What Is Work Breakdown Structure (WBS)
Work Breakdown Structure (WBS) is a key project deliverable that organizes the team’s work into manageable sections. It is one of the important Software Development Life Cycles (SDLC) used for ERP Implementation projects.
ERP projects are long and intense. They require lots of effort and many resources from developers, consultants and project managers. It can be really tricky if ERP projects are not planned in a proper form. WBS itself gives a proper methodology to design the project so it will give reliable results.
Implementation of ERP system consists of several phases that include every stage of software development lifestyle (SDLC) for ERP implementation. WBS divides a project according to these vital phases. Each phase is considered a milestone. Our project management team can concentrate on the current phase and start preparing for the next phase. This also provides a better roadmap and work distribution. WBS provides the proper framework for an implementation roadmap and enhancement as well for the customization needed for production support.
ERP Implementation Phases
Here are the five phases of an ERP implementation project:
1. Planning & Preparation
Once client’s order confirmed, then our project team plan and prepare the landscape of the project. There are 4 steps in this phase.
Gather all client’s business information and collect documents involved (example: Invoices, Delivery Order, Purchase Order and etc.)
- Installation & testing of Hardware/Software
ERP system has installation procedures that needed before it can be used. Installation testing may look for errors that occur in the installation process that affect the user’s perception and capability to use the ERP system.
- Interview & Work Breakdown Structure (WBS) finalization
Interview is carry out to understand client’s business operation mode better. It is important for project team to determine what interfaces the client needs, what is necessary, what is nice to have and etc.
- Kick-Off Meeting (Factory Visit)
It is the first meeting with our project team and client of the project. This meeting introduces the members of our project team and the client. It also provides an opportunity to discuss the role of team member. Furthermore, our team shall visit client’s factory to understand the manufacturing process and detail
2. To-be System Analysis & Training
In order to develop the appropriate business requirements in ERP system that is most effective for client’s business. To-be System Analysis helps to define client future operational model and business process. This also allows them to think out of the box and look for opportunities to score big wins by leveraging ERP as a tool to enable measurable business improvements.
- As-Is Understanding
It helps define how employees are doing their work now, which will help define the gaps between the current and future states. This is critical when it comes to organizational change management and training initiatives later on in the project.
- ERP User Manual & Verification
This section will help the users of our ERP system in a big way. The purpose of this ERP User Manual is to provide a detailed description of ERP functions. Our user guide is prepared with utmost care and provides step-by-step instructions.
- ERP System Standard Training
Our project team will based on the information at “As-Is” interview and prepare slides that focus on client’s situation. It provide a basic concept of every module in ERP to client’s users.
- Basic Data Input & Verification
Our ERP system allow client to import data via spreadsheet (Excel). Client should exporting from the old system into spreadsheet, then importing into our ERP system.
- (SOP) Analyze ERP Best-Practice
Perform standard SOP analysis for user operating ERP system.
- ERP System On-Hand Practice by Module
User adoption is key to the success of ERP implementation, and On-Hand Practice is essential in achieving this. This approach corresponds to the sum of training activities included as component of ERP implementation methodologies that are primarily concerned with preparing end-users to use and utilize the ERP modules.
- Gap Analysis
An analysis of the differences between the system as is and the system to be studied. Allocated resources write down the rules and requirements for the new system. If needed technical specifications are written down for developers to do further configuration
- ERP System On-Hand Go-Live Simulation
According SOP and document information to let key user simulate the actual situation. Make sure key user know how to run all process. If have any problem need to be resolved in time.
- Cut-off Date Balance & Accounting Opening Explanation
If the WBS set Go live date is at June 01, so all of the information must be collected one month before (May 31) and import to the ERP system, example basic data, customer data, part no. and etc.
4. Go Live
- On-Site Support/Stand-By
In this step, our team helps the client to solve the problem /issue regarding configuration, master data change, or transaction issues.
- Monthly Closing & Costing Training
The monthly(inventory) closing will be made when user has been used for one month. Our team will provide costing training for client to calculate product cost.
- Accounting Close & Troubleshooting
The system is used internally to an enterprise by the financial employees dynamically to close a financial period and prepare the financial statements that accurately reflect the activity during the period and the state of the enterprise at the end of the period. This process is referred to as closing. The analysts and auditors who use the system to explore in detail the underlying controls, logic, assumptions, and judgments that support the financial statements.
5. Benefit Assessment
- Project Review
Reporting to PM and boss once a month, regarding the report current process of Implement ERP system, if have any problem it will figure out solution to fixed it up. Explain the steps to be taken in the future, and customer need to be cooperated to on time go-live.
- ERP Project Closing Report, Presentation & Review
Reporting and reviewing to PM and boss about the whole project from the beginning of planning & preparation until the monthly closing. Analyze the difference between before and after used ERP system