• Defining test cases – What each job role/function requires as a final outcome from the ERP (Enterprise Resource Planning) in order to do their job successfully.
• Mapping business processes – Review existing business processes and identifying challenges and successes. See Google’s process mapping app.
• Identifying IT tech specs – Any hardware or IT architecture that is needed by the business.
• Announcement to business – Project sharing with the organisation.

A comprehensive overview of the full functionality of the system, including the predefined business processes that will improve efficiency in every area of your business.

• Tutorial on what BOS can do and its business processes, i.e.
  • How to unplug bottlenecks in processes and staff
  • Implementing strategic thinking in order to produce more profit
• Working through test cases and enabling users to become more familiar with the system.

1. BOS agent gathers the requirements of a particular business process.
2. Agent identifies possible steps that can be removed to improve the current process.
3. System configured and customised to meet your business requirements.

Objectives:

• Higher user adoption of the software
• The ability to get jobs done faster and with less effort
• Current business processes reviewed
• BOS agent configures/designs the ERP system to perform transactions in line with these processes

Note: A completed ERP software configuration is only complete after the User Acceptance Testing (UAT) phase.

For a successful Data Conversion phase, the following needs to be in place:

• Company: All contact information, admin documentation and staff details must be readily available.
• Customers/suppliers: QuickEasy BOS has the functionality to import customer and supplier lists from your existing estimating or accounting package. If you’re not using an accounting package, this list will need to be provided.
• Cost centres: Company must be divided into logical production cost centres, including the direct costs and productive working hours of each cost centre.
• Materials: Material list prices (supplier catalogues) and/or any discount structures being used must be provided. Printing companies are able to import current paper price lists from all South African paper merchants.
• Services: All internal and outsourced Services used must be listed.
• Production machines: A list of standard production machines and tools used must be provided.
• Templates: QuickEasy will personalise all document templates with full colour headers and footers from your supplied artwork.
• History: If upgrading from another system, QuickEasy has the ability to import your old quotations and orders, making them available to you as a searchable report.

Detailed documentation is created around end user transactions and technical specifications of the system.

This is unique to each client, providing a platform for ongoing training and support for users.

The new system and its full functionality to be presented to the implementation team via prototype demonstration workshops.

Note: Adjustments to the system will only be made if issues have been identified.

Clients will be taken through several Conference Room Pilots (CRP) while working through their respective test cases to familiarise themselves with the system.

Any large software implementation will consist of three CRPs.

1. First CRP – Discussions around each business process and how it transformed to reside
   within the software.
   • The process will be demonstrated in the new software
   • Users will be allowed to complete the task individually
   • Any and all gaps in functionality, software bugs or key usability issues will be flagged
   • First software configuration – dependent on CRP 1’s findings
2. CRPs 2 and 3 – Repeat as above.
   • Software configurations 2 and 3 – repeat as above.
3. Final CRP – Simulated “go-live”.

The thorough end-to-end testing process of the software. This is conducted with every business process from every function within the company.

Issues identified during UAT will either be:

• Included in the original project scope, which will impact budget and development costs
• Prioritised as additional development after Go-live, which is the preferred practice.

Implementation teams will plan the cut-over processes and schedule training sessions for end-users on the new system. These include:

• A readiness test/certificate is performed, ensuring users can perform each of their test cases successfully by using the new system.
• Final end-user training carried out to all users who need the ERP.
• The date is set for the final transaction to take place on the old system.
• Data conversion phase
• Go/no-go review and sign off
• Final close on the old system
• Master data migration sign-off
• Balance take-on and balancing the system
• Cutover to QuickEasy BOS

On completion of a successful installation and; implementation, all clients to be provided with:

• System support and upgrades
• Online documentation
• Helpdesk queries Support

Once the Software is fully launched, BOS agents to complete a final checklist covering the following:

• All test cases accepted and signed off by the client
• All financial processes and reports completed
• Announcement of completion of the project
• Completion and storage of documentation
• Clients feedback via online questionnaire
• BOS support continued post 'Go-live'