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UPGRADE PREPARATION CHECKLIST: How Do You Plan for Success?
Mikhail Papovsky | Andy Nemtzow | Dan Hopmans
Who We Are
• 20 years in the trenches• Unique JDE domain
expertise• Battle-tested toolkit for
addressing any scenario that may arise
• 100% referenceable customer list
• Superior resourcing model
• Strong network of US-based specialists
• Vendor- and solution-agnostic
• Candid about tradeoffs• Geared toward putting
clients on the path to self-sufficiency
EFFECTIVEEXPERIENCED INDEPENDENT
When poorly planned, an upgrade can turn into a disaster.
Agenda
Why are we here?
Upgrade Objectives and Benefits
Upgrade Planning
Required Resources
Useful Templates
Case Studies
Raise your hand if…
… you are planning to upgrade in the next 12 months.
... you having trouble justifying an upgrade.
… you have experienced a major release upgrade before.… you have been on your current release for:
<3 years 3-5 years 6-10 years >10 years
Do these statements sound familiar?
“We don’t need a dress-
rehearsal”
“We are not changing
anything – how complicated can this be?”
“Can’t we just tweak this report?”
“Our users are too busy to
dedicate time to an upgrade”
“There’s no need for the sponsor to
monitor progress”
“There is no effect on
integrated systems”
“All the infrastructure can stay the
same”
Agenda
Why are we here?
Upgrade Objectives and Benefits
Upgrade Planning
Required Resources
Useful Templates
Case Studies
Why Upgrade?BENEFIT MITIGATION
Return on InvestmentRequired to capitalize on opportunities
New Release as a PlatformTo enable adding features in the future
Expired ReleaseRelease is outdated and the support cost is a throwaway
Technology Not SupportedOld release is not supported on new
technology
BenefitsTop 10 Anticipated Benefits of an Enterprise/ERP Suite Upgrade*
*2012 OAUG Survey on Enterprise/ERP Suite Upgrade Strategies
6. Adoption of industry standard technology/open standards
7. Increased accuracy of corporate data
8. Reduction in IT operational costs9. Tighter Integration10. Competitive advantage
1. Access to new functionality2. Improved performance3. Continued alignment with latest
Oracle technologies4. Better scalability5. Standardization of business
processes enterprise-wide
Justification: Build the Business CaseWHAT NEEDS TO HAPPEN?Conduct interviews to understand business needGather use casesPerform research and analysisDiagram business processesValidate findings
Avoid an upgrade for upgrade’s sake.
WHY DOES IT NEED TO HAPPEN?Document expected value and assign ownershipEnsure fitness-for-useUnderstand and plan for interdependencyOptimize business processesEnsure addition of value
Business Case ExamplePROJECT: UPGRADE ERP TO NEXT RELEASEType Opportunity Benefits Investment Standalone
CostMonthly Return
ROI Months
1 New Module Implement new software module IT, User, and consulting resources time $150,000 $30,000 5
2Process Reengineering
Streamline work order completion process
Eliminate manual steps and human errors, resulting in $1000 cost per plant per week
IT, User, and consulting resources time $100,000 $24,000 4.17
3Eliminate Hardware or Software
Implement BI publisher as a replacement of forms formatting software
Eliminate cost of ownership and support for forms formatting software
Additional Server and development efforts $160,000 $12,000 13.33
4Maintenance & Support
Save $20K per month by outsourcing support functions
IT, User, and consulting resources time $120,000 $20,000 6.00
5 New Feature Positive PayDisconnect modem and phone line, used today to transmit the data to the bank, eliminate custom code
IT, User, and consulting resources time $10,000 $200 50.00
6 Data Quality Enable Inventory Integrity ReportingReduce requirements for physical inventory and cycle counts, which cost plants $750 per month.
IT, User, and consulting resources time $80,000 $18,000 4.44
7 Security Utilize multiple roles per user functionality
Practically eliminate security role maintenance, leaving only role assignment as a security administration task
Purchase and implement Q-Software or redesign security roles internally
$150,000 $15,000 10.00
Upgrade ERP release and tools $1,300,000 $0TOTAL Upgrade, including all above opportunities $2,070,000 $119,200 17.37
Agenda
Why are we here?
Upgrade Objectives and Benefits
Upgrade Planning
Required Resources
Useful Templates
Case Studies
Upgrade Planning Is Like Community Theater
IdeationScript
CastingCostumes
StageRehearsal
PremierAdjustmentRehearsal Rehearsal Rehearsal
Adjustment Adjustment
• The Premier, like the Cutover, is < 5% of the overall effort• The best community theater shows are the ones that rehearsed
most diligently, planning for as many eventualities as possible• Everyone understands their role, not just actors:
– Concessions– Ticketing– Ushers
– Parking– Noise Ordinance– Coat Check
Two Types of Upgrades
Upgrades are rarely
clearly one type.
It’s all about risk/reward.
FORKLIFT RE-IMPLEMENT
DEFINITION Keep everything as is, but move to the next release
Treat the upgrade as a brand new implementation
PROS
Lower costEasier projectAllows for new features in the future
Remove customizationAdd new functionalityFix existing issues as part of the project
CONSOld issues transition into new releaseNo ROI
Higher costMore difficult projectHigher risk
Upgrade Planning at a Glance
Migrate Go-liveFixTestPrepare
Collect test cases:• Functional steps• Reports• Interfaces• Unattended
Operations• Security
Can we perform everything that we do today in
the test environment?
Treat the migration as a rehearsal for
go-live
Correct any issues discovered during
testing, noting root cause
Upgrade Planning at a Glance
Upgrade Hijackers
• COA Conversion• Integration• New Module Implementation• Security Redesign• Navigation Streamlining• Business Process Reengineering• Software Standardization• Data Purge and Archive• Reporting Tool Upgrade• De-customization
Warning: All of these seemingly innocent ideas present significant change management challenges, typically unexpected from upgrades.
Agenda
Why are we here?
Upgrade Objectives and Benefits
Upgrade Planning
Required Resources
Useful Templates
Case Studies
The Project Team
Proactive project management
Strong business representation
Adequate technical expertise
Easy access to SMEs (both system & business)
CREATE A WELL-ROUNDED TEAM
BALANCE RESOURCE ALLOCATION: ONE RESOURCE AT 100% IS BETTER THAN TWO AT 50%
IT: migrate into a test environment
Business: configure & validate
IT & Business communicate like
a game of Pong
Alignment and Communication
Validate the project charter with the business. Confirm expected value, outcomes, fitness-for-use.
Treat the report-out to the business as a peer review session.
Cross-departmental presentations do wonders for collaboration and can uncover new dependencies.
Keeping the business involved will boost support, sponsorship, and ownership.
FIND ALIGNMENT WITH THE BUSINESS
ALIGNMENT & COMMUNICATION NEED TO BE “WIFM”-BASED
Vision
Change Management
Team Building
Ownership
Agenda
Why are we here?
Upgrade Objectives and Benefits
Upgrade Planning
Required Resources
Useful Templates
Case Studies
Sample Resource Allocation ChartPREPARE MIGRATE TEST FIX GO-LIVE
CORE TEAM
USERS
IT
TRAINERS
STAKEHOLDERS(CHECK-IN)
Sample Upgrade Production Assembly PlanModified/ CustomObjects
Reports Security and Nav.
App Settings
Business Data:Master
Business Data:
Transaction
DEPLOYMENT VIA SDLC MANUAL SETUP
NEW RELEASE PRODUCTION
EXTRACT, CONVERT, MERGE
PRE
CUTO
VER
COM
PON
ENTS
CUTO
VER
PRO
DUCT
ION
Core Config.
Sample Environment/Activities MatrixPROJECT ACTIVITY SUMMARY ACCESS
ENVIRONMENTS Initi
al e
nviro
nmen
t se
tup
Data
mig
ratio
n cy
cle
Gath
er te
st c
ases
Desig
n ne
w fu
nctio
ns
& fe
atur
es
Defin
e sy
stem
co
nfig
urat
ion
Impl
emen
tnew
fu
nctio
ns a
nd fe
atur
es
Unit
test
ing
cycl
e
Syst
em te
stin
g
User
acc
epta
nce
test
ing
End
user
trai
ning
Cuto
ver s
tagi
ng a
nd
test
ing
Cuto
ver
Core
team
Expe
rts
Reference (static ERP) ✔ ✔ ✔ ✔ ✔ ✔Conversion ✔ ✔ ✔Development ✔ ✔ ✔ ✔ ✔Prototype ✔ ✔ ✔ ✔ ✔ ✔ ✔ ✔ ✔ ✔ ✔ ✔ ✔Training (optional) ✔ ✔ ✔ ✔Production ✔ ✔ ✔
Cost and Resource Allocation PlanPREPARE10 WEEKS
MIGRATE / TEST / FIX8 WEEKS
GO LIVE4 WEEKS
Team
Mem
bers
Prep
are
Test
En
viro
nmen
t
Trai
n Pr
ojec
t Tea
m
List
Scr
ipts
, Rol
es,
Repo
rts,
Inte
rface
s
Exec
ute
Scrip
ts
Gap
Anal
ysis
Desig
n Se
curit
y Ro
les,
Nav
igat
ion
Desig
n M
ods,
Repo
rts,
Inte
rface
s
Deve
lop
Data
M
igra
tion
Proc
edur
es
Deve
lop
Mod
s, Re
port
s, In
terfa
ces
Asse
mbl
e M
enus
&
Secu
rity
Softw
are
Conf
igur
atio
n
Syst
em T
est
Use
r Acc
epta
nce
Test
ing
Docu
men
tatio
n &
Tr
aini
ng
Cuto
ver
Tota
l Hou
rs
Hour
ly R
ate
Cost
Project Management 1 96 96 96 96 96 96 255 44 255 96 63 96 144 96 96 1721 $90 $154,890Business SMEs 48 1920 1440 960 480 480 408 132 214 2880 720 236 9870 $90 $888,300IT Staff 24 144 480 240 192 192 240 765 132 510 146 576 480 240 236 4573 $90 $411,570Trainers 8 320 2400 2720 $90 $244,800Functional Specialists 8 160 288 192 240 765 44 255 214 480 480 240 3358 $90 $302,220CNC 1 240 96 120 44 255 120 190 96 96 170 1427 $90 $128,430Security 1 96 78 74 76 240 480 96 96 96 96 1428 $90 $128,520Data Conversion 1 11 13 132 70 70 114 410 $90 $36,900Customization 8 200 450 2250 450 450 3800 $90 $342,000Interfaces 2 50 60 240 60 60 60 530 $90 $47,700TOTAL 102 587 2816 2014 1719 1286 1416 2703 528 3765 696 827 1924 4756 3792 1008 29,837 $2,685,330
Agenda
Why are we here?
Upgrade Objectives and Benefits
Upgrade Planning
Required Resources
Useful Templates
Case Studies
The Problem: Support Running Out JustificationI.
Unsupported software releaseIncompatible hardwareOutdated infrastructure components
Team SelectionII.Key business users from all departments ̶ serve as SMEsUpper Management ̶ provide leadership, prioritization, supportPart-time technical infrastructure consultant ̶ technical expertise and
development work Full-time functional consultant ̶ functional system expertise driving
implementation activityAlignmentIII.
Multiple rounds of testing based on approved use casesHeavy participation from IT ̶ portfolio planning and ownership
RESULTSZero issues after go-live. Users prepared for new environment, positive feedback, acceptance
The Problem: Business Process/Software MismatchJustificationI.
Outdated system relying heavily on customizationOpportunity to gain productivity and reduce costs
Team SelectionII.User group champions and upper management ̶ provide sponsorship,
leadership, support, serving as business SMEsIT personnel ̶ provide technical insightsLegacy resource ̶ familiarity with the environmentPart-time technical infrastructure consultant ̶ technical expertise and
development workFull-time techno-functional consultant for system reconfigurationPart-time PM ̶ drove implementation activity
AlignmentIII.Peer review to uncover full scope of tasks, procedures, and operationsSolid user validation with multiphase testing and training of staffBuild internal capabilities by involving IT early and often
RESULTSMinimum support required post go-live, business self-sufficientBusiness comfort level improved due to transparency of process
