ERP Go Live

ERP Go-Live

“WE WON! Congratulations to all of you for your selfless dedication towards 7S implementation in RM Leopad Sdn Bhd.  

 by Soman

ERP implementation has entered its peak season whereby involvement from Leopad team increased. New implementation partner has revised the project schedule and maneuvering the project back to the track. There will be no changes to planned ‘Go-Live’ date. New consultants mobilized by implementation partner for Project, Human Resources and technical support. They have started to conduct pre-study, prepare SDD and training. Leopad project team has scheduled sessions continuously for relevant modules to catch up the schedule.

Apart from Project and HR module, SDD review also actively being carried out by super users. Process owners conducted Internal reviews and inter-department discussions pertaining SDD & process flows. Distribution module SDD was first SDD being approved by Steering Committee (SC). The process owners with his team and other departments did detailed discussions throughout month of September. Process owner presented the SDD key elements to SC for approval. SC has approved Distribution SDD with some Opportunities For Improvement (OFI) comments. Distribution SDD approval is one of the important milestone that Leopad team has achieved.  I would like to congratulate and thank all involved in this SDD approval process.

Data gathering is one of the most integral factors in successful ERP implementation. However, studies show that many organizations have underestimated this task that led to the failure of implementation. Data gathering and cleansing is important to ensure accurate and complete master data is available for completing testing process. Without complete master data, business process flow cannot be tested completely. Data gathering and cleansing involves: -

•          Convert data
•         Collect new data
•         Review all data input
•         Clean-up data

Users cannot assume that 100% of the data can be converted, as there may be outdated information in current system. Users need to determine which information should be converted through an analysis of current data. Users also need to identify new data need to collected and source of the data. Implementation partner will provide a data collection template for this purpose. Review and cleaning up data to be done by users in order to ensure correct required data migrated to ERP environment.

Apart from data collection, many other tasks to be done in coming months. Post ERP roles and responsibilities to be discussed with entire Leopad management team. Application Solution Test expected to be carried out in late October. Therefore, continuous support required from entire team required in order to complete scheduled task on time.

Lets Make it Happen. 

by Soman

Dear Team,

Solution Design Documentation (SDD) started to be submitted by consultants in the month of August. Process owners started the review of SDD with their key personnel. Review team must wet through entire SDD and identify the gaps. Mainly, review team must ensure all the scenarios covered in the SDD. After completion of first level of review, Process owners will present the SDD to other relevant parties. Discussions will take place regarding the cross function areas. Process owners will present the core item to steering committee (SC) prior to the approval. SDD approval expected to be completed by end of October 2017.

Flowchart preparation

Process owners have begun to prepare their flowcharts in the month of August. Level 1 flow presented to SC and all process owners. Process owners are preparing Level 2 and 3 flows of their processes. Level 2 and 3 flow charts will be presented to core team for further detailed discussions.

Branch Involvement

As we are going to start AST, branch involvement in ERP implementation will be increasing. Data collections, sanitizations and migrating to pre-production server need to be done in order to prepare for AST & CST. Branch managers and Head of Departments are also required to define the roles of their work force post ERP implementation.

Therefore, BM’s and HOD’s will be involved in more discussions and brainstorming sessions from now onwards.

Process owners will be requesting informations such as customer and supplier details at branch level. End users are required to test these data’s during CST. As Leopad adapting digital transformation, more online meetings will be conducted which helps all relevant parties attending the meetings and also reduce travels.

Top Management Briefing

CEO has briefed the core team regularly latest updates on the project. CEO also stressed that all core team members required to allocate 80% of their time in ERP in order to ensure project completion on-time. CEO also requested fullest commitment from all parties towards successful implementation of ERP.

“Lets Make It Happen”

THE JOURNEY CONTINUES…

by Soman

Dear Team,

Our journey continues in the next phase of ERP implementation. Solution Design Documentation (SDD) is the heart of the ERP. SDD includes information about the working elements of the overall solution, including IFS standard features, gaps and integrations. It is very important to get the entire solution depicted in a pictorial representation.

Objectives of the SDD

• The details of the business flow in the future solution based on IFS and JOIN

• Solution validation

• The single point of reference for future value additions, issues and troubleshooting

• Documenting the high level

• Business and solution flow diagrams 

SDD documents submission by the consultants expected to be completed by 18/08/17. A walkthrough session is arranged with key users to explain SDD processing methods. SDD reviewing and acceptance process expected to be completed by mid of September 2017. Application Solution Testing (AST) will follow through right after the SDD acceptance. Key users will verify their processes in the system based on the SDD documents.

Bidding Logbook

After several discussion, JOIN, a partner software of IFS, has developed a solution for bidding logbook (bid log). Estimation and Proposal Department (EPD) team is currently testing the bid log by entering live data for past one month. Both consultant and EPD are continuously troubleshooting and upgrading the solution before release to the key users. Solution is expected to be ready for release in the month of September 2017. On behalf of management, highest appreciation to EPD team contribution and continuous support in testing this solution.

Work Breakdown Structure

We are also started to set up the Work Breakdown Structure (WBS) for all project scopes. This process require numerous brainstorming sessions with process experts, process owners, QMD and Finance. Leopad Group’s current Standard Operating Procedures (SOP) will be absorbed as WBS with relevant changes. This team also will discuss and propose both digital and manual reporting for Steering Committee approval. Approved WBS will be tested during AST and UAT.

WBS brainstorming session on weekends

Many decision pertaining policies and processes will be made during SDD & AST by Process Owners and Steering Committee. Therefore, highest commitment and cooperation required from all team members required during meetings, trainings and brainstorming sessions. Many thanks for your support and see you next month.

Lets Make It Happen”

JOURNEY TOWARDS “GO-LIVE”

by Soman

Dear Team,

We are crossing the half year mark today for year 2017. As at today, we have travelled 9 months journey of ERP Implementation process. Data gathering, basic trainings, cross functions and gap analysis activities have been carried out throughout this period. We will be entering another important phase which Application Solution Testing (AST) and User Acceptance Test (UAT). We have many more tasks to be completed before the AST internally. Deciding the requirements and setting up the basic data must be done upfront in order to ensure smooth AST. Process owners are required to conduct more internal discussions and prepare the proposals for Steering Committee’s review. 

Process owners and few key members were only involved during first half of the implementation process. During second half, members from all branches, business units and departments will be involved to test the process flow. More testing sessions will be carried out from July onwards until “Go- Live” stage. Key personnel from all branches, business units and departments need to attend this session to test and verify the process flow. Process owners will conduct trainings for all the key personnel related to their processes.

Apart from this, Group ICT department will also closely liaise with branches pertaining enhancement of ICT infrastructure. They have completed their survey and will discuss the solutions with branch managements.

As mentioned during the ERP launch meeting, the entire Leopad Group will be going through a huge transformation (change management). This transformation will be the main platform to prepare and Leopad Group in adapting digital economy in the near future and also achieving Leopad Vision 2022.

The journey towards digitalized world requires fullest cooperation and commitment from entire members of Leopad Group. Your continuous support will ensure the progress to the greater level. On behalf of Steering Committee, I would like to thank all for your contributions till to date and hoping for the continuous support until we “Go-Live”.

“Lets Make It Happen”