TEAM Ashish Lalpuria – 34 Sachin Mundra – 36 Prashant Sawant – 51 Suraj Shetty – 57 Anup Tripathi – 59 Sachin D'souza – 63 ROADMAP: Background Implementation challenges Change Management Issues Summary BACKGROUND Company using these software is into Media and Advertising Business Migration is from a legacy fox based system “AMPS” to a Java based Mid range ERP “Maconomy” Maconomy is UK based firm specializing in ERP for creative media agencies Maconomy was implementing this ERP for the first time in India ISSUES & DRAWBACKS OF OLD SYSTEM Fox Based System Volatile Software User defined controls was absent in AMPS Sox Controls Missing Data stored in DBF Files Only standard reports available Branch Accounting not possible Customization not possible System was not real time, visibility to financials only in month end Limitations on number of characters to be entered ISSUES & DRAWBACKS OF OLD SYSTEM Preparing reports too time consuming Issues meeting reporting deadlines Too much time required in formatting reports Interdivisional entries are possible MACONOMY Maconomy is a state-of-the-art Mid-range ERP package which caters to needs of Advertisement and other businesses engaged in Service sector. It will help provide access to real time information and thus help make operations more efficient. User defined role specification possible Interdivisional entries not possible Better SOX Controls Reports can be written in the formats in which the same is required Data can be accessed from all locations of India Customization of Maconomy possible as per management needs MACONOMY Time saved in formatting reports and data required for preparing MIS Make the process of generating and reviewing Brand & Client Profitability Reporting much quicker and easier Helped in Process improvement and waste elimination in reporting tasks GL Reconciliation possible Foreign Exchange Gain loss calculation done automatically Entry Upload possible through upload of Text File thus resulting into time savings. PROCESS OF DATA MIGRATION Audit Trail Monitoring & Control Data cleansing Export Data formatting Import Data conversion tasks: Existing database(s) Define the types of data Define the amount of historic data Complete the data cleansing Test the data conversion Complete the data conversion Audit the data transfer Maconomy database IMPLEMENTATION ISSUES Management Issues ERP dump in India from UK office Server to be located in UK and not in India requiring higher bandwidth requirement Process revamp required because of the new system Many new members in the organization due to which formation of Implementation team was difficult Vendor Issues First implementation in India for Maconomy Modules for Indian Scenario were not readily available Complicated tax structure of India made it difficult for the Professionals to design a perfect tax module Language Barriers IMPLEMENTATION ISSUES Other Issues Migration of all systems into Maconomy Requirements and User Acceptance Test cases were out of sync Bugs related to integration with vendors and clients systems were detected too late CHANGE MANAGEMENT ISSUES AND RESOLUTION Resistance from “Top Management” for a Change management plan, approach was to shove it down the employees throats Resolution: Vendor carried out a series of meeting with the Project sponsor and committee to explain drawbacks emphasizing on the following points with regards to time and money Low employee motivation, resulting in lower productivity Increase in re-work of the new system due to in-correct requirements being given Additional features not being highlighted initially will result in additional work Parallel runs would mean additional work for the employees which might not be taken well CHANGE MANAGEMENT ISSUES AND RESOLUTION Redundant process will get rebuilt in the new system hence reducing the advantage of the new system Non-active participation of users Resistance to new system from the employees Resolution: One representative from each team was sent to UK to be trained as a super user Train users from their teams Collectively they came up with improvements / suggestions that they would like CHANGE MANAGEMENT ISSUES AND RESOLUTION Requirement kept changing with delayed inputs from users Resolution: Minimum 2 representatives from each team were identified to own up the requirements for their team and scope of work. This made sure that the requirements came from the end users Understanding of the vendor was reviewed before going ahead. Process Revamping Resolution: Managers from every department were involved in the restructuring of processes to pick the right kind of tailoring and not to be enforced with something which was not practical CHANGE MANAGEMENT ISSUES AND RESOLUTION Employee insecurity due to change in processes and under-utilization Resolution: Managers were asked to make a list of expected change in roles / responsibilities of the employees due to the new system and processes in place. These were to be discussed with the employees and a training plan was to be put in place, additional bandwidth of employees due to the changes were to be harnessed after discussing interests and opportunities with the employees. HR head of India operations was to lead this activity with a team dedicated to ensure support to managers SUMMARY IN A NUTSHELL REFERENCE: One of the team member was working with this company and was part of this ERP Implementation. THANK YOU The only thing constant in life is Change.