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The Diary of an EE Upgrade

The Diary of an EE Upgrade. Toni Clubb – CFO Vita Tech International Ray Greenwood – Strategic Information Group. Overview. Company Background Why Upgrade? Upgrade Decision Activities Conversion Planning Identify System Changes and Required Resources

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The Diary of an EE Upgrade

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  1. The Diary of an EE Upgrade Toni Clubb – CFO Vita Tech International Ray Greenwood – Strategic Information Group

  2. Overview • Company Background • Why Upgrade? • Upgrade Decision Activities • Conversion Planning • Identify System Changes and Required Resources • Assemble and Prepare the Conversion Team • Set the Conversion Timeline • Assess Data Conversion • Environment Schema • Training • System Validation • Actual Conversion • Post-Conversion Activities Go Decision Conversion

  3. Company Background

  4. Why Upgrade? • Financial functionality – IFRS • Process manufacturing functionality • Strategic positioning for EDI processing in mass markets • Improved transaction auditing • New software technology and framework .Net UI

  5. Upgrade Decision Activities • Attended EE Financials Fundamentals Class • Completed QAD’s Q-Scan • Conducted a QAD on-site visit • Got QAD endorsement • Engaged SIG consulting • Identified Proposed System Changes • Developed a Conceptual Project Plan • Estimated costs/benefits for management

  6. Conversion PlanningIdentify System Changes • IFRS concepts of accounting • Multiple currencies • “Layered” structures • Multiple entities • Ability to apply or rollback transactions • Complex data structures • Enhanced system security • Improved functionality

  7. Conversion PlanningIdentify System Changes Overview Sales Purchasing Product Change Control Operational Modules Inventory Control Quality Manufacturing Financials 2010 Enterprise Edition Financials Financial Module

  8. Conversion PlanningAssemble and Prepare the Team QAD Enterprise Edition 2010 Conversion Team Internal Core Team Members Ray Greenwood SIG–Senior VP Project Coordinator Toni Clubb CFO Project Team Leader Robin Ward Dir. Of Logistics Operational Transactions Specialist Systems Validation Team Leader Cynthia Koetke SIG–Sr. Technical Mgr. Installation/Conversion Specialist Scott Blaska IT Manager Installation/Conversion Specialist Carol Summo Administrative Mgr. Accounts Payable Specialist Marcia Dean SIG-Consultant Financial Specialist Sal Canale Sr. Systems Admin. Security/Reports Specialist Teresa Mumm Sr. Staff Accountant Current Financial Systems Expert Kevin Edwards Senior Buyer Cyberquery Reports Expert Optio Reports Specialist

  9. Conversion PlanningSet the Conversion Timeline 2010

  10. Conversion PlanningAssess Data Conversion

  11. Conversion PlanningAssess Data Conversion • Employee Entity Utility • End User Contact Utility (duplicate contact names) • Control Account Utility • Orphaned Address Utility • Credit terms Utility • Data Preparation Report • GL Account Type Utility Pre-Conversion Utilities

  12. Environment Schema Security Profile Differences

  13. Training • QAD classroom training “Financial Fundamentals” • On site training with Vita Tech data • Developed training tools • Acceptance testing scenarios • Process flow charts • Work instructions • Menu mapping • Security training for IT Squirrel!

  14. TrainingMenu Mapping

  15. Training Differences for Users… • Business Relationships • Customers & Suppliers (Bill-to / Ship-To / Sell-To) • Enhanced Browses and Reports • Sales Order history • Dashboards • Menu numbers • New Browses • component check by work order browse collection

  16. System Validation • Revised prior validation documents for EE vs. SE • Completed the hardware & software installation qualification • Tested 100% custom programs and 3rd-party enhancements: Cyberquery, Radley, SIG Alerts, and SIG Connects • Executed “High Risk” hazard analysis validation tests • Reviewed menu security • Completed system wide “Stress Test” • Prepared Validation post go-live verification report

  17. Actual ConversionData Conversion Process • Key decisions: • Chart of Accounts remained the same (no SAF’s) • Financial reporting remained custom with Crystal Reports • Skipped data reduction

  18. Actual ConversionTest Conversion Trials Vita Tech chose to utilize SIG to complete the conversion execution: • Test 1 March 2010 • Test 2 June 2010 • Go-Live August 1, 2010

  19. Actual ConversionGo-Live Schedule

  20. Actual ConversionTimeline • Friday afternoon final shipments completed and all transactions updated…..close SE. • Pre-conversion utilities run in 1 hour (IT & CFO) • SIG started the data conversion process • Advanced Team arrived at 7 am Saturday morning • Completed post go-live checklist • Post go-live reports run and compared to SE version • Validation team arrived 9 am • Tested formulas, PO’s, Open Sales Orders, PCO status • System released to full production 4 pm • SE version rendered unavailable to general users • Monday morning…business as usual

  21. Post-Conversion ActivitiesSet Up • Security • Daybooks • GL Transaction Profiles • Accounts & Cost Centers • Accounting Layers • Cash Groups

  22. Post-Conversion ActivitiesFeedback • Operational users had “very little change” • Accounts payable “much easier” • Dashboards are “awesome” • Excel integration “powerful” • User ability to customize browses “very helpful”

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