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PROCEDURE

JDE IMPLEMENTATION PROJECTS


ITTI.SSP.II.07

SSP JDE Implementation Projects

RECORD OF CHANGE
Version
#
4.0

Date

Change/Description

01/08/2005

CMMI Release

5.0

01/10/2007

Process Redefinition as per SCAMPI A


Appraisal Findings point # 26 Process
definitions may be grouped in-line with
ITTI processes & software engineering
principles, independent of
Models/Standards.

5.5

10/11/2008

Incorporation of new LOGO

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Prepared /
Changed by
JD Edwards
Team
Vijay Pais

Approved
by
SEPG

Vijay Pais

SEPG

SEPG

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SSP JDE Implementation Projects

TABLE OF CONTENTS

1.0

PURPOSE .................................................................................................................................. 4

2.0

SCOPE ....................................................................................................................................... 4

3.0

RESPONSIBILITY ..................................................................................................................... 4

4.0

PROCESS DESCRIPTION ........................................................................................................ 5

5.0

CONTRACTING ......................................................................................................................... 6

6.0

PROJECT PREPARATION AND KICK OFF .......................................................................... 7

7.0

INSTALLATION & PRODUCT OVERVIEW .............................................................................. 8

7.1
7.2

JDE APPLICATION OVERVIEW .................................................................................................. 8


INSTALLATION.......................................................................................................................... 8

8.0

AS-IS STUDY ......................................................................................................................... 9

9.0

TO-BE MODEL .................................................................................................................... 10

10.0

DEVELOPMENT PHASE ........................................................................................................ 11

11.0

CONFERENCE ROOM PILOTING (CRP)............................................................................... 12

12.0

USER TRAINING ..................................................................................................................... 13

13.0

FINAL PREPARATION ........................................................................................................... 14

13.1
13.2
13.3
13.4

APPLICATION READINESS ....................................................................................................... 14


DATA READINESS .................................................................................................................. 14
INFRASTRUCTURE READINESS ................................................................................................ 15
DOCUMENTATION READINESS................................................................................................. 15

14.0

GO LIVE AND SUPPORT ....................................................................................................... 16

15.0

PROJECT SIGN OFF .............................................................................................................. 17

16.0

PROJECT REVIEWS............................................................................................................... 18

17.0

REFERENCES ......................................................................................................................... 19

18.0

GLOSSARY OF TERMS ......................................................................................................... 19

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SSP JDE Implementation Projects

1.0 PURPOSE
This document explains the processes to be followed for JD Edwards Full Cycle Implementation
projects.

2.0 SCOPE
Applicable to JDE end-to-end implementation Projects for all the phases i.e. from the stage a prospect
is identified until the completion of the project.

3.0 RESPONSIBILITY
PH / PM

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SSP JDE Implementation Projects

4.0 PROCESS DESCRIPTION


The various activities involved in the identified scope can be broadly categorized and structured into
10 phases (schematically represented as below), detailed as follows:
Contracting

Project Preparation

Installation & Product Overview

'As-Is' Study

'To-Be' Model

Development Phase

CRP
N

Is CRP
Successful?

Y
User Training

Final Preparation

Go -Live & Support

Project Sign-Off

Note: While the above mentioned processes lay down the normal methodology for a JDE
implementation, specific contractual terms as agreed with Customer, if in conflict, shall supersede the
procedures as laid down here.

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SSP JDE Implementation Projects

5.0 CONTRACTING
This phase covers the activities from the stage when a business prospect for a JDE Implementation
project is identified by the Business Development team, until the confirmed purchase order/contract is
received by ITTI. The activities and the processes for the same are as follows:

The Business Development team shall identify the prospect and refer the case to the PH

The PH shall examine the requirements and if required, may depute a team to conduct a
preliminary study

The preliminary study shall normally cover the following:


o About the Prospect, nature of business, organization structure, major customers etc.
o Need and objectives of the proposed project
o Key business processes and their key features. The Process flow to/from each
department and their linkage
o No and type of business locations and transaction types & volumes at each locations
o Current & proposed IT Infrastructure including hardware, configuration of the
desktops/servers, connectivity and existing legacy Applications.
o Refer to Preliminary Study Report (PSR) Template

Preliminary study report (PSR) shall be drafted by the nominated team, and shall be reviewed
by the PH

The gaps between the JDE product and the key business processes (as per study findings)
and consequently, key customizations, if required, are identified. The team composition and
effort estimates for the project (including identified customizations) are identified. Refer to
JDE Effort Estimation Form

Based on the PSR, RFP (if any) given by the Prospect and the project estimations, Proposal
is prepared & approved in accordance to the company policy and submitted to the Prospect.
Refer ITTI Proposal template

On acceptance of the Proposal, the Customer shall issue a contract / Purchase order / Letter
of intent as applicable

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SSP JDE Implementation Projects

6.0 PROJECT PREPARATION AND KICK OFF


After the Contracting phase, the Project preparation activity commences. The activities and the
processes for the same are as follows:

The PH shall appoint a PM for the project

The PM shall consult the PH / BH to establish an appropriate project team based on project
requirements and initiate the project as per the companys QMS

The Project Manager shall draft a Project plan & Quality plan which shall establish time
schedules for Project activities with respective budget allocations. JDE Project Plan & JDE
Quality Plan

The PH shall review the JDE Project Plan & JDE Quality plan and approve the same

Thereafter, the Customer is advised to form a Steering committee for the project. The
members of the Steering Committee would normally include the Customers Project Sponsor,
their Project Manager and Business Process Champions (Core Users) pertaining to the
business process relevant to the project scope and ITTIs PM and key Consultants of the
project team, as decided by the PM

A formal Project Kick Off meeting is then organized. The participants of the meeting would
normally be the Steering committee members of the Customer and ITTI's Project Team, and
such other officials as decided by the Customer. The Kick off meeting's main objectives
would be:
o Mutual introduction of the Customers Steering committee members and ITTIs
Project team
o Understanding the Customer's expectations and objectives of the Project
o Understanding the scope of the project and how the project will meet the Customers
objectives
o Review and approval of the Implementation methodology and the project plan
o Defining the roles and responsibilities of Customers and ITTIs project teams

Note: Refer Project Planning & Management Procedure

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SSP JDE Implementation Projects

7.0 INSTALLATION & PRODUCT OVERVIEW


After the formal project kick off, normally, the project is launched with the commencement of the
following two activities:

7.1

7.2

JDE Application overview training to the nominated Business Process Champions


Installation of the JD Edwards Application
JDE Application Overview

The objective is to provide an overview of the relevant key features of the JDE product to the
Business Process Champions of the Customer. The standard product-training program is
organized for the purpose.

The Business Process Champions are also introduced to standard ERP terminology, viz
scenarios, components, functions, processes.

The overview is provided with the objective of familiarizing the Business Process Champions
to the JDE features so that they explore it further and provide qualitative inputs during the Tobe phase of the project.
Installation

The Installation of the product (JDE Application) may also be commenced with the objective that the
Application is available to the project team at the earliest, in any case, before the commencement if
the To-Be phase.
The installation commences with an assessment that the hardware infrastructure fulfills the Minimum
Technical Requirements (MTR). The installation normally comprises of the following activities:
Preparing for SW Installation
Install Base OW software
Install Service Pack
Install Mandatory SARs
Install Update
Install Localization
Install JAS Server (optional)
Install Production Environment
Install Dev Environment
Install Pristine Environment
Full Package Build for each Environment
Installation Sign off Review

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SSP JDE Implementation Projects

8.0 AS-IS STUDY


The next stage is the commencement of the 'As-Is' study. The nominated team of Functional
Consultants is deputed to understand each Business Function as identified in the Project Scope.
The Functional Consultants, more specifically, shall focus to get an in depth understanding on
the following:
o The detailed information (data) flow of each Business Function
o The inputs from other departments, the transactions and the output to the other
departments
o The existing critical reports that are used/required, including the data/reports for
fulfilling statutory compliances
o The data structures, interfaces and volume of transactions for each Business
Function

The above study is documented in detail. Refer As-Is To-Be study template

The document is reviewed by the Project Manager and submitted to the respective Business
Process Champions for their review and approval.

Note: On commencement of the As-Is phase, in parallel, an important activity that needs to be
initiated with the Business Process Champions is the creation of the records of the Master data. The
Business Process Champions are notified about the same and the templates for the data creation are
given. This Master data is expected to be ready by the end of the next phase i.e. the To-Be model
phase. Refer Master Data Collection

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SSP JDE Implementation Projects

9.0 TO-BE MODEL


This phase will start immediately after the As Is document is signed off and primarily involves
configuration and designing of the JDE product to address the business needs of the Customer, as
identified in the As-Is study.
The following activities are normally carried out:

The Customer's objectives and how they could be achieved within the JDE Application is
analyzed in detail

The Functional Consultants configure and design the Application for the business scenarios,
process and functions as identified in the As Is document. All feasible processes and
functions in JDE are examined

It is possible that appropriate JDE Application features may not be available for some
business processes or scenarios. These Gaps have to be analyzed and discussed in detail
with the respective Business Process Champions, for possible solution, which could be in the
form of
o Building customizations to the JDE Product or
o Identifying appropriate changes to the business process. Refer Gap Analysis
Document

A prototype model is created. This prototype is the scaled down version of the Customer's
business processes, focusing on all key processes and business scenarios and using sample
data

The prototype model shall be tested in accordance to the JDE Quality plan. Refer Quality
Plan

The prototype is then reviewed by the Project team along with the Business Process
Champions

The 'To-Be' model is then documented. Refer 'As-Is - To-Be' template

The 'To-Be' document is reviewed by the Project Manager and is submitted to the Customer
for approval

During the To-Be phase, deviation from the project scope may be identified. These are
documented through a Change Request Tracker Form. An impact analysis and efforts for the
same are estimated. This is reviewed and confirmed by the Project Manager and then
submitted to the Customer for their feedback and approval. Annexure: Refer Estimation
template for calculating effort and JDE Change Request Tracker

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SSP JDE Implementation Projects

10.0 DEVELOPMENT PHASE


The Gap Analysis document forms the basis for this phase. This phase involves creation of custombuilt objects to address the gaps as identified in the Gap analysis document. The customizations can
be categorized as follows:

Enhancement of an existing form or application: The objective is to develop fields or


forms using the existing objects

Develop new modules: Sometimes a completely a new module is to be created to cater the
business needs

Interface programs: The objective of this is to create interface-linking JDE to external


Applications

Data conversion programs: There could be data residing in Legacy Application(s). Objects
are created so that legacy data is ported directly in to the JDE Application

Creating reports: The Customized reporting needs as identified in the project scope and in
the Gap Analysis are developed

Refer Development Procedures

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SSP JDE Implementation Projects

11.0 CONFERENCE ROOM PILOTING (CRP)


The objective of this phase is to demonstrate a fully configured model along with the custom built
objects as an integrated solution for the Customers business Operations. The following are the major
activities during the CRP sessions:

The creation of sample data, which addresses all possible scenario's as identified during the
'To-Be' and Development phases.

Demonstration of the configured model by the Project Team to the Steering committee. The
demonstration of the model is modular and then as an integrated Application.

Issues raised during the CRP are recorded and analyzed. Possible solutions are identified,
discussed, demonstrated by the Project team and a final solution is identified and approval
obtained from the Customer. Issues and resolutions are recorded in the Issue & Resolutions
database. Refer Issue & Resolution Form

The final configured model is tested by the Business Process Champions using the CRP
scripts. The CRP Scripts are normally prepared by the Business Process Champions and
document the Business process flow, various business scenarios, description of tests for the
same, expected results, and actual test results. Refer CRP Script Template

After successful tests of the configured model a sign-off is obtained from the Steering
Committee

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SSP JDE Implementation Projects

12.0 USER TRAINING


The objective of this training is to familiarize the business Users on the signed-off JDE Application
model, to enable then to carry out their day-to-day business transactions. This training may be
imparted in two stages:

Refresher training, if required, by the Project team to the Business Process Champions.

Training for End Users: It is recommended that Business Process Champions train the End
Users in handling day to day transactions.

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SSP JDE Implementation Projects

13.0 FINAL PREPARATION


The purpose of this phase is to undertake Readiness Assessment for Go Live. The Readiness
Assessment is to assist in a smooth transition from prototype environment to a production
environment.
The Readiness Assessment is formal project reviews normally lead by Project Team and Business
Process Champions. This activity is generally conducted 2 4 weeks prior to the Go Live date.
The areas that are reviewed are broadly categorized into 4 areas namely,
Application Readiness
Data Readiness
Infrastructure Readiness
Documentation Readiness
13.1

Application Readiness

Confirm all the Standard Interactive Applications and related version are moved into
Production Environment. Check the same in WEB Environment also

Confirm all the Standard Batch Applications and critical reports are moved into PD
Environment. Check the same in WEB Environment also

Confirm the entire CUSTOMISED Batch / Interactive Applications are ready for Go-Live and
moved into PD Environment along with processing option and related versions. Check the
same in WEB Environment also

Confirm all the System setup, Constants setup, UDC, Next no setup and so forth are in PD
Environment for all the modules

Check all the menus are promoted to PD Environment as per the User / dept / functional point
of view and is attached to the related Users

13.2

Data Readiness

Confirm all the masters data related to modules being implemented are uploaded and found
correct say Employee, Customer, Supplier, Company Master and so on

Confirm the Opening Balances, Transactions, Orders for modules being implemented are
uploaded and found correct

Confirm the Item - Branch / cost / price data are uploaded

Confirm the chart of accounts related to various BU are copied and in PD Environment

Confirm the security to be applied as per the User / BU / Company / Application / Menu/ Data/
Form / field wise are applied in PD Environment

Confirm all the User profiles are created with relevant address book and welcome menu and
they have access to Prototype and Production Environment as applicable

Confirm the Fast Path access is removed for all the Users and enabled only for the Users as
requested by the BPC

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SSP JDE Implementation Projects

13.3

Infrastructure Readiness

Confirm all the technology components required to support live processing like network
configuration, various types of printers and their setups, Required Stationary for various prints
like Invoice, Purchase Order, Sales Order, Pick Slips etc, Help desk contact point,
Communication method to Project team via mail, intercom as applicable are available and
tested for use

Confirm the availability of FAT Customer / WEB Customer to the all the Users as applicable

Performing Stress Testing. Develop functional scripts that will accurately simulate the
expected transaction steps and volumes during production processing. i.e. Run the interactive
and batch application with limited and at the same time to the amount to stress the system
and validate accurate completion of critical business processes

Confirm that all the interfaces, that are developed, are functioning correctly and will support
Go-Live processing

Confirm the Database Backup Procedures and Disaster Recovery plan are in place and
required infrastructure / resources like CD, Tapes, Magnetic media are available

13.4

Documentation Readiness

The following documents prepared and vetted by PM are handed over to the Steering Committee.
Setup Document for all the modules implemented as per the project scope
User Manual Prepared by BPC and guided by Project Team
CRP Script Documents
The Readiness Assessment review process facilitates the following
Bring into focus specific Go live preparation issues
Revisit the project plan
Escalate deficiency, if any, to the steering committee
Undertake the Organizational changes, if any to the steering committee for smooth
changeover
After the review session, a Readiness Assessment Report may be submitted to the Customer.

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SSP JDE Implementation Projects

14.0 GO LIVE AND SUPPORT


The purpose of this phase is to move from a Pre-Production (Prototype) Environment to live
Production Environment. The following are the activities in this phase:

Parallel Run (Optional): The decision to conduct a system parallel is dependent upon the
criticality of the system, the complexity of the legacy system, the technical ability to run old
and new in parallel, and the availability of resources like servers, terminals, nodes, hubs etc.
to conduct the task

The Business Users commence booking their day-to-day transactions using the JD Edwards
system

As per the Project scope and plan members from Project team are deployed to support the
end Users in making transactions smoothly

Establish the Customer support structure through agreed communication methodology


available for the on going support

Record, analyze and resolve the issues being arose

Optimizing the System Performance through Monitoring and feedback

Complete the knowledge transfer process regarding setups, constants, next no, UDC and
their impact so that the Customer team can attain self-sufficiency

Once the system is LIVE Run the appropriate Integrity reports to measure the system
performance and accuracies.

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SSP JDE Implementation Projects

15.0 PROJECT SIGN OFF


A final review of the project shall be conducted by the Steering Committee. Deliverables stated in the
contract shall be verified. A Project sign off shall be obtained from the Customer and Officially Close
the project
Refer ITTI Customer Acceptance Form and Customer Feedback Form

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SSP JDE Implementation Projects

16.0 PROJECT REVIEWS


The project status report will be reviewed periodically through meetings. The meeting are monitored
and recorded.
Refer Project status Report form

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SSP JDE Implementation Projects

17.0 REFERENCES
Name
JDE Preliminary Study Report (PSR)
JDE Effort Estimation Form
JDE Project Plan
JDE Quality Plan
As-Is To-Be Study template
Gap Analysis Document
JDE Change Request Tracker Form
Issue & Resolution Form
CRP Script template
Project status report form
Customer Acceptance Form
Customer Feedback Form
Project Planning & Management

Type
Template
Form
Template
Template
Template
Template
Form
Form
Template
Form
Form
Form
Procedure

18.0 GLOSSARY OF TERMS


PSR
PPM
PH
PM

Project Status Reviews


Project Planning & Management
Practice Head
Project Manager

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