation approach


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Risk Analysis inspired from Failure Mode and Effect Analysis

Step 2 │ Project Risk Analysis

Definition of a risk management plan which includes task, responsible, monitoring frequency and generated documentation. Example of risk management plan:

Gravity

Catastrophic

Major

Significant

Negligible

ProbabilityHIghly unlikely Unlikely Likely

Highly likely

Means Objectives

Sub- objectives Tasks Responsibility

Monitoring frequency Risk Evaluation Action Plan

XXX XXX XXX XXX XXX XXX STRONGXXX XXX XXX XXX XXX XXX XXXXXX XXX XXX XXX XXX XXX N/A

Tool used to systematically analyze postulated component failures and identify the resultant effects on system operations.

Risk factors may be specifically define for each specific ERP implementation. Exemple of risk factors are listed in the enclosed template

Identified risks need to be mitigate with action plans


6Step 2 │ Project Risk Analysis

Risks is also considered from a management perspective : what management aspects should be put more attention to successfully manage ERP project.

Characteristics Criticity

Characteristics analysis method (CAM) is a tool to ensure that the IT project is manageable and consistent by its different goals content and development approaches.

CAM Visual tool

A set of questions is defined in order to assess critical aspects. The questions are either positive or negative statements for which their applicability to the project will be evaluated.

The basic aim is to find out the manageable size of the ERP project


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1. Preparation of the project plan, including the following:- The project scope and the budget (repeated from the contract);- The project phases and their descriptions;- The definition of products for each project phase;- The definition of project milestones; and- A detailed project schedule.

2. A definition of the project organizational structure, including the following:

- A definition of project roles and responsibilities; and

- The assignment of consultants to their respective roles;

3. The preparation of project procedures regarding the following:

- Communication, i.e., communication means, frequency, and communication paths;

- Documentation, i.e., project repository and document templates;

- Risk management, i.e., risk identification, reporting, mitigation, and escalation;

- Change management, i.e., change identification, reporting, approval, and escalation;

- Open items management, i.e., open item identification, reporting, management, and escalation;

- Status reporting, i.e., status meetings frequency, status meetings logistics (physical meeting or teleconference), and status

reporting document templates; and

- Quality management, i.e., quality check points and criteria.

4. Initial training of key users regarding system functionality and configuration possibilities.

Step 1 & 2 │ Documentation associated


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In a long ERP project it is also important to obtain short-term successes so that people do not lose interest in the change process and the final aims are reached. Hence, it is good to divide the project into manageable phases. The split is based on “Prioritised Objectives - Project Risks - Available resources” described in Step 1 and 2.

Example of project phasing:

Step 1 Step 2 Phase 1 → Phase 2 → etc.Define Objectives Project Risk Analysis Sub-

phase1Sub-phase

2Sub-phase

3Sub-phase

1Sub-phase

2Sub-phase

31. Strategic Objectives2. Means objectives3. Sub-objectives

1. Definition of :- tasks,- responsibility,- monitoring.2. Evaluate risk of project failure3. Evaluate criticity4. Adopt ERP approach5. Phase project

1. Specs def.

1. Set up2. Devpt3. Demo4. UAT

1. Training2. Support

1. Specs def.

1. Set up2. Devpt3. Demo4. UAT

1. Training2. Support

Step 3 │ Project Phasing & Agile Implementation

Implementation and phasing follows principle of the Agile Method.

Risk evaluation, objectives, definition of tasks, need to be evaluated/updated/re-assessed for each phase.


9Step 4 │ Project Implementation and day to day live

Day to day management of critical aspects

Project managers challenges for project success are :

A. Involvement of key users & stakeholderDesignate and train process owners in houseInvolvement of key management

B. Stability of scopeRefrain from adding feature before project phase closing

C. Change managementEducate staff on improvements brought by the projectRepeat and educate on new processPhase the project for a progressive approach

D. Good communication & negotiationIdentify in house key communicatorSchedule communicationUse multiple communication means


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Elico CorpShanghai – Shenzhen – Singapore

Elico Solutions' Odoo ERP Project Management Implementation Approach

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