Ashoka Indonesia
Implementation Kick-off
August 2014
Implementation Kick-off Agenda
Project Organization & Structure
Project Overview & Scope - TBD
Implementation/EUT Approach & Methodology
Near-term Timeline & Next Steps
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Project Organization Structure & Responsibilities
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Project Organization
Ashoka
Indonesia
Netsuite
Team
SuiteVolunteer
Management Team
Project Sponsor
Consultant /
Project
Manager
Team Member /
Business
Process Owner
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Team Member /
Business
Process Owner
Jayson Malla
PS Consultant / Acting
Project Manager
Team Member /
Business
Process Owner
Gavin Neels
Snr Pre-Sales Solutions
Consultant
Racquel Castillo
Professional Services
Consultant
Sven Hansen
Snr Sales and Marketing
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Roles & Responsibilities – NetSuite Team
Project Sponsor
−
Professional Services Practice Manager
−
Responsible for overall Quality Assurance
−
Manages resources
Project Manager
−
Project Management of the NetSuite delivery.
−
Responsible for managing resources &
escalation for risk and issues
−
Manages Scope, Timelines and Budget
Consultants
−
Responsible for designing NS overall solution
−
Leads requirements gathering session
−
Primary point of contact during implementation
−
Develops processes and system configuration
necessary to meet business requirements
−
Works with Ashoka Indonesia during scoping,
configuration, testing and deployment of
NetSuite
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Roles & Responsibilities – Ashoka
Indonesia
Project Sponsor
− Provides overall project direction
− Provide resources needed for successful
implementation
− Resolve cross-functional issues
− Attend monthly project meetings Review project status, risks and key
issues
Project Manager
− Oversees implementation with respect to
scheduling and planning
− Coordinates project team resources
− Point of contact for all day to day project
operations
− Works with NetSuite consultants
throughout project
Administrator
− Attends all meetings
− Point of contact for all day to day
project operations
− Works with NetSuite consultants
throughout implementation
Business Process Owners
− Design and approve requirements and
process flows for applicable functional
area
− Decision making on configurations
− Attend all assigned meetings
− Work with NetSuite consultants
throughout implementation to configure
and test the application
− Complete assigned tasks such as
consolidate data to be migrated,
cleanse and de-dupe data
− Provide appropriate updates as to
issue status and task completion
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Project Overview and Scope
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Project Overview
Simple Implementation
NetSuite will provide Ashoka Indonesia with the ability to
manage and report on their business units (subsidiaries) in
one consolidated system
Guidelines
− Leverage standard NetSuite functionality as the best practice
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Project Goals and Objectives
Consolidate multiple systems into a single system of record
Improve visibility across the business via executive dashboards &
real-time reports
Efficient business processes and workflows
Easily add entities
Mutual Goals and Objectives
− End User Adoption
− Project Completion Activities
– Professional Services Customer Survey
– Project Completion Approval
– Successful Transition to NetSuite Customer Support
− NetSuite Reference
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Scope Review
Functional Processes
− Record to Report
− Design to Build
− Web to Order
− Procure to Pay/Return to Debit
− Order to Cash/Return to Credit
NetSuite Features
− NetSuite OneWorld (one
subsdiary)
− Advanced Financials
− Advanced Inventory
− Electronic Payments
− Revenue recognition
− Site Builder
Analytics Consulting
− 40 hours for Dashboards, Saved
Searches & Reports
Data Migration
− 20 hours of consulting assistance
End User Training
− To be delivered by NetSuite trainer
via Web conferencing
Single phased implementation
Sandbox environment
Exclusions
− SuiteCommerce Web Design
− Technical Consulting
− SuiteScript Customizations
− SuiteTalk Integration
− Functional areas & configuration
not included in the SOW
− eCommerce Edition
Configuration & Setup
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Project Management
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Project Management Process
Status Reporting
− Project managers are responsible for producing and distributing reports to respective teams
− Teams members are responsible for reviewing and updating as appropriate
Project Plan Updates
− Each task owner is responsible for providing status updates to project manager(s)
− Updates required on a weekly basis
Change Control
− All changes to the project will be handled through a review process in the project status
meetings with an assessment of impact on time, resources and cost
− A change order will be provided to Ashoka Indonesia for review and approval whenever
necessary
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Implementation/EUT Approach & Methodology
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NetSuite One Implementation
Methodology Built from Experience
Initiate
Analyze
Design
Configure
Validate
Deploy
Optimize
Shared consulting model reduces cost and promotes self-sufficiency
Joint requirements gathering (Initiate, Analyze & Design) for entire scope
End User Training delivered virtually (with materials)
Customer leads and manages UAT (Validate) with NetSuite assistance
NetSuite Administrators take point on post go live support
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NetSuite One Implementation Methodology
Initiate
Analyze
Design
Configure
Validate
Deploy
Objective
Define the objectives, strategy and project team members for the Project (Phase).
Key Activities
•
•
•
•
•
Scoping and Planning Workshop to identify project objectives, team and scope
Project (Phase) Kick Off Meeting Conducted
Distribution of Business Process Questionnaires
Project team educated on NetSuite application
Select Adoption Leadership Team
Deliverables
•
•
•
Project Charter
Project Kick Off Presentation and Materials
Business Process Questionnaires
Milestone Approvals
• Project Charter
• Stage Assessment Approval
Optimize
NetSuite One Implementation Methodology
Initiate
Analyze
Design
Configure
Validate
Deploy
Optimize
Objective
Define existing processes, validate data sources, identify business process gaps and document customer
requirements.
Key Activities
•
•
•
•
•
•
•
•
Review Completed Business Process Mapping Questionnaires
Business Process Mapping Workshop Sessions
Initiate Process Use Case Development
Validation Data Migration Sources
Plan Data Migration Strategy
Identify Training Requirements
Develop EUT training plan strategy
Technical Requirements Identified
Deliverables
•
•
•
•
•
•
Business Requirements Document
Data Migration Requirements Document
Integration Requirements Document
User Enablement Requirements Document
Use Case Materials
Project Plan Updates
Milestone Approvals
• Stage Assessment Approval
• Business Requirements Document
• Data Migration Requirements Document
• Integration Requirements Document
• User Enablement Requirements Document
• Project Plan Update for
Design/Configure/Validate/Deploy
NetSuite One Implementation Methodology
Initiate
Analyze
Design
Configure
Validate
Deploy
Optimize
Objective
Define how to implement the requirements by translating functional requirements to application specific
requirements.
Key Activities
•
•
•
•
•
•
Specify forms, dashboards, reports and searches
Design screen flow to business process workflow
Conduct prototype workshops
Design security and access structure
Prepare Training Plan
Create go live Support Plan
Deliverables
•
•
•
•
Solution Document
Field and Form Design Specifications
Project Plan Updates
Training Plan
Milestone Approvals
• Stage Assessment Approval
• Project Plan Update (Configure/Validate/Deploy)
NetSuite One Implementation Methodology
Initiate
Analyze
Design
Configure
Validate
Deploy
Optimize
Objective
Configure and customize the NetSuite application based on documented requirements. Plan migration,
training and user acceptance testing activities.
Key Activities
•
•
•
•
•
•
Setup, configuration, extension of application
Configuration reviews
Knowledge transfer to Administrator during and at end of each phase
Test data loaded
Prepare user acceptance scenarios and test plans created
Tailored curriculum & training materials for user adoption & change management
Deliverables
•
•
•
•
Complete UAT plans
Complete process walk-through documents
Training plan & materials
Test data loads
Milestone Approvals
• Stage Assessment Approval
• Configured NetSuite Application
• Project Plan Update (Validate/Deploy)
NetSuite One Implementation Methodology
Initiate
Analyze
Design
Configure
Validate
Deploy
Objective
Confirm readiness for deployment of the application to the organization.
Key Activities
•
•
•
Execute test scripts and use cases
Assess change readiness
Use cases – define several examples and identify those that are outliers
Deliverables
•
Executed Test Plans
Milestone Approvals
• Stage Assessment Approval
• Successful UAT
• Project Plan Update (Deploy)
Optimize
NetSuite One Implementation Methodology
Initiate
Analyze
Design
Configure
Validate
Deploy
Objective
Conduct final rollout activities to move the NetSuite application into production status.
Key Activities
•
•
•
•
Train End Users
Migration of Final Data Loads
Go Live Activities
Strategy around End User Training will be critical to end user adoption
Deliverables
•
•
Delivered Training Programs
Data Migration Finalized
Milestone Approvals
• Stage Assessment Approval
• Live Operations on NetSuite
Optimize
NetSuite One Implementation Methodology
Initiate
Analyze
Design
Configure
Validate
Deploy
Optimize
Objective
Transition to ongoing operations and definition of future enhancements/next phase.
Key Activities
•
•
•
•
•
Fine tuning after period close
Roll out ongoing application management programs – issue logging, enhancement requests, user advisory group
Transition to NetSuite Customer Support
Checkpoint program schedule defined
Determine further optimization
Milestone Approvals
Deliverables
•
•
Application Management Plan
Continuing Education Program
•
Project Completion
Near-term Timeline & Next Steps
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High Level Typical Project Schedule
Key Considerations Related to Project Timeline
Blackout dates, vacations,
absences of key participants
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−
−
−
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Holiday shutdowns
Planned vacations
Leaves of absence
Internal conferences
Other competing initiatives or
dependencies
−
−
−
−
Audits
System implementations
Product releases
Other
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Next Steps
Define Ashoka Indonesia Implem Team
Scoping and SOW
NetSuite & Ashoka Indonesia to prepare for Business Process Mapping
sessions
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Q&A
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