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ERP Project Kick Off

ERP Project Kick Off. Jakarta 10 June 2013. There is no I in TEAM . The kick-off meeting is the official start for ERP Project. It establishes the priorities, tone, and energy for the project and helps to get a common understanding on: P roject scope Project approach P roject schedule

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ERP Project Kick Off

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  1. ERP Project Kick Off Jakarta 10 June 2013

  2. There is no I in TEAM

  3. The kick-off meeting is the official start for ERP Project It establishes the priorities, tone, and energy for the project and helps to get a common understanding on: • Project scope • Project approach • Project schedule • Project Team / Organization • Support Required

  4. Agenda Ganda ERP Project Scope & Benefit Project team TIPTOP TIM and each milestone approach Project Plan (with Schedule) 1 2 3 4 3

  5. Expectation from Top Management Mr. Tony Liu 4

  6. Agenda Ganda ERP Project Scope & Benefit Project team TIPTOP TIM and each milestone approach Project Plan (with Schedule) 1 2 3 4 5

  7. Why to start the project Need to have integrated system Existing system doesn't support current business operation. Need to have a computerized system / a tool for Financial and Accounting and other supporting tools to assure company data consistency, integrity, correctness, real time & transparence to enable faster and better decision making Concern of future business growing

  8. Project Goals To have Integrated Enterprise Resource Planning (IERP) system which include application modules to support our business process. Toimprove the efficiency and co-ordination among business units. To provide management with up-to-date information for better decision making To Improve on the internal control of the company To enhanced computerization of daily work from 40% up to 90% Improved automation and limit the manual data entry Input source data from the H/W devices (weighting scale, fingerprint…) automatically import for all of process and reports Provide reports at each unit of the business process timely To enable closing of monthly financial accounts on timely manner.

  9. Scope of Implementation WHI Chinfon Cement Corporation Vietnam AASTAR Gama Group PT Ganda Group PT SAG – KSO Semen Kupang PT Cemindo Gemilang WHI Chinfon Cement Cemindo Gemilang AASTAR Singapura Subsidiary PT NSD Cement Sole Distributor Bayah Cement Plant 10.000 TPD Clinker Grinding Plant at Ciwandan 750.000 TPY Cement PT ANP Transport Company Grinding Plant at Medan 750.000 TPY Cement PT MM Ready Mix Concrete Company Grinding Plant at other (TBD) 750.000 TPY Cement 8

  10. Scope of Implement Modules

  11. Customization Modules in Ganda Project 10

  12. Agenda Ganda ERP Project Scope & Benefit Project team TIPTOP TIM and each milestone approach Project Plan (with Schedule) 1 2 3 4 11

  13. Ganda IDN Project Leader Toto – Ganda Group Indonesia Ryan – Digiwin Project Manager Support Function IT Technical Support Digiwin Consultant Change & Communication : Toto Project Supporting: Damanhuri Sunu Waskita (leader) Appilion .Digiwin System Engineer (1 person) Finance & Acc = Consutant 1 (1 person) Mfg and Sales & Dist = Consultant 2 (1 person) HRM,= consultant 3 (1 person) BI = Consultan 4 (1 person) Easyflow = consultant 5 (1 person) System Analysis / Trainer = Consultant 6 ( 2 person) Note: Not include programmer that should working on Taiwan) ERP Project Team (Full Time) Advance Feature: Business Inteligent; B2B PLC/Field Instrument Integration Frans (Finance, Acc, Sales, Distribution, Mfg) Andi U Yani (Material Mgt HR, PM, System mgt) Arik Rifai * (Procurement, logistic, Warehousing) Hary (Junior Engineer) Damanhuri (system Programmer) * Member of Log & Support Division Sales & Distribution Process Owner: Ms. Jacqueline Purchasing & Inventory Parts Process Owner: Mr Gary Manufacturing & CMMS Process Owner: Mr Wahyu. Mr Tatang Human Resources Process Owner: Mr Wahyu Accounting & Finance Process Owner: Ms Maria Project Management Process Owner: Mr Anang Fleet Management Process Owner. Mr Sie Ngoh AASTAR Process Owner: Ms Jacqueline Key User Key User Key User Key User Key User Key User Key User Key User SCOPE: GG, CG, NSD, ANP, SAG, MM SCOPE: GG, CG, NSD, ANP, SAG, MM SCOPE: GG, CG, NSD, ANP, SAG, MM SCOPE: CG, SAG, MM SCOPE: ANP SCOPE: GG, CG SCOPE: AASTAR SCOPE: GG, CG, NSD, ANP, SAG, MM Dadik Sie Ngoh Etiene Budi Tri Aswin Purwanto Dian Akhwan** Oza Sie Ngoh Metta Simah Farida Jimmy Shinty Sheila ** = also responsible for end user training 12

  14. Project Team Responsibilities

  15. DigiwinService Team 17 17

  16. Agenda Ganda ERP Project Scope & Benefit Project team TIPTOP TIM and each milestone approach Project Plan (with Schedule) 1 2 3 4 18

  17. TIPTOP Implementation Methodology TIM 19

  18. TIPTOPImplementationMethodology P D C A 1.Form Project Committee 2.Kick-off Meeting 3.Survey and Diagnosis 4.Application Training 5.Operation Training 6.SOP Modeling 7.Gap Analysis & Customization 8.Basic Data Preparation 9.Process Online Simulation 10.Balance of Data Migration 11.System Goes Live 12.Monthly Review Meeting 13.Settlement of Accounts 20

  19. TIPTOPImplementationMethodology P D C A 1.Form Project Committee 2.Kick-off Meeting 3.Survey and Diagnosis 4.Application Training 5.Operation Training 6.SOP Modeling 7.Gap Analysis & Customization 8.Basic Data Preparation 9.Process Online Simulation 10.Balance of Data Migration 11.System Goes Live 12.Monthly Review Meeting 13.Settlement of Accounts 21

  20. Form Project Committee • Purpose: • Establish an ERP Project Committee & Determine Who is Responsible for What 22

  21. 2. Kick-off Meeting • Purpose: • Announce ERP Project Objectives & Direction • Introduce Project Organization, Key Roles and Responsibilities • Overview of Project Schedule • Affirmation of Project Success • Expected Benefits from New System 23

  22. TIPTOPImplementationMethodology P D C A 1.Form Project Committee 2.Kick-off Meeting 3.Survey and Diagnosis 4.Application Training 5.Operation Training 6.SOP Modeling 7.Gap Analysis & Customization 8.Basic Data Preparation 9.Process Online Simulation 10.Balance of Data Migration 11.System Goes Live 12.Monthly Review Meeting 13.Settlement of Accounts 24

  23. 3. Survey and Diagnosis • Purpose: Data System Consultants Get Actual Business Model & Data Process Flow • Participants: All Project Team • Documents Required: • Current Business Process Flow Chart • All Currently Used Documents, Forms, Receipts, etc. • Currently Used Statistical & Management Reports • Deliverables: • Report of Initial Survey Results • Initial Variance Analysis Report • Some Parts of Modules Will Require Assistance from e-Learning Staff for Set Up (in Coordination with PM) • IFRS 25

  24. 4. Application Training • Purpose: • Rapid Training Through e-Learning • Consultant Introduces TIPTOPSOPs & Functions • Focus on Specific Processes as Needed • Provided: • Mapping of Standard Business Processes • User Handbooks for Every Module • e-Learning Online Training Material(According to Module & Modifications Needed) • Deliverables: • Gap Analysis Report • Participant Training Test Results • Statistics on Participant Online e-Learning Progress 26

  25. 5. Operation Training • Purpose: • System Planner Gets Clear Understanding How System Actually Works • System Discrepancies in Detail • Participants: • Project Team and KUs • Provided: • Mapping of Standard Business Processes • User Handbooks for Every Module • Deliverables: • Gap Analysis Report • Participant Training Test Results 27

  26. 6. SOP Modeling • Purpose: • Establish the New SOPs for the Company • Participants: • Project Team, Key Users or Designated Leader for Each Module • Provided: • SOPs • Internal ISO/Key Audit Points • Deliverables • SOP Flow Chart for Each Module • Process Owner Sign Off on Completed Modules 28

  27. 7. GAP Analysis & Customization • Purpose: • Process & System Differences Review with Solutions Development • Participants: • Project Team • Consultant • Preparation: • Internal Discussions Conducted about Process Differences of New System • Consultants Formulate Reports & Variance Analyses to Adjust Project Direction • Deliverables: • Specifications Confirmation • Gap Analysis Report 29

  28. TIPTOPImplementationMethodology P D C A 1.Form Project Committee 2.Kick-off Meeting 3.Survey and Diagnosis 4.Application Training 5.Operation Training 6.SOP Modeling 7.Gap Analysis & Customization 8.Basic Data Preparation 9.Process Online Simulation 10.Balance of Data Migration 11.System Goes Live 12.Monthly Review Meeting 13.Settlement of Accounts 30

  29. 8. Basic Data Preparation • Purpose: • Preparation of Old System Data Files • Data Entry of Basic Info into New System • Required: • Data Migration & Archiving Recommendations Table • Method of Execution: • Makes Schedule According to Archiving Table to be Done After Training • Review Progress of Implementation 31

  30. 9. Process Online Simulation • Purpose: • KMs & KUsBecome Familiar with New System • Further Explore Potential Differences • Participants: • Project Team & KUs • Provided: • Current Version of SOPs • Deliverables: • Participant Online Simulation Scores 32

  31. 10. Balance of Data Migration • Purpose: • Migration of Balance of Data for Each Module • Input of Accurate Accounting Data(or Data Conversion) • Requirements: • Accounting Opening Balance • Opening Balance Plan for Each Module • Deliverables: • Accounts Balance Acceptance Report • Import of Opening Balances 33

  32. TIPTOPImplementationMethodology P D C A 1.Form Project Committee 2.Kick-off Meeting 3.Survey and Diagnosis 4.Application Training 5.Operation Training 6.SOP Modeling 7.Gap Analysis & Customization 8.Basic Data Preparation 9.Process Online Simulation 10.Balance of Data Migration 11.System Goes Live 12.Monthly Review Meeting 13.Settlement of Accounts 34

  33. 11. System Goes-Live • Purpose: • Bring System Online • Recommendation: • New System Completely Replaces Old System with No Parallel Processing • Method of Execution: • Consultant & Service Staff Initialize System On Site • Deliverables: • Auto Generated System Online Performance Report 35

  34. 12. Monthly Review Meeting • Purpose: • Project Costs, Progress Control • Review the Various Project Implementation Stages & Objectives • Resolve All Outstanding Major Issues • Review Online e-Learning Reports • (Statistics Available for Each System Module Implemented) • Meeting Schedule: • After Project Kick-Off , at Least Once a Month • Participants: • Process Owner, All Project Participants • Deliverables: • Discussion of Issues & How They were • Resolved • Subsequent Stages & Plans 36

  35. 13. Settlement of Accounts • Purpose: • Initiate Accounts Settlement • Verify Completion of Project Tasks • Provide Official Documentation & Management Reports • Requirements: • Settlement of Costs, Accounts Settlement SOP • Deliverables: • Relevant Account Settlement Reports & Management Reports • Completion Date: • 10th of the 1st Month Online, with adjustments made in subsequent months to reduce settlement process 37

  36. Agenda Ganda ERP Project Scope & Benefit Project team TIPTOP TIM and each milestone approach Project Plan (with Schedule) 1 2 3 4 38

  37. TIM , TIPTOPImplementation Methodology • Gap Analysis • Program Modifying • Balance Check • DecisionNeeds • KPIMonitoring Product Project Partner • S.O.P. Modeling • Simulation • Fine-tuning • TIPTOP • Goes Live • Operation Needs • Close Report • Application Training • Survey • Diagnosis End Users Training • Data Migration & Data Input Kick-off Meeting M01 M02 M03 M04 M05 M06 39

  38. ERP Project Milestone Feb May Jan Apr May Jun Jul Aug Sep Oct Nov Dec Mar Planning Signing contract Hardware purchase System Instalation Form Project Team Kick Off 23 May, Contract Signing Phase 1 - Project Implementation6 months Finance & Acc; Supply Chain, Sales, Manufacturing, HRM Phase 2 - Project Implementation6 months GPS/PLC Integration; B2B; BI, Easyflow and other customized programs 10 June, Kick Off Do / Implementing 1. Survey & Diagnosis 2. Application Training 3. Operation Training 4. S.O.P. Modeling 5. Gap Analysis & Customization 6. HRM Application Training /Gap Analysis 1. Basic Data prep done (week 2 Oct) 4. SOP Modeling completed (week 1 Oct) 5. Gap Anls & Custm completed (week 3oct) 3. Data migration completed (week 4 Dec) 3. Operational training done (week 4Sep) 2. Online Simylation done (week 4Nov) 1. S&D completed (week 2July) 2. Application training done (week 2 August) 6. HRM Training & Gap Analysis completed (week 5oct) Check Basic Data Preparation Process Online Simulation Balance of data migration Action System Go-live Monthly Review Meeting Setlement of account Go-live support Phase 1 Go Live Phase 2 Go-Live 40

  39. Q & A 41

  40. What next.......... Be ready for 1st step survey and diagnosis............ 42

  41. Three elements of success The support of Superiors!! 46

  42. Synergy and teamwork for successful ERP Project

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