Ashoka IndonesiaImplementation Kick-offAugust 2014

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Implementation Kick-off Agenda

Project Organization & Structure

Project Overview & Scope - TBD

Implementation/EUT Approach & Methodology

Near-term Timeline & Next Steps

Project Organization Structure & Responsibilities

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Project Organization

Project Sponsor

Team Member / Business Process Owner

Team Member / Business Process Owner

Team Member / Business Process Owner

Consultant / Project

Manager

SuiteVolunteer

Management Team

Gavin Neels

Snr Pre-Sales Solutions Consultant

Racquel Castillo

Professional Services Consultant

Sven Hansen

Snr Sales and Marketing

Jayson Malla

PS Consultant / Acting Project Manager

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Ashoka Indonesi

a

Netsuite Team

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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

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 ObjectivesConsolidate 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 ReviewFunctional 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

− eCommerce Edition

Configuration & Setup

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

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

Implementation/EUT Approach & Methodology

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Initiate Analyze Design Configure Validate Deploy Optimize

NetSuite One Implementation Methodology Built from Experience

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

Define the objectives, strategy and project team members for the Project (Phase).

Objective

• 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

Key Activities

• Project Charter• Project Kick Off Presentation and Materials• Business Process Questionnaires

Deliverables• Project Charter• Stage Assessment Approval

Milestone Approvals

Initiate Analyze Design Configure Validate Deploy Optimize

NetSuite One Implementation Methodology

Define existing processes, validate data sources, identify business process gaps and document customer requirements.

Objective

• 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

Key Activities

• Business Requirements Document• Data Migration Requirements Document• Integration Requirements Document• User Enablement Requirements Document• Use Case Materials• Project Plan Updates

Deliverables• 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

Milestone Approvals

Initiate Analyze Design Configure Validate Deploy Optimize

NetSuite One Implementation Methodology

Define how to implement the requirements by translating functional requirements to application specific requirements.

Objective

• 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

Key Activities

• Solution Document• Field and Form Design Specifications• Project Plan Updates• Training Plan

Deliverables• Stage Assessment Approval• Project Plan Update (Configure/Validate/Deploy)

Milestone Approvals

Initiate Analyze Design Configure Validate Deploy Optimize

NetSuite One Implementation Methodology

Configure and customize the NetSuite application based on documented requirements. Plan migration, training and user acceptance testing activities.

Objective

• 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

Key Activities

• Complete UAT plans• Complete process walk-through documents• Training plan & materials• Test data loads

Deliverables• Stage Assessment Approval• Configured NetSuite Application• Project Plan Update (Validate/Deploy)

Milestone Approvals

Initiate Analyze Design Configure Validate Deploy Optimize

NetSuite One Implementation Methodology

Confirm readiness for deployment of the application to the organization.

Objective

• Execute test scripts and use cases• Assess change readiness• Use cases – define several examples and identify those that are outliers

Key Activities

• Executed Test Plans

Deliverables• Stage Assessment Approval• Successful UAT• Project Plan Update (Deploy)

Milestone Approvals

Initiate Analyze Design Configure Validate Deploy Optimize

NetSuite One Implementation Methodology

Conduct final rollout activities to move the NetSuite application into production status.

Objective

• Train End Users• Migration of Final Data Loads• Go Live Activities• Strategy around End User Training will be critical to end user adoption

Key Activities

• Delivered Training Programs• Data Migration Finalized

Deliverables• Stage Assessment Approval• Live Operations on NetSuite

Milestone Approvals

Initiate Analyze Design Configure Validate Deploy Optimize

NetSuite One Implementation Methodology

Transition to ongoing operations and definition of future enhancements/next phase.

Objective

• 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

Key Activities

• Application Management Plan• Continuing Education Program

Deliverables• Project Completion

Milestone Approvals

Initiate Analyze Design Configure Validate Deploy Optimize

NetSuite One Implementation Methodology

Near-term Timeline & Next Steps

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High Level Typical Project Schedule

Blackout dates, vacations, absences of key participants− Holiday shutdowns− Planned vacations− Leaves of absence− Internal conferences

Other competing initiatives or dependencies− Audits− System implementations− Product releases− Other

Key Considerations Related to Project Timeline

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Next Steps

Define Ashoka Indonesia Implem Team

Scoping and SOW

NetSuite & Ashoka Indonesia to prepare for Business Process Mapping sessions

Q&A

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