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Deployment strategy

Deployment strategy. Agenda. Introduction Deployment strategy Pilot Choice Affiliates Deployment Plan People & Organization Next Actions. Introduction. Project objective

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Deployment strategy

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  1. Deployment strategy

  2. Agenda • Introduction • Deployment strategy • Pilot Choice • Affiliates Deployment Plan • People & Organization • Next Actions ©2003 Accenture. All Rights Reserved.

  3. Introduction • Project objective • to deploy a common ERP solution across our affiliates within 30 months, covering Finance, Procurement and Quote to Cash • The deployment strategy should address the following issues : • What is the best deployment strategy ? • Which affiliate will be the pilot ? • When will the affiliates be impacted and in which sequence ? • What resource needs to be mobilized for the program ? ©2003 Accenture. All Rights Reserved.

  4. Deployment strategyKey Principle : “Reduce as much as possible roll-out planning & risks” • Release • Keep release number as low as possible • to focus Project resources on the deployment • minimize local customization • Keep software version stable during deployment • Start with the latest software version • Pilot • Go for a “strong” and successful pilot • Integrate all the components of the release • Affiliates deployment planning • Deploy the solution by wave of affiliates • Launch large affiliates deployment as early as possible • Promote an integrated deployment (all modules together) for small affiliates • Deploy where it is needed ©2003 Accenture. All Rights Reserved.

  5. Deployment strategyWhat is a release ? • A release is defined by the following dimensions : • business scope (line of business, product range, etc.) • process list • functions • IT software modules • organization features • technology features • Each business capability has its own release scope, but the global release scope consistency need to be ensured to reduce roll-out time & cost. ©2003 Accenture. All Rights Reserved.

  6. Deployment strategyRelease Strategy • The following project phases must be distinguished : • The production of the software • The installation on the pilot • The deployment • The assumptions as of today are : • 6 production lots : • Finance • Procurement • Maintenance • Quote to Cash (Merchant & Hospital) • Quote to Cash (Home Care) • Quote to Cash (Tonnage) • 3 lots installations (*) : • Pilot installation n°1 : Finance / Procurement • Pilot installation n°2 : Quote to Cash & Maintenance (Merchant & Hospital) • Pilot installation n°3 : Quote to Cash & Maintenance (Home Care) • 3 or more waves for the deployment (*) See details for pilot installation in the appendix, page 21 & 22 Pilot installation for Tonnage is to be defined later ©2003 Accenture. All Rights Reserved.

  7. Deployment strategyHow to obtain an European release right from the release design and the pilot installation ? • By including in the design team internal people from Core affiliates (e.g., each for different lines of business). Their goal would be to : • produce in collaboration with key users from pilot affiliate • ensure that the requirements of other affiliates are taken into account • By charging the Business Capability Managers with the responsibility to ensure that the design meets European requirements • By validating the key decisions/orientations during the design & pilot phases through the current Project organization (Sponsors, Steering Committee) ©2003 Accenture. All Rights Reserved.

  8. Pilot ChoiceKey Principles • The choice of the pilot is critical because : • The first Project implementation should be a success • Should include and test all business lines • The other affiliates will wait for the pilot’s outputs • How many pilots ? • The same pilot for Finance/Procurement/Quote to Cash is a recommended solution because of the planning constraints (Quote to Cash pilot needs to be also a Finance Pilot) • The pilot should include only one affiliate because : • the pilot implementation requires huge effort for the affiliate => The number of pilots must be reduced to minimize business risks • the pilot experiences should be capitalized ©2003 Accenture. All Rights Reserved.

  9. Pilot ChoiceHow to select the pilot ? • The “analytical” (or “rational”) strategy • It consists in assessing the affiliates regarding measurable criteria • Pilot selection criteria : see appendix for details • Method used : the affiliates were assessed using data from the Application Mapping database, Euro study and Fit Analysis outcomes • The “experience-based” strategy • It is based on the experience and feeling of Business Capabilities Managers and IT Managers about the affiliates • Pilot selection criteria : see appendix for details • Method used : synthesis of internal “short lists” performed by each of the Business Capabilities Managers and IT Managers • Final selection process • internal Project agreement on strategy & short list (May, 17th) • short list debrief with Project Program sponsors (May, 18th) • affiliate commitment check-up (to be determined) • European review board validation (15th/16th June) ©2003 Accenture. All Rights Reserved.

  10. Pilot ChoiceSynthesis of the “analytical” strategy • The following affiliates cannot be candidates for the pilot because of excluding criteria (no merchant business or merchant turnover < 50 M €, joint-venture affiliate, fully healthcare affiliate, different current systems): • ABC Company, DEF Company, GHI Company, JKL Company, MNO Company, PQR Company, STU Company, VWX Company, and YZA Company • The remaining affiliates are the following (ordered by best ranking) : Current Solution CountryFinanceActive Cycle Maintenance • BCD Company Belgium Custom Custom Custom • EFG Company Portugal SAP Custom - (*) • HIJ Company Greece Package Custom Custom • KLM Company Germany SAP SAP SAP (to be installed) • NOP Company Switzerland Baan Baan Custom • QRS Company Spain Lawson Custom Package • TUV Company France Oracle / Package Custom Custom • WXY Company Italy Package Custom - (**) • ZAB Company Sweden SAP SAP SAP (to be installed) (*) No installation software known (**) Only installation cost follow-up software called Zapping (custom) ©2003 Accenture. All Rights Reserved.

  11. Pilot ChoiceSynthesis of the “experience-based” strategy • The top proposed candidates for Finance and Quote to Cash are (*) : DEF Company (Belgium) ABC Company (Portugal) GHI Company (Spain) 1 2 3 Pros + Business coverage + Medium IT conversion difficulty + Local skills (if SAP is chosen) + Low training difficulty (if SAP) - Few IT people but Spain support - Language - Transportation + Business coverage + Burning IT platform + Language - High IT conversion difficulty - Few IT people - No Tonnage + Business coverage + Strong local IT Team - Business impacts if roll-out failure - Training timeframe - Current system is working well - Language Cons (*) See details in the appendix ©2003 Accenture. All Rights Reserved.

  12. Pilot ChoiceSynthesis DEF Company (Belgium) ? • The top proposed candidates • for the pilot are : • Other considerations : • If Home Care functionalities are not included in the first Quote to Cash release, the Healthcare legacy system will have to continue running until Home Care release is completed. • How is the HomeCare system integrated to the Merchant system for Belgium, Portugal & Spain ? ? ? ABC Company (Portugal) GHI Company (Spain) ©2003 Accenture. All Rights Reserved.

  13. Affiliates Deployment PlanSequencing of affiliates • The following selection criteria have been considered to define the scope of the waves : • First wave: high business priority and reduced risk • Second wave: high or medium business priority • Third wave: remaining affiliates • The selection process is the following : • internal “dispatch” performed by the AL Project Program management team (May, 17th) • dispatch list debrief with Project Program sponsors (May, 18th) • European review board validation (15th/16th June) • Note : Euro constraints have been disconnected from the deployment strategy due to the roll-out • planning (few affiliates will be fully deployed on January, 1st 2002) ©2003 Accenture. All Rights Reserved.

  14. Affiliates Deployment Plan3 proposed scenarios : • Scenario 1 : ABC Company is pilot PILOT ABC Company • WAVE 1 • DFE Company, GHI Company, JKL • Company, MNO Company • WAVE 2 • PQR Company, • STU Company, • VWX Company, • YZA Company • WAVE 3 • BCD Company, EFG Company, • HIJ Company, KLM Company, • NOP Company, QRS Company • Scenario 2 : TUV Company is pilot # of users to train (*) : 139 1447 1806 1760 # of sites (*) : 12 103 77 152 # of legal entities: 8 43 12 44 PILOT TUV Company • WAVE 1 • WXY Company, ZAB Company, • CDE Company, FGH Company • WAVE 2 • IJK Company, • LMN Company, • OPQ Company • WAVE 3 • RST Company, UVW Company, XYZ Company, • ZYX Company, WVU Company, TSR Company # of users to train (*) : 222 1364 1806 1760 # of sites (*) : 10 105 77 152 # of legal entities: 3 48 12 44 • Scenario 3 : QPO Company is pilot • PILOT • QPO Company • WAVE 1 • NML Company, KJI Company, • HGF Company, EDC Company • WAVE 2 • BAZ Company, • YXW Company, • VUT Company • WAVE 3 • SRQ Company, PON Company, MLK Company, • JIH Company, GFE Company, DCB Company # of users to train (*) : 491 873 2023 1760 # of sites (*) : 32 73 87 152 # of legal entities: 8 40 15 44 (*) Inventory still in progress, some figures need to be validated or completed It’s a “logical” inventory : some physical users may be accounted for 2 or more. ©2003 Accenture. All Rights Reserved.

  15. Affiliates Deployment PlanExample of planning for the deployment Year 1 Year 2 Year 3 Year 4 Finance Procurement Pilot Wave 1 Wave 2 Wave 3 Example only : the duration of the waves has to be defined later Quote to Cash Pilot Wave 1 Wave 2 Wave 3 30 months ©2003 Accenture. All Rights Reserved.

  16. Affiliates Deployment PlanDeployment inside affiliates • 3 strategyes for the deployment in one affiliate : • “Global” by function : deploy one function (e.g. Finance/Procurement or Quote to Cash) in one piece for all the affiliates • “Regional” : within the affiliates, deploy region by region • “Integrated” : all functions deployed in one stream (Finance/Procurement + Quote to Cash solutions deployed consecutively)* Big Affiliates (ABC Company, DEF Company) Medium Affiliates (GHI Company, JKL Company) Small Affiliates (MNO Company, PQR Company, STU Company, VWX Company) Finance/ Procurement Global Global Integrated Quote to Cash Global or Regional Global or Regional (*) The strategy is feasible as soon as Finance/Procurement & Quote to Cash are achieved ©2003 Accenture. All Rights Reserved.

  17. People & OrganizationKey processes of the roll-out Test solution Authorize deployment on other affiliates Project Affiliate Design, Build & Test Install Software on Data Center Software Parameterization and set-up Go / No Go Go / No Go Train key users (Project Academy) Train end-users Go-live with new solution Legend Task for all affiliates Prepare roll-out industrialization tools Develop IT local adjustments (migration, interfaces, software installation) Task for the pilot only For all affiliates ©2003 Accenture. All Rights Reserved.

  18. People & OrganizationKey Responsibilities (Tasks, People, Places) Tasks Teams Locations Business Capability Deployed Affiliates Solution Center Data Center BCM Key Users (Design) Roll-out Team Design Team (IT Project) Roll-out Team (Competency Center) Architecture Team Projection & Support Team Design, Build & Test Project Full time Full Time Full Time Full Time Part Time Train key users Project Part Time Part Time Full Time Train end users Affiliate Part Time Prepare roll-out Industrialization Tools Project Full Time Part Time Develop IT Local Adjustments Affiliate Full Time Full Time Full Time Full Time Full Time Install Software Data Center Part Time Full Time Full Time Software Parameterization and Set-up Affiliate Part Time Full Time Full Time Part Time Part Time Test Solution Affiliate Part Time Full Time Full Time Part Time Part Time Part Time ©2003 Accenture. All Rights Reserved.

  19. Next Actions • Validate the strategy and the “short lists” • Agree / decide with sponsors and AL management • Communicate with the affiliates • Set up of all tasks with affiliate(s) involved in the Pilot • Choose the ERP solution • Select the pilot • Validate the deployment strategy ©2003 Accenture. All Rights Reserved.

  20. Appendix • Alternative for the Release strategy • Detailed criteria & results for the Pilot selection • Results for the sequencing of waves • Users Inventory • Euro Study : Workload & cost estimation for Project core affiliates ©2003 Accenture. All Rights Reserved.

  21. Release strategyAlternative • Release 0 (first deployed affiliates) : Finance/Procurement solution. • Release 1 : Quote to Cash solution with 2 alternatives : • Alternative 1 (*) : Release 1.1 includes Merchant + Hospital Release 1.2 includes Homecare • Alternative 2 (*) : Release 1 includes Merchant + Hospital + Homecare • Release 2 : Merchant/Hospital/Homecare business improvements + Tonnage solution Alternative 1 Alternative 2 Quote to Cash Merchant Quote to Cash Hospital Quote to Cash Homecare Quote to Cash Tonnage Quote to Cash Merchant Quote to Cash Hospital Quote to Cash Homecare Quote to Cash Tonnage Release 0 FINANCE / PROCUREMENT FINANCE / PROCUREMENT Release 1.1 2000 - 2002 Release 1.2 Release 2 2003 ... (*) : refer to “Fit Analysis Oracle - Executive summary - v 1.0” ©2003 Accenture. All Rights Reserved.

  22. Release strategyAlternative 1 is recommended • As of today : • Following affiliates are really waiting for a new Home Care system : Belgium & Portugal • There are few Homecare functionalities in the solution and only “breathing” functionality => few capitalization with the existing systems • The Homecare target business model should be built with the ABC-DEF team (fully business coverage) but : • ABC is busy with its current deployment until the end of 2000 • DEF is in a restructuring process and doesn’t have the resource capability to support such project • Conclusion : • Homecare IT solution should be developed when the above constraints will be solved • Alternative 1 is the recommended one : Quote to cash Home Care will be added in the target solution after January, in the release 1.2 of the system ©2003 Accenture. All Rights Reserved.

  23. Pilot ChoicePrinciples of the “analytical” strategy • There are 3 types of criteria used to assess the affiliates : • Disqualifying criteria (No merchant business or merchant turnover < 50 M €, joint-venture affiliate, full healthcare affiliate) • Criteria that would represent a business leap forward (B) • Criteria linked to the risk of failure (R) • For affiliates not excluded : • Each criteria has a weight (1, 3 or 5) • Regarding each criterion, each affiliate is scored (range from 0 to 5) • The criteria are the following : Criteria B/R Weight • Few local requirements B 5 • Merchant affiliate B 5 • Mono line of business affiliate R 3 • Data conversion complexity R 3 • High Euro migration savings B 3 • Poor and/or old system B 5 • IT team size R 3 • High availability of key users R 5 • Low number of users R 3 • Candidate to be pilot R 5 • No major specific legislation R 3 • WAN capability R 3 ©2003 Accenture. All Rights Reserved.

  24. Pilot ChoiceCriteria used for the “experience-based” strategy • 1. Business Relevance • Business line coverage (merchant as minimum) • Business performance (gaps between target & current model) • Few local requirements / few specific legislation • European representative businesses • 2. Personal Management commitment • Affiliates Management Team personal involvement & support • Burning Platform (urgency to change) • Business • IT • Euro migration • Concurrent projects • Availability of key users • Sponsoring • 3. Complexity & Risks • IT (interfaces, data conversion, systems) • Organization • WAN capability • Language Capability • Geographical Accessibility • 4. Change Barriers • cultural • social tension • The following criteria • were used to select the • pilot : ©2003 Accenture. All Rights Reserved.

  25. Pilot ChoiceThe short lists of candidates for pilots are the following : ©2003 Accenture. All Rights Reserved.

  26. Affiliates Deployment Plan • The consolidation of the internal “dispatch” performed by the BCM and the IT Managers is the following : ©2003 Accenture. All Rights Reserved.

  27. List of Affiliates - Users InventoryAs of today, our knowledge of the number of users to train is the following : These companies are out of the first deployment phase (30 months) ©2003 Accenture. All Rights Reserved.

  28. Euro costs estimations (in k€)(extracted from the EURO Workload and cost estimation for Project core affiliates presentation of March, 8th) ©2003 Accenture. All Rights Reserved.

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