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 Copyright © 2009 Accenture All Rights Reserved. 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.