Ganda ERP Project | 0 ERP Project Kick Off 1 July 2013

Ganda ERP Project | 1

ERP Project Kick Off1 July 2013


There is no I in TEAM


The kick-off meeting is the official start for ERP Project

It establishes the priorities, tone, and energy for the project and helps to get a common understanding on:

Project scope

Project approach

Project schedule

Project Team / Organization

Support Required

Ganda ERP Project |

Agenda

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Ganda ERP Project Scope & Benefit

Project team

TIPTOP TIM and each milestone approach

Project Plan (with Schedule)4

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Ganda ERP Project |

Expectation from Top Management

Mr. Tony LiuMr. Tony Liu

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Ganda ERP Project |

Agenda

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Project team



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Ganda ERP Project |

Why to start the project

1. Need to have integrated system

2. Existing system doesn't support current business operation.

3. Need to have a computerized system / a tool for Financial and

Accounting and other supporting tools to assure company data

consistency, integrity, correctness, real time & transparence to

enable faster and better decision making

4. Concern of future business growing

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1. To have Integrated Enterprise Resource Planning (IERP) system which include

application modules to support our business process.

2. To improve the efficiency and co-ordination among business units.

3. To provide management with up-to-date information for better decision making

4. To Improve on the internal control of the company

5. To enhanced computerization of daily work from 40% up to 90%

6. Improved automation and limit the manual data entry

7. Input source data from the H/W devices (weighting scale, fingerprint…) automatically

import for all of process and reports

8. Provide reports at each unit of the business process timely

9. To enable closing of monthly financial accounts on timely manner.

Ganda ERP Project |

Scope of Implement Modules

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Ganda ERP Project |

Customization Modules in Ganda Project

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Ganda ERP Project |

Agenda

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Project team



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Ganda ERP Project |

Chinfon VN Project Leader

T-038 Mr. Alex Hsu TBD – DIGIWIN PROJECT MANAGER

Digiwin Consultant

1. Finance & Acc = Consutant 1 (1 person)2. Mfg and Sales & Dist = Consultant 2 (1 person)3. HRM,= consultant 3 (1 person)4. BI = Consultan 4 (1 person)5. Easyflow = consultant 5 (1 person)6. System Analysis / Trainer = Consultant 6 ( 2 person)Note: Not include programmer who should working on Taiwan)Technical Support

1. V1121 Le Quoc Tuan

2. V1422 Nguyen Thu Hong 3. .Digiwin System Engineer (1 person)

Support Function

1. Change & Communication : Alex Hsu2. Project Supporting: Richard

ERP Project Team

(Full Time)ERP Specialist Engineer 1.Vacant(Suggest recruited from TW)

ERP Technical Lead 1.V1121 Le Quoc Tuan

ERP Programmer 1. V1422 Nguyen Thu Hong

Advance Feature:Business Inteligent; B2B, EasyFlowPLC/Field Instrument IntegrationWeight Scale/Belt Scale/FingerprintTele/Fuel station/SMS/Door access

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Code Dept. Name Dept. Head Key User - 1 Key User - 2

A0000 Administration Div. T-058 - HSU CHUN LIN

A1100 HRD Dept. V0030 - Lê Thi Thu Hien V0138 - Pham Thi Loan V0064 - Nguyen Thi Thanh

A2100 Purchasing Dept. V0013 - Pham Thanh Hai V0172 - Vu Thi Tuyet Mai V0750 - Ly Thien Hung

A4100 General Affairs Dept. V1562 - Nguyen Van Thien V2077 - Do Thi Ninh V2078 - Luu Thi Minh Hang

E0000 Project Engineering Div. T-059 - LEE YUN CHI V0197 - Tran Đuc Cuong V1526 - Le Đuc Thinh

G0000 G.D. Office V1475 - Tong Duy Tan

G3000 Financial Div. T-060 - CHOU LUNG CHIEN

G3200 Accounting Dept. V0168 - Dang Thi Thanh Huong V1077 - Vu Thi Lan Anh

G3210 Cost Accounting Section V1583 - Nguyen Van Viet V1480 - Pham Thi Yen

G3220 Tax & General Accounting Section V0931 - Ho Thi Thao

G4100 Logistic Dept. V0003 - Nguyen Thuong Hien V0937 - Nguyen Huy Tuong V2088 - Nguyen Ha Phuong

HCMC + HPGP V1096 - Nguyen Trong Tin

H0000 HPGP V1244 - Nguyen Dang Khang V1323 - Ho Huu Nhat Truong

M0000 Marketing Div. V0370 - Nguyen Van Luong

M1100 Hanoi Branch V630 -Nguyen Thi Bich Thuy V0371 - Nguyen Thi Hong Hanh

M1200 Haiphong Branch V1470 - Tran Thi Thu Ha

M1300 HCMC Branch V0915 - Dinh Thi Thanh Quy

Code Dept. Name Dept. Head Key User - 1 Key User - 2

P0000 T.K. Plant T017 - HUANG CHUN YAO V0163 - Hoàng Thế Hải

P1000 Quarry Div. V0071 Nguyen Van Dat V0261 Pham Thi Hong Thai

P2000 Production Div. V0106 - Hoàng Anh Hải

P2100 Raw Mill Dept. V1537 - Nguyễn Mạnh Cường

P2200 Kiln Dept. V1629 - Đinh Triệu Khải

P2300 Cement Mill Dept. V1607 - Nguyễn Văn Điệp

P2400 Production Centre Control Dept. V0161 - Nguyễn Trung Thành

P3100 Packing Department V0134 - Nguyen Trong Thành V0985 - Nguyen Trong Tài

P4100 Finished Goods Dept. V0130 - Bui Hong Chinh

P4110 F/G - Dispatching Centre Section V0068 - Pham Quang May

P4120 F/G - Jetty Section V0537 - Bui Van Hai

P5100 Electrical Department V0076 - Nguyễn Hồng Hải V0195 - Phạm Thành Hưng V0198 - Lê Thành Hưng

P6100 Mechanical Department V0313 - Tran Uyen V0762 - Nguyen Tran Quang V1123 - Nguyen Huu Thang

P7100 Quality Control Department V0823 - Dao Nguyen Huong V0366 - Nguyễn Đức Toàn

P8100 Warehouse Department V1048 - Nguyen Ngoc Viet V0181 - Mr. Le Duy Tan

Ganda ERP Project |

Role Responsibility Qualifications Remark

Project Leader

• Deliver the specified project deliverables on time in good quality and in accordance with the budget

• Achieve milestones on time• Report on project progress to the steering

committee• Identified of potential bottleneck and initiate to

propose the solution• Coordinate & Assign tasks to project members• Keep in touch with Consultant to ensure

successfully the project and for knowledge transfer

• Knowledge of business processes • The ability to work effectively with all levels within

Organization• Project Management Expertise• Have good understanding of project scope &

constraint. • Time management skills and multi-tasking

capabilities • Good on verbal and written communication skills • The ability to make timely decisions • Strong organizational skills • Good leadership and coaching skills

Full time

IT Technical Support

• Providing IT infrastructure for implement ERP System

• To setup system requirement for ERP System• Support user to operate this system

• Have Good skill & experience in Databases, networking, and operating system

• Have good understanding on the current IT System

• Experience and knowledge in current system environment.

Part time but ready if required

Support Function

• To assist project team on Project administration, training, business process development and prepare new infrastructure (if needed)

• To coordinate change program impacted of ERP impl. system

• Project Administration task• Setup and organize documentation control system

and records

• Good knowledge of the company’s organizational structure and business processes

• The ability to work effectively with all members of the organization ranging from executive members to front line / users.

Full Time

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Project Team Responsibilities

Ganda ERP Project |

Role Responsibility Qualifications Remark

Group Leader/Dept.Lead

• Leader on development defined modules• To manage and coordinate project communication,

training, socialization and prepare new infrastructure (if needed)

• Working together with consultant to determine business process flow that needed to ERP system requirement with consultation to process owner.

• Development of business process documentation (incl design standard form and report) with consultation to process owner.

• Conduct testing, data collection, data validate and data migration for new system configuration.

• To drive, coach and facilitate the implementation of new system

• Issues resolution• Working together with key user to Identify of end

user, training requirements at their particular site.

• Experience in functional business process, • In-depth knowledge of the company’s business

processes & best practices, • Strong analytical skills and problem solving skills• Strong communication skills and coaching skills• Excellence team player skills, with strong verbal

and written communication skills and coaching skills,

• Experience to design and developing System & Procedures.

• Experience in delivery training

Part Time but ready on demand with advance notification

Key User

• Co-ordinate between Project and End User• Represent End Users• Support project team by share data & information• Validate data & Process• Build knowledge of what new system will do• Assist on end user training• “Owner” of new system• Lead in managing the change in their unit areas

• An in-depth knowledge of the business unit functionality business and requirements in their business process area(s),

• Strong analytical skills. • Active and willing• Able to use own initiative• Good at interpersonal communication

Part Time but ready on demand with advance notification

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Project Team Responsibilities

Ganda ERP Project |

Digiwin Service Team

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Ganda ERP Project |

Agenda

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Project team



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Ganda ERP Project |

TIPTOP Implementation MethodologyTIPTOP Implementation Methodology

TIMTIM20

Ganda ERP Project |

1.Form Project Committee1.Form Project Committee

2.Kick-off Meeting2.Kick-off Meeting

TIPTOP Implementation Methodology

P

D

C

A

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P

D

C

A

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Ganda ERP Project |

1.1. Form Project Committee Form Project Committee Purpose:

Establish an ERP Project Committee & Determine Who is Responsible for What

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Ganda ERP Project |

2. Kick-off Meeting 2. Kick-off Meeting

Purpose:

- Announce ERP Project Objectives & Direction

- Introduce Project Organization, Key Roles and

Responsibilities

- Overview of Project Schedule

Affirmation of Project Success

Expected Benefits from New System

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Ganda ERP Project |




P

D

C

A

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Ganda ERP Project |

3. Survey and Diagnosis 3. Survey and Diagnosis Purpose: Data System Consultants Get Actual Business Model & Data

Process Flow

Participants: All Project Team

Documents Required:

- Current Business Process Flow Chart

- All Currently Used Documents, Forms, Receipts, etc.

- Currently Used Statistical & Management Reports

Deliverables:

- Report of Initial Survey Results

- Initial Variance Analysis Report

- Some Parts of Modules Will Require Assistance from e-Learning Staff

for Set Up (in Coordination with PM)

IFRS

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Ganda ERP Project |

4. Application Training 4. Application Training Purpose:

- Rapid Training Through e-Learning- Consultant Introduces TIPTOP SOPs & Functions- Focus on Specific Processes as Needed

Provided:- Mapping of Standard Business Processes- User Handbooks for Every Module- e-Learning Online Training Material (According to

Module & Modifications Needed) Deliverables:

- Gap Analysis Report- Participant Training Test Results- Statistics on Participant Online e-Learning Progress

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Ganda ERP Project |

5. Operation Training 5. Operation Training

Purpose:- System Planner Gets Clear Understanding How

System Actually Works- System Discrepancies in Detail

Participants:- Project Team and KUs

Provided:- Mapping of Standard Business Processes- User Handbooks for Every Module

Deliverables:- Gap Analysis Report- Participant Training Test Results

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Ganda ERP Project |

6. SOP Modeling 6. SOP Modeling

Purpose:

- Establish the New SOPs for the Company

Participants:

- Project Team, Key Users or Designated Leader for

Each Module

Provided:

- SOPs

- Internal ISO/Key Audit Points

Deliverables

- SOP Flow Chart for Each Module

- Process Owner Sign Off on Completed Modules

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Ganda ERP Project |

7. GAP Analysis & Customization 7. GAP Analysis & Customization Purpose:

- Process & System Differences Review with Solutions Development

Participants:- Project Team- Consultant

Preparation:- Internal Discussions Conducted about Process Differences

of New System- Consultants Formulate Reports & Variance Analyses to

Adjust Project Direction Deliverables:

- Specifications Confirmation - Gap Analysis Report

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Ganda ERP Project |




P

D

C

A

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Ganda ERP Project |

Purpose:

- Preparation of Old System Data Files

- Data Entry of Basic Info into New System

Required:

- Data Migration & Archiving Recommendations Table

Method of Execution:

- Makes Schedule According to Archiving Table to be

Done After Training

- Review Progress of Implementation

8. Basic Data Preparation8. Basic Data Preparation

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Ganda ERP Project |

9. Process Online Simulation 9. Process Online Simulation

Purpose:

- KMs & KUs Become Familiar with New System

- Further Explore Potential Differences

Participants:

- Project Team & KUs

Provided:

- Current Version of SOPs

Deliverables:

- Participant Online Simulation Scores

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Ganda ERP Project |

10. Balance of Data Migration 10. Balance of Data Migration

Purpose:

- Migration of Balance of Data for Each Module

- Input of Accurate Accounting Data (or Data Conversion)

Requirements:

- Accounting Opening Balance

- Opening Balance Plan for Each Module

Deliverables:

- Accounts Balance Acceptance Report

- Import of Opening Balances

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Ganda ERP Project |




P

D

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Ganda ERP Project |

11. System Goes-Live 11. System Goes-Live

Purpose:

- Bring System Online

Recommendation:

- New System Completely Replaces Old

System with No Parallel Processing

Method of Execution:

- Consultant & Service Staff Initialize

System On Site

Deliverables:

- Auto Generated System Online

Performance Report

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Ganda ERP Project |

Purpose:

- Project Costs, Progress Control

- Review the Various Project Implementation Stages &

Objectives

- Resolve All Outstanding Major Issues

- Review Online e-Learning Reports

(Statistics Available for Each System Module

Implemented) Meeting Schedule:

- After Project Kick-Off , at Least Once a Month Participants:

- Process Owner, All Project Participants Deliverables:

- Discussion of Issues & How They were

Resolved

- Subsequent Stages & Plans

12. Monthly Review 12. Monthly Review MeetingMeeting

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Ganda ERP Project |

13. Settlement of Accounts13. Settlement of Accounts Purpose:

- Initiate Accounts Settlement

- Verify Completion of Project Tasks

- Provide Official Documentation & Management

Reports

Requirements:

- Settlement of Costs, Accounts Settlement SOP

Deliverables:

- Relevant Account Settlement Reports & Management

Reports

Completion Date:

- 10th of the 1st Month Online, with adjustments made in

subsequent months to reduce settlement process

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Ganda ERP Project |

Agenda

1

2

3


Project team



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Ganda ERP Project |

M01 M02 M03 M04 M05 M06

Survey Diagnosis

Survey Diagnosis

Application Training

Application Training

S.O.P. Modeling

S.O.P. Modeling

Gap Analysis Program

Modifying

Gap Analysis Program

Modifying

Simulation Fine-tuning

Simulation Fine-tuning

Data Migration & Data Input Data Migration & Data Input

End Users TrainingEnd Users Training

Balance Check Balance Check

TIPTOP Goes Live

TIPTOP Goes Live

Product

Project

Partner

TIM ,TIPTOP Implementation Methodology

Decision Needs KPI Monitoring

Decision Needs KPI Monitoring

Operation Needs

Operation Needs

Kick-off

Meeting

Close Report Close Report

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Ganda ERP Project |

Planning1.Signing contract2.Hardware purchase3.System Instalation4.Form Project Team5.Kick Off

Aug Sep DecOct Nov FebJan

23 May, Contract Signing

1 July, Kick Off

May Jun Jul

Action1. System Go-live2. Monthly Review Meeting3. Setlement of account4.Go-live support

Do / Implementing1. Survey & Diagnosis2. Application Training3. Operation Training 4. S.O.P. Modeling5. Gap Analysis &

Customization6. HRM Application Training

/Gap Analysis

Check1. Basic Data Preparation2. Process Online

Simulation3. Balance of data

migration

Phase 2Go-Live

Mar MayApr

ERP Project Milestone

Phase 1 - Project Implementation 6 monthsFinance & Acc; Supply Chain, Sales, Manufacturing, HRM

Phase 2 - Project Implementation 6 monthsGPS/PLC Integration; B2B; BI, Easyflow and other customized programs

1. S&D completed (week 2 July)

2. Application training done (week 2 August)

3. Operational training done (week 4 Sep)

4. SOP Modeling completed (week 1 Oct)

5. Gap Anls & Custm completed (week 3 oct)

1. Basic Data prep done (week 2 Oct)

2. Online Simylation done (week 4 Nov)

3. Data migration completed (week 4 Dec)

Phase 1 Go Live

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6. HRM Training & Gap Analysis completed (week 5 oct)

Ganda ERP Project |

Q & A

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Ganda ERP Project |

What next..........Be ready for 1st step survey and diagnosis............

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4. Purchase requistion Process-GA5. Purchase order Process-GA

09:00-12:00

6. Purchase order Receipt Process-GA 7. Purchase return Process-GA

13:00-15:00

Interview file handle and Check 15:00-17:00

0. Production Planning1. Material Control

09:00-12:00

2. Production Process of Quarry3. Producion Process of Raw Mill 4. Ordinary Report

13:00-15:00


□Production Management (ASF)

SOP Confirm5. Production Process of Clinker6. Ordinary Report

09:00-12:00

□Equipment Management SOP Confirm

0. Equipment Basic Data1. Routine Maintenance2. Repair Request3. Part Management and Issue4. Repair finish report5. Management Report

13:00-16:00


11-Jul□Production Management (ASF)

SOP Confirm7. Production Process of Grinding and Packing8. Ordinary Report

09:00-12:00

□Cost Accounting(AXC) SOP Confirm

0. Cost Calculation Method1. Management Report

13:00-15:00

Summary of interview issues 15:00-17:00

SOP Confirm9-Jul

8-Jul

□PurchaseManagement (APM)

SOP Confirm

10-Jul

□

Production Management (ASF)

1-Jul Item Master SOP Confirm

0. Item Codu Rule discussion1. Item Code Category2. Process of request new item

13:00-14:30

Bill Of Material SOP Confirm0. BOM Structure discussion1. Process of request new BOM2. Process of BOM release

14:30-16:00


SOP Confirm

0. W/H Design1. W/H Transaction2. Stock Opname3. Ordinary Report

09:00-15:00


SOP Confirm0. Customer Master Data 1. Distribution Overview

09:00-12:00

2. Quotation Process 3. Sales contract4. Sales order Process

13:00-16:00


4-JulSales Management (AXM)

5. Shipment Process 6. Truck Scale7. Sales return Process

09:00-15:00


0. Vendor Master Data 1. Purchase requistion Process 2. Purchase order Process

09:00-12:00

3. Purchase order Receipt Process 4. Purchase return Process

13:00-15:00


3-Jul

SOP Confirm

Sales Management (AXM)

1-Jul

2-JulInventory Management

PurchaseManagement (APM)

5-Jul


Item Month Date Location Participants Objective

1 July 1/07/2013 ~ 5/07/2013 Hai PhongDigiwin 2 Person

JKT team 4 PersonCFC Kick-off meetingCFC Survey & Diagnosis

2

8/07/2013 ~ 12/07/2013 Hai PhongDigiwin 3 Person

JKT team 5 PersonCFC Survey & DiagnosisCFC HW Installation( Mr. Sunu join with HW installation )

3

15/07/2013 ~ 19/09/2013 Both Side

【 Ganda group Internal process 】█ Document Preparation█ Issue Tracking and Discussion

4

22/07/2013 ~ 26/07/2013 Jakarta

Digiwin 2 Person[CFC]

Sales (Mr. Luong + Ms. Thuy) Logistic (Mr. Hien)

MIS (Mr. Tuan)PM Mr. Alex

JKT HW InstallationSOP Discussion█ Sales█ Distribution█ Inter-Company Transaction █ Vehicle Management( Mr. Tuan join with HW installation )

5

29/07/2013 ~ 3/08/20131 day more in Sat

Jakarta


Pur (Mr. Hai + Mr. Hung) Acc (Ms. Thanh Huong + Ms. Thao)

W/H (Mr. Viet + Mr. Tan)PM Mr. Alex

SOP Discussion █ Purchase █ Account Receivable █ Inventory Management█ Account Payable Discussion█ Warehouse Inventory


6 Aug 5/08/2013 ~ 9/08/2013 Hai Phong


HRD (Ms. Hien + Ms. Loan + Ms. Thanh) PM Mr. Alex

SOP Discussion █ Survey and Diagnosis of HRM █ HRM Application Training█ HRM Gap Analysis

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12/08/2013 ~ 16/08/2013 Jakarta


Group Lead Mr. Huang P.D Quarry Mr. Dat

Production Mr. HaiPakcing Mr. Thanh

F/G Mr. ChinhQ/C Mr. Huong

W/H Mr. Viet (Spare Parts)ACC Ms. Thanh Huong + Ms. Lan Anh + Mr. Viet

PM Mr. Alex

SOP Discussion █ Production Management█ Notes and Cashing Management█ General Ledger█ Cost Accounting█ Fix Asset(For Accounting)█ Ordinary Report

8

19/08/2013 ~ 23/08/2013 Hai Phong

Digiwin 3 PersonJKT team 4 Person

SOP Gap Analysis & Requirment Confirm█ TIPTOP B2B█ Truck Scale, Belt Scale█ Loca Leagal Report and Tax

9

26/08/2013 ~ 30/08/2013 Both Side

SOP,Basic Data Preparation and DiscussionInternal Key User Training


10 Sep 2/09/2013 ~ 6/09/2013 Both Side

SOP,Basic Data Preparation and DiscussionInternal Key User Training

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9/09/2013 ~ 13/09/2013 Hai Phong


Operation Training and SOP Reconfirmation

12

16/09/2013 ~ 20/09/2013 Hai Phong


Operation Training and SOP Reconfirmation

13

23/09/2013 ~ 27/09/2013 Both Side

【 Ganda group Internal Process 】Internal Training to End User and Document Preparation

14

30/09/2013 ~ Hai Phong

MIS Training for Programing, Reporting Modification Skill

Ganda ERP Project |

Three elements of success

The support of The support of Superiors!!Superiors!!

The support of The support of Superiors!!Superiors!!

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Synergy and teamwork for successful ERP ProjectSynergy and teamwork for successful ERP Project