The Diary of an EE Upgrade
Toni Clubb – CFO Vita Tech
International
Ray Greenwood – Strategic
Information Group
Overview
Go Decision
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Company Background
Why Upgrade?
Upgrade Decision Activities
Conversion Planning
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Conversion
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Identify System Changes and Required Resources
Assemble and Prepare the Conversion Team
Set the Conversion Timeline
Assess Data Conversion
Environment Schema
Training
System Validation
Actual Conversion
Post-Conversion Activities
Company Background
Why Upgrade?
• Financial functionality – IFRS
• Process manufacturing functionality
• Strategic positioning for EDI
processing in mass markets
• Improved transaction auditing
• New software technology and
framework .Net UI
Upgrade Decision Activities
• Attended EE Financials Fundamentals Class
• Completed QAD’s Q-Scan
• Conducted a QAD on-site visit
• Got QAD endorsement
• Engaged SIG consulting
• Identified Proposed System Changes
• Developed a Conceptual Project Plan
• Estimated costs/benefits for management
Conversion Planning
Identify System Changes
• IFRS concepts of accounting
• Multiple currencies
• “Layered” structures
– Multiple entities
– Ability to apply or rollback transactions
– Complex data structures
• Enhanced system security
• Improved functionality
Conversion Planning
Identify System Changes
Overview
Product
Change
Control
Quality
Purchasing
Sales
Inventory
Control
Operational
Modules
Manufacturing
Financials
2010 Enterprise Edition Financials
Financial
Module
Conversion Planning
Assemble and Prepare the Team
QAD Enterprise Edition 2010 Conversion Team
Ray Greenwood
SIG–Senior VP
Project Coordinator
Internal Core Team Members
Toni Clubb
CFO
Project Team Leader
Cynthia Koetke
SIG–Sr. Technical Mgr.
Installation/Conversion
Specialist
Marcia Dean
SIG-Consultant
Financial Specialist
Scott Blaska
IT Manager
Installation/Conversion
Specialist
Sal Canale
Sr. Systems Admin.
Security/Reports
Specialist
Robin Ward
Dir. Of Logistics
Operational Transactions Specialist
Systems Validation Team Leader
Carol Summo
Administrative Mgr.
Accounts Payable
Specialist
Teresa Mumm
Sr. Staff Accountant
Current Financial
Systems Expert
Kevin Edwards
Senior Buyer
Cyberquery Reports Expert
Optio Reports Specialist
Conversion Planning
Set the Conversion Timeline
2010
TASKS
Pre-Conversion Tasks
Software Installation on Test Server
Conversion Preparation
Accounting and IT User Training
Verify Functionality of Bolt-on Products
Validation Activities
End User Training
Update All Affected SOP's & Process Maps
Conversion
Post Conversion Reports
March
April
May
June
July
August
Conversion Planning
Assess Data Conversion
Conversion Planning
Assess Data Conversion
Pre-Conversion Utilities
1.
Employee Entity Utility
2.
End User Contact Utility (duplicate contact names)
3.
Control Account Utility
4.
Orphaned Address Utility
5.
Credit terms Utility
6.
Data Preparation Report
7.
GL Account Type Utility
Environment Schema
Security Profile Differences
Training
• QAD classroom training “Financial Fundamentals”
• On site training with Vita Tech data
• Developed training tools
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Acceptance testing scenarios
Process flow charts
Work instructions
Menu mapping
• Security training for IT
Squirrel!
Training
Menu Mapping
Training
Differences for Users…
• Business Relationships
– Customers & Suppliers (Bill-to / Ship-To / Sell-To)
• Enhanced Browses and Reports
– Sales Order history
– Dashboards
• Menu numbers
• New Browses
– component check by work order browse collection
System Validation
• Revised prior validation documents for EE vs. SE
• Completed the hardware & software installation qualification
• Tested 100% custom programs and 3rd-party enhancements:
Cyberquery, Radley, SIG Alerts, and SIG Connects
• Executed “High Risk” hazard analysis validation tests
• Reviewed menu security
• Completed system wide “Stress Test”
• Prepared Validation post go-live verification report
Actual Conversion
Data Conversion Process
• Key decisions:
– Chart of Accounts remained the same (no
SAF’s)
– Financial reporting remained custom with
Crystal Reports
– Skipped data reduction
Actual Conversion
Test Conversion Trials
Vita Tech chose to utilize SIG to
complete the conversion execution:
• Test 1 March 2010
• Test 2 June 2010
• Go-Live August 1, 2010
Actual Conversion
Go-Live Schedule
Sun
Sun
Sun
Mon
Tue
Mon-Jul 26
Acceptance
Testing
Set up
Favorites
Tue-July 27
Stress Test
Mon-Aug 2
Tue
Live EE 2010
Wed-Jul 21
Wed-Jul 28
Review SOP’s
Wed
Thu-Jul 22
Fri-Jul 23
Training
Acceptance
Testing
Thu-Jul 29
Fri-Jul 30
New System
Sign-Off
Thu
Sat
Sat
Close Month
Start
Conversion
End
Conversion
Fri
Sat
Actual Conversion
Timeline
 Friday afternoon final shipments completed and all
transactions updated…..close SE.
 Pre-conversion utilities run in 1 hour (IT & CFO)
 SIG started the data conversion process
 Advanced Team arrived at 7 am Saturday morning
 Completed post go-live checklist
 Post go-live reports run and compared to SE version
 Validation team arrived 9 am
 Tested formulas, PO’s, Open Sales Orders, PCO status
 System released to full production 4 pm
 SE version rendered unavailable to general users
 Monday morning…business as usual
Post-Conversion Activities
Set Up
• Security
• Daybooks
• GL Transaction Profiles
– Accounts & Cost Centers
• Accounting Layers
• Cash Groups
Post-Conversion Activities
Feedback
• Operational users had “very little change”
• Accounts payable “much easier”
• Dashboards are “awesome”
• Excel integration “powerful”
• User ability to customize browses “very helpful”