E-SSMS Implementation Methodology

1. Implementation Methodology (Sure Step)

Project is initiated by a formal Kick Off wherein all Stakeholders meet each other and derive as a best fit methodology for project management including Interaction Management. It represents an opportunity to introduce the project team members and set appropriate expectations for how the project will move forward.

Project planning shall include setting timeframes and resources on the various analysis phase activities. Furthermore, the information that must be accumulated in the Project Charter is defined and the information collated. This information includes among other things End Client part of implementation, contact points, project plan, project organization, project risks, implementation strategies, testing procedure and sign off procedure.

In line to Client requirements we have a proven implementation methodology to be adopted for End Clients, this ensure implementation is achieved as per set timelines.

1.1 Analysis

The first important activity in this phase would be to educate the End Client’s Key Users about application that is being implemented.

Resources would be scheduled to set up the client environment and to conduct Workshop on the base application. The sooner the workshop takes place, the earlier End Client’s members would be able to get involved in the process and understand the processes of Implementation. This encourages and fosters the idea of “Project ownership”.

This training is focused on the users who will be involved in the detailed analysis activities and also users who will be the primary contacts for each business unit throughout the project.

Next, there would be multiple activity tracks that would be started and proceed simultaneously, depending on sub-modules and available resources. Primarily the team will start the detailed analysis of business processes, picking up where the Diagnostic phase stopped.

Once the business requirements and gap analysis is complete, a validation of the master data requirements is recommended.

Master Data migration planning and analysis also takes place in the Analysis phase. The team identifies the sources of existing data and starts thinking about what processes will be needed to complete master data migration.

When all the requirements analysis has been completed, this information is collected and presented in a formal Business Requirement Specification Document (BRS) that the customer reviews, approves, and signs off on

Document once signed and approved cannot be changed. This would for basis of implementation. Any change once signed would undergo Change Request (CR) process

Steps in Analysis Phase:

  1. Analysis: The Plan phase contains a collection of activities necessary to state in a precise and complete way what business processes the proposed system must support, and what system customizations, interfaces and data conversions are required.

1.2 Development/Configuration

The goal of the development/configuration phase is to define how the business requirements will be implemented. The phase includes design of both the overall solution configuration and the design of specific customizations and integrations needed to satisfy business requirements identified during the Analysis phase. The customizations can range from simple user interface or report modifications to complex functionality additions or modifications. The phase also includes mapping and designing processes for master data migration.

In this phase of the implementation project, a large part of the work would be at SMPL site and therefore communication is the key factor in contributing to the success of End Client’s acceptance of the new system. The project manager has the responsibility of ensuring that the End Client’s Project Point of Contact/s is aware of all the activities that are being performed during this period.

The development and test phase is the phase where control over requirements is critical. Because it is the first time that End Client would see their “vision” realized, it is most likely that they will be excited about it and as a result want more, or, something different from that originally defined. Expectation management would play a crucial role.

The test process is key to ensuring the quality of the system being delivered. Planning the tests must begin as early as possible. Involve user groups as much as possible in preparing the test criteria. It is crucial for all that End Client key business champions are the one actually conducting the test.

The project manager must control any changes to the project and evaluate to what extent changes at this stage of the implementation process will affect time, budget and scope.

In practice based on our experience, this is the area; we at SMPL would like to give lot of attention. There is a large component of documentation and testing that consumes great quantities of both time and resources, and though generally Customers are often inclined to make the shortcut of not conducting the system test properly. As a rule of thumb, too little time spent on planning, preparing and conducting the tests means a higher risk of software incidents. The result of such a situation could be Project team not meeting Customer expectations.

Quite often functional requirements will change with respect to the original scope. As the Customer visualizes the solution being implemented, there is a tendency or temptation on behalf of the Product Consultant or Development Consultant and Customer to throw in some ad-hoc customizations. These must be kept under control using the various tools that are put in place (e.g. SIR, SCR) to address change management. For each change suggested or each requirement added, an analysis of the impact on scope, time and cost must be made. The project manager can perform “what if” scenarios on the project management tools they currently use.

Key success criteria for the development and test phase are:

  • Deliver key functionality first
  • Address least understood areas early
  • Reduce the risk of late delivery
  • Reduce the risk of non-acceptance
  • Reduce risk of integration failure
  • Minimize feature/scope creep
  • Careful change management.

 Steps in Development Overview

  1. Software Development/Configuration: To configure the system/customize as per End Client requirements and data migration.
  2. System Test: Ensuring the Rollout application are consistent and of the highest quality possible.

1.3 Deployment

The Deployment Phase marks the end of the implementation process. The new system has been analyzed, designed, developed and tested. Scope has probably changed somewhat, errors have been found and issues resolved. Various pieces of documentation have been produced throughout the process as a normal part of the implementation, and the remaining end-user training is taking place. The infrastructure is in place, the data has been converted and everything is set to go, but in order to launch the system, the project team needs approval from the steering committee in the acceptance walkthrough. A meeting would be conducted in-between SMPL Project Manager and Steering Committee is arranged whereby SMPL project manager walk the steering committee through the project deliverables. Also, the critical success criteria for the project are revisited.

There will be occasions where implementations will go live without having met all acceptance criteria. This is normally the case when there are external circumstances that affect the project. E.g. the financial accounts have to be run on the new system at the start of the calendar year. This means that the system must go live on first day of New Year regardless of whether or not all the acceptance criteria are met. It is highly likely that most of the criteria would have been met but the remainder will be met soon after go live.

SMPL shall prepare for the acceptance walkthrough meeting by checking that all project deliverables are in place, and that the acceptance criteria have been met. Once the steering committee is satisfied that this is the case, they must approve the delivery, and the system can be prepared for going live. Transactions and balances are imported into the system, all configuration checklists have been crossed off, users trained and the system goes live.

Throughout this phase software change, requests (SCR’s) and system incident reports (SIR’s) are monitored and processed as always. Training of end users would be conducted during this time.

Steps in Deploy Overview

  1. Prepare Production System: Prepare all resources, infrastructure, data etc. so the production system can be set up.
  2. Go Live: Initiate the daily operations using the new system.

1.4 Operate

The Operate Phase of the Implementation Process encompasses the final activities to be performed. The activities that are involved in this phase are on-going activities that are performed after project close and throughout any future involvement with that client.

Steps in Operate Overview

  1. On-going support: The activities in this phase are related to the maintenance and support of the new system and monitoring the client’s future needs due to growth and business developments.