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Are You Ready for

Replatforming?Webinar 3: How to Scope Your Project

Agenda

Recap: What is Replatforming?What is a Project Scope?Why is a Project Scope important?What are the Steps involved in creating a Scope?Who should be involved in creating a Scope?Next Steps and resources for today

Introductions

Alicia AndersonStrategic MarketingAtlanta, GA-based19 years in ERP/CRM sales, service and marketing

Moving to automation for the first time.Transitioning to a new system.Upgrading an existing system.

What is replatforming?

This series is designed to give you the tools and knowledge

needed to make ERP/CRM transition smooth and minimize

risk.

Industry analyst Mint Jutras reports that 73% of surveyed companies said that “management

driven change was requiring moderate to

substantial ERP change”

Series Introduction – May 7

How to Build a Business Case – June 4

How to Scope Your Project – TODAY

How to Evaluate Solutions and Build Your Evaluation Committee - Wednesday, August 6

Cloud vs. On-Premise - Wednesday, September 3

Know Your Payment Options - Wednesday, September 24

The Series

Scope Your Project

2

A link between Evaluation and ImplementationDefines the objectives of the project

What is a Project Scope?

A project scope is a document that outlines the items that will be addressed in the implementation of a new system.

Why is Project Scope important?

Project scope is one of the biggest ERP project risk factors!

According to one recent report, more than 29% of ERP implementations fail to

achieve even half the planned business benefits.

1. Define the Scope Owner and Team2. Collect requirements3. Prioritize the requirements4. Define a change control process5. Define the desired tasks6. Validate with stakeholders and

Executive sponsor7. Manage the scope ongoing!

What are the steps in creating a Project Scope?

Steps are….

The Test Case

Acme Distribution Company

Mid-sized wholesalerExpanding into global marketsUsing legacy systems and siloed spreadsheetsGrowing organically

Let’s walk through building a project scope document for a sample company to help illustrate how this will benefit your company

Project Manager and Document Owner

1. Define the Scope Owner and Project Team

Strong project management skillsKnowledge of the business AND technologyWorks well with the StakeholdersFlexible, disciplined

Bill Williams, IT Manager

Other Stakeholders

Joe Jones, Controller

Bob Robinson, COOJane Smith,

Operations Manager

Define which business processes will be included in the project.Go back to the Goals and Objectives in the Business Case Doc.

What is the role of project team members?

2. Collecting and Prioritizing Requirements

All impacted team members should be involved!

Ask questions within the context of the business processes that are included in the projectNot “What functionality do you want?” – rather, “What problem are you trying to solve?”What do you have NOW that you can’t live without?Not making decisions at this point! Idea: Start with reports needed and work backwards

Requirements Interviews

Project leaders need to conduct interviews of impacted teams to help determine the steps to include in the project scope.

Determined by the Project TeamNice-to-haves vs. Must-havesQuestions to ask:

What are the consequences to the business objectives if this requirement were omitted?What business risk is being introduced if a particular requirement cannot be implemented right away?

3. Prioritize the Requirements

All projects have limited resources. Prioritizing the requirements provided by the interviews ensures the most critical requirements that most closely relate to project goals are completed.

Changes in scope aren’t always large, an accumulation of small changes is often riskierImplement a change control process for all changes: large and small

4. Define a Change Control Process

Changes to scope are inevitable. Having a process for managing it minimizes risk and keeps the project on track.

BlueR=0G=56B=117

GreenR=0G=171B=103

Capture

• Determine issue

• Log with priority

Examine

• Assign resources to review

• Assess impact on project & business

Propose

• Identify & evaluate options

• Propose options

Decide

• Review options

• Escalate, approve, reject, amend

Implement

• Update logs

• Assign resources

• Implement solutions

Change control log, issue register

Change Control Process

Scope ChecklistInclude OwnerInclude Status

Template available for download.Use a tool:

ExcelSmartsheetGoogle Docs

5. Define the Desired Tasks

Once you have identified the requirements, the team can begin to define the tasks that need to be completed.

With Project TeamWith Executive Sponsor With Executive TeamGain approvalsFormalize acceptance

6. Validate the Project Scope

Confirm the defined tasks are consistent with the project goals.

Controls the execution of the project. Performance is measured regularly to identify variances from the project management plan.Managing resources (time, staff, dollars) according to planStatus of activities – complete, incomplete, at riskManaging change control

7. Manage the Scope Ongoing

Ongoing monitoring means observing project execution so that potential problems can be identified in a timely manner and corrective action can be taken

A blueprint for your projectAn understanding of what will be included and what NOT will be includedA tool for managing change requestsA tool for creating a realistic timeline for the project

A Completed Project Scope will give you…

Audience Poll

Resources for today’s class

Available on our blog at http://blog.blytheco.com/?p=4498

Project Scope Document TemplateCopy of this presentationResources from previous classes

Next Classes…

How to Evaluate Solutions and Build Your Evaluation Committee

Wednesday, Aug 6

Cloud vs. On-Premise Wednesday, Sept 3

Know Your Payment Options Wednesday, Sept 24

Sign up here:http://info.blytheco.com/replatform-webinars