QuinnDBS234toDBSi50DeploymentOverview2

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DBSi 5.0 Deployment Overview
Quinn
March 22, 2011
DBSi 5.0 Deployment Overview
Agenda
 Deployment Timeline and Key Activities
 Deployment Roles and Responsibilities
 Questions
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DBSi 5.0 Deployment Overview
Deployment Process Timeline
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Deployment – Key Activities
Pre-Planning:
Entry Criteria:
• Finance decision made
Tasks:
• Develop Project Timeline
• DBSi 5.0 Environment Hardware Allocated – iSeries HW &
Coda Servers 5.0
• Schedule Launch
• Request Coda XL/Word Licenses
Milestone / Exit Criteria:
• Deployment Agreements Signed
• CODA eAssets/eProcurement decision made
• Dealer Implementation Team Created
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Launch Meeting
Launch:
Entry Criteria:
• Deployment Agreements Signed
• CODA Software Package Delivered
• DBSi 5.0 Conversion Package Delivered
• DBSi 5.0 Release Package Delivered
Tasks:
• Project Kickoff - Deployment Overview
• Review Deployment Launch presentations
• Coda eFinance Overview
• DBSi 5.0 Integration w/Coda
• DBSi 5.0 Conversion Process
• Deliver BPW
• Review CODA Client software
Milestone / Exit Criteria:
• Coda Client Software Reviewed
• Coda Training Scheduled
• DBS 2.3.4 Data Cleansing Strategy Planned
• DBSi 5.0 Delta Training Planning Started
Copyright © 2009 Accenture All Rights Reserved.
Additional Dealer Planning
Tasks:
• Document changes to Chart of Account (COA) structure
• Coda e-Finance servers in place and loaded with Coda
application, base company & training company
• DBSi 5.0 test environment built
• Complete initial pass at all conversion cross reference
spreadsheets
• Complete BPW prep pack
• Complete CODA Client Installs
• Review Dealer Task List
Milestone/Exit Criteria:
• Initial draft COA completed
• Initial draft conversion cross reference spreadsheets completed
• Coda V4 Retirement Planning Completed
DBSi 5.0 Deployment Overview
CODA Training/Configuration
Coda Training/Config
Entry Criteria
• BPW Customer Preparation Pack completed
• Coda servers built (TRN, FDC, PRD Instances)
• CODA Client Installs completed
Tasks:
• Key users workshops (Coda): Functional Enablement/Design, Reporting, & Coda security
• Key users workshops: Finance interfaces, cutover planning
• Key user training: Coda Application overview & maintenance, e-Customiser, Cash Mgmt, Credit Desktop, &
Multi-Company
• Coda XL Training
• Training on data conversion processes
• Training on DBSi 5.0 core changes (Parts, Service, EMS updates, database & program changes)
Milestone / Exit Criteria:
• Key Users trained & have attended all workshops
• Dealer Finance Lead (Process Owner) Approved all Coda E-Finance workshop decisions
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Dealer Configuration
Dealer Configuration:
Tasks:
• Finance Config:- Create master data for migration - companies, documents, elements, balance,
year, currency, groups, tax, hierarchies, pay masters, presenters, selectors, input templates, and
users.
• Review Dealer Task List
FDC/DDC:
• Update/test Critical path FDC/DDC’s
Milestone / Exit Crtieria:
• Finance functional configuration complete and approved by Dealer Finance Lead (Process Owner)
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Conversion Test
Conversion Test
Entry Criteria:
• Test/FDC Coda Configured & Ready for Conversion Test
Tasks:
• Cleanse, Convert & validate, GL Account, Elements, Hierarchies, 6 periods of Coda V4 detail & summary
data. Include a month-end & year-end close out.
• Configure the conversion menu (define the required companies)
• Perform the initial backup
• Develop Production Data Conversion Schedule
Milestones\Exit Criteria:
• FDC/DDC Conversions complete
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Production Conversion
Production Conversion:
Entry Criteria:
• Production Data Conversion Schedule completed
Tasks:
• Cleanse, Convert & Validate all Coda V4 Data into Coda V11
Checkpoint 1:
• GL Accounts, Elements, Customers and Vendors converted
• Coda V4 Summary Conversions
• Early Go-Live Decision Point
Checkpoint 2:
• 20% to 30% of Coda V4 Detail history
Checkpoint 3:
• 80% to 90% of Coda V4 Detail history
Milestone/Exit Criteria:
• All data converted except final period(s)
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Business Testing / Train End Users
Business Testing:
Entry Criteria:
• Prepare Mock environment & Coda Servers
• Business Test Environment Data Date Set (prd database backup date)
• Business Testing User Security, PC's & Room(s) Identified
• Business Testing Plan completed
• FDC/DDC Work Plan completed
• FDC Entry Code Cross Reference Completed
• FDC Customer Cross Reference Completed
• FDC Document Source Input Spreadsheet Uploaded
Business Testing:
• Complete Business testing (Business scenario testing) in dealer
integrated environment
• DDC/FDC testing
Training:
• Complete End-User training (Finance/DBS Parts, Service, EMS)
Milestones/Exit Criteria:
• DBSi 5.0 Business Testing complete & all severity 1 & 2 issues resolved
• Batch Testing Completed
• Mock Cutover Completed
• All FDC/DDC’s updated/tested
• End users trained
• Production Cutover Planning Completed
• Delta Training Completed
• CODA Input forms completed and tested
• CODA security set up and tested
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Go-Live
Go-Live:
Entry Criteria:
• Hot / High issues completed
• All Data Converted Except Final Period(s)
• Production LPAR Full System Save
• DBS Customer Adds/Updates Frozen
• Coda V4 Vendor Adds/Updates Frozen
• Pre Conversion DBS Batch Scheduled
• GL Posting Extract
• Go-Live Go/No Go Meeting
Tasks:
• Complete DBS Batch Activities
• Convert master data & final period(s)
• 5.0 Upgrade
• Migrate DDC changes from test environment to production
• Dealer validation test
• Business Catch up
Milestone / Exit Criteria:
• Final finance data converted
• Final system validated
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Roll-Out Support
Roll-Out Support:
Tasks:
• Remote Support through 1st month end
• Coda V4 & Conversion tools removed 6 weeks following go-live
Milestones / Exit Criteria:
• Final Executive Update
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Deliverables

Pre-Planning – Prepare for deployment - hardware ordered; contracts signed; Identify & form
teams

Launch – Kick off – Coda v11 overview; review data cleansing and extracts, element and
external reference helpers, schedule deployment work plan and training dates

Dealer Planning – Initial draft of COA completed; Coda servers in place and pre-loaded; initial
draft of conversion cross reference spreadsheet completed

Training and Configuration – Key users trained and work shops completed; Dealer Finance
Lead approved all Coda e-Finance workshop decisions

Dealer Configuration – Finance functional configuration complete and approved by Dealer
Finance Lead

Conversion Test – Data Upload and UAT complete

Production Conversion - Convert finance data and CODA input forms completed and tested

Business Testing – All testing complete and End users trained

Go-Live – Cut Over from DBS 2.3.4 to DBSi 5.0

Roll-Out Support – Post implementation support
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Responsibilities Overview
Accenture/CODA
1.
2.
3.
4.
Co-manage deployment project
plan with dealer counterpart
Dealer
1.
Manage 5.0 implementation plan
2.
Qualified and available Finance key
users
3.
Support dealer during data
conversion
Attend workshops and key user
training
4.
Configure Coda e-Finance
Conduct status calls
5.
Approve e-Finance Designs
6.
Execute and validate Finance Data
Conversions per schedule
7.
Train all end-users
8.
Update and test all FDC/DDC’s/Third
Party Software integration
9.
Test/validate Mock & Final Cut-Over
Conduct key user training and
workshops
10. Manage Deployment Environments
Activities
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Deployment Roles & Responsibilities
Dealer – General
DBSi Champion/Executive - (1 Person)
–
Charter & Sponsor DBSi 5.0 Project
Deployment Project Manager - (1 Person)
– Coordinate Deployment Activities
– Manage deployment project, coordinate supporting resources/activities, manage risks,
& escalate as needed.
– Manage Local Issues Log
– Report timeline status updates
– Plan & Coordinate Mock, Business Test, Business Transition & Final cut-over activities
– Schedule & coordinate CODA Training
– Coordinate deployment scheduling/timeline updates
– Provide support for FDC and Production Conversions
– Provide support for Post Go Live
– Coordinate environment activities
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Deployment Roles & Responsibilities
Dealer – Finance
Finance Process Owner
– Approves Coda E-Finance designs
Finance Key Users (2 persons, minimum.. 4 persons recommended)
–
–
–
–
–
–
–
Attend all key user training and finance workshops
Document finance processes and complete configuration of Coda
Convert and validate finance data
Define reporting requirements & develop desired reports
Deliver Coda E-Finance end user training
Complete mock cut-over testing/validation
Execute finance cut-over tasks (final periods)
Finance SME's (Varies)
– Assist with areas of finance expertise as needed during Coda E-Finance
workshops & configuration (Ex. Credit Manager)
Finance End-Users (Varies)
– Attend end user training for Coda finance
– Assist as needed for mock testing validation & cut-over validation
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Deployment Roles & Responsibilities
Dealer – IT
Dealer IT Manager (1 person)
–
–
Manage & coordinate IT activities (Data conversion/DDC testing and data cleansing)
Assist with DBSi environment coordination activities/resources
Dealer IT Analyst (1-2 persons)
–
–
–
Assist with finance data conversion
Test & update FDC/DDC’s with DBSi 5.0
Assist with Coda security
Dealer – Other Departments
Dealer DBS Core Key Users (1 person/department)
–
–
–
–
–
Participate in DBSi 5.0 testing
Attend Key User training on Parts/Service program changes
Provide training to end-users on Parts/Service program changes
Evaluate new 5.0 functionality
Validate mock & cut-over testing as required
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Deployment Roles & Responsibilities
Accenture/CODA Deployment Roles - Primary Dealer Engagement
Deployment Coordinator (1 person)
–
–
–
–
–
–
–
–
–
Manage deployment project & budget, escalate issues as needed
Assist with SRs (escalate as needed or assist with specific issues (i.e. bug/fix, environment issues
for hosted dealers))
Conduct Project Launch meeting at Dealership to mobilize dealer for deployment
Provide off-site support for FDC and Production Conversions
Assist dealer with Mock & Production Cutover planning
Coordinate Delta training sessions
Provide off-site support for Business Testing
Provide off-site support during Go Live (production cutover)
Provide off-site support for Post Go Live
CODA Implementer (1 person)
–
–
–
–
Conduct key user training for all Coda finance modules
Conduct Business Process Workshop: Finance process mapping to functional design, finance
reporting, and finance security.
Support/Assist deployment during Coda configuration & validate final configuration prior to data
conversion
Support dealer business testing, finance transition planning, final cut-over activities, & support 1st
month end.
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
Deployment Roles & Responsibilities
Accenture/CODA Deployment Roles - Primary Dealer Engagement
Finance Implementer (1 person)
–
–
–
–
–
–
–
Conduct Coda/conversion overview in Launch meeting at Dealership
Provide off-site support for CODA Training, FDC and Production Conversions
Assist dealer with DBSi 5.0 integration questions and setup
Provide off-site support for Mock Cutover and Business testing with dealer
Provide off-site support for Business Testing
Provide off-site support during Go Live (production cutover)
Provide off-site support for Post Go Live
Tech Support (1 person)
– Assist with technical system and integration questions
– Provide off-site support during Test/Production conversions, Mock, and Go Live
(production cutover)
Accenture/CODA Deployment Roles - Supporting
DBSi Functional Support SME’s (1 person per functional area)
– Provide off-site support on new or changed DBSi 5.0 functionality from DBS 2.3.4
during the identified deployment project timeline (via conference calls and/or e-mail as
needed)
Copyright © 2009 Accenture All Rights Reserved.
DBSi 5.0 Deployment Overview
On-Site Time
Suggested on-site time shaded above. Actual on-site time to be determined
by Dealer, Accenture, and CODA
Copyright © 2009 Accenture All Rights Reserved.
Questions / Comments
Copyright © 2009 Accenture All Rights Reserved.
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