[#ERP]What to Prepare In Advance?201500005
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Hi, this is Emily：
Before
system implementing works, what we need to prepare
in advance (note1)?
First thing first
Define your own Emily 「internally」!!
Although it is the author of the article, please do not use child labor.😆
What does it mean?
Define system process implementation【Project In Charge Person】 or 【Project
Leader】.
Once it 【starts to select】 this person, actually, this project is【kicking off】. It is advised this
Project Leader role is taken by employee of this company due to its works
include：
(1)No
biased toward system suppliers：this person need
to be independent while making choice between【saving system cost】 or 【 giving up some
system requests】in negotiating with system suppliers and consultants.
(2)Familiar
with internal works：finding out
required improvement in the work progress of system implementing and planning
the required works in the future.
(3)Work
transferring and consultation, its accessibility：after system implementation work completed, to transfer this
work experience to work successors or provide consultation to others；because this person is one of the employee, people can go to
this person more easier.
Thus, it is not recommended to allow system suppliers,
consulting firms or any external consultants to take this project leader role. And,
for other preparatory work for system inplementation, leave it to this project leader
accordingly!!(Note2) 😊
(Note1)It
is also recommended to seek for advice from several external system suppliers
and plan work actions after your discussion with them.
(Note 2)「Professional requirements of a Project Leader」
, please refer to：[ #ERP-PM Who? ] IT keeps nodding when hearing this 201500002.
Other Preparation Works
They’re listed below for your
reference；it is also advised to do them at the same time：
A.To build up a Project Team.
B.To assign key users of all departments and build up a list.
C.
To summarize
current/potential numbering rules(Pre-Numbering Rule).
D.
To
get ready of current written management policies(including LOA-Level Of
Authorization, work organization chart) and work process(including document or DFD-Data
Flow Diagram) and electronic files of forms etc.
E.To establish work systemizing demand details (Request for
Proposal=RFP ; Required or If Possible= R or I).
F.
To
prepare to buy external resource. Such as budgeting for system implementation works,
defining system suppliers’ requirements and contract terms.
Please see below sharing and do required adjustment per work cultures and idea of your
own companies. Thank you!
A.
To
build up a Project Team(=PT)：
It is for
periodically review system implementation work progress and do problems solving
in formal meetings. The assigned PT is not necessary a work member of your IT
department, thus, this PT is advised to include work members from 4 work
functions at least in order to make work alignment in decision makers work role
between【system implementation
work decision making】 and 【routine
work decision making】, decision makers role
are played by the same persons/departments：
- IT Department：it is surely to
provide system technical related support service internally, including system
data backup and printing out works arrangement and in charge of related
sub-meetings.
- Internal Control Department：to ensure cross functional manual and system work efficiency
and assist or reduce work role and responsibility allocation inappropriateness
causing internal control issues. For example：「Product Cost」, is it required
to set limit to its access right? Or, everyone can access this information? Is
Sales Department allowed to have it?
- HR Department：system implementation
work may involve in work process reallocation, related adjustment and re-plan
the manpower etc. Usually, to avoid 「Let’s wait and see Boss’s work order for this」 passively, on the contrary, there must be a responsible work department to propose their idea and
request for approval by boss, hence, HR is expected to do this, if it is finally approved, it may
become a work organization change in the future. For example：to ensure work role and responsibility of sales price input in
the system (= process work owner), work owner of product sales price is
adjusted as Marketing Department only from Sales Department and Marketing
Department both；since sales price has influence on sales volume, in the
future, not only Sales Department but Marketing Department will be defined as one
of the responsible work owner of sales volume, and it also has the work role to
receive sales incentive.
Case
sharing for your reference, please do required adjustment due to work culture：there is a CHO disagreed above HR work responsibility：「How would I know the way to rearrange the work properly? It
should be Sales and Marketing making their own conclusion then let me know the
result for my modify our work organization.」.
Their CEO replied：「According to your opinion, our CFO can say：how would I know the way to spend product budget properly? It is supposed to be a conclusion discussed by both Marketing Department and Sales Department, right? CFO needs to control budget usage appropriateness, so does CHO to control manpower and work role and responsibilities allocation made properly, isn’t it? You don’t know how to do, or you don’t want to do, or both?! Then all we can do is to change our CHO accordingly!」😆
- Accounting Department：to ensure various of numbers and their calculation is correct
and being brought into accurate「Accounting Items」 properly in system process change progress.
B.
To
assign key users(Key Users=KU) of all departments and build up a list：people who are most familiar with operating their system
module are assigned to be their KU of the their work department. KU is the
department representative to attend PT meetings, to conduct related work mission
and learn new system works and do the system implementation work accordingly and
to find out issues…etc.
C.To summarize current/potential numbering rules(Pre-Numbering
Rule): for data numbering work purpose. For example: document numbering rule(
purchase order, sales order, accounting voucher, material request…etc.),
accounting item code, raw material number, product number, warehouse number,
department number, brand number, color number, store number, job code( job order)….etc.
rules for this numbering. Once the new system is defined, it needs to discuss
the necessity of creating new numbering rules.
D.To get ready of current written management policies(including LOA-Level
Of Authorization, work organization chart) and work process(including document
or DFD-Data Flow Diagram) and electronic files of forms etc.：in system implementation work procedures, this is for making a
common communication language between internal employees and external system
suppliers to discuss current and ideal system work process and for related work
reference.
E.
To
establish work systemizing demand details (Request for Proposal=RFP ; Required
or If Possible= R or I): this is to visualize system demand, in order to invite
system suppliers and consultants to present their material to meet internal
needs.
If new system implementation is for speeding up analysis
report and increasing its volume, RFP is to list all current and ideal report
columns and formats and report purpose for system suppliers to analyze and
prepare for users interview in the future. Some companies include their 【Internal Audit Findings】 into their system demand list as a source to define system
checking function in the new system.
F.
To
prepare to buy external resource. Such as budgeting for system implementation works,
defining system suppliers’ requirements and contract terms: system
implementation budgeting topic will be discussed in [ #ERP
]How much cost to invest into this work is appropriate?201500004. However, system suppliers’ requirements and contract terms vary from
RFP, and the contract terms means the companies expect the things system
suppliers would like to commit or provide warranty, such as system hardware
warranty terms, software operation training hours and software modification
charge…etc. for negotiation. As for suppliers’ requirements, this will be in
article [ #ERP ]How to select system vendors properly?201500003.
Thank you!
I do hope above A~E is helpful to you；regarding related internal work chart development of this
system implementing task, should you have any question or advice, I welcome you
to click here and ask me a question. Thank you!
What’s your idea about this article? I look forward to hearing
from your sharing soon.
Each company has its own work situation at the moment of their
own evolving, I believe yours is also different and results in different point
of view.
I’m finance and accounting work related person, rather than IT；here I shared my work experience for your reference, I welcome you to share something
different from mine.
Please email to：whatsyouridea1996@gmail.com. Thank you.
This is Emily, if this article is helpful to you,
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Wishing you good health, peace and happiness and abundance.
Send you blessing：
May you complete work systemizing project smoothly
and successfully!
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