Industrial Rapid Implementation Methodology (InRIM)

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1 Industrial Rapid Implementation Methodology (InRIM)

2 Introduction The path to improving asset effectiveness and productivity must be based on a firm foundation created from the interaction of three essential elements: 1. Sound business practices and procedures 2. Empowered and skilled employees supported by the appropriate training, organization, and culture 3. A well-deployed enterprise asset management (EAM) system When this solid foundation is established, the organization is well positioned to progress through a path of continuous improvement towards the goal of operational excellence. Recognizing these facts, Avantis has developed a solution delivery methodology for our enterprise asset management system which facilitates system implementation in conjunction with complementary improvements to business processes and organization, while transferring system knowledge and ownership to the user community. The Industrial Rapid Implementation Methodology (InRIM) is the core of the Avantis Solution Delivery approach. It is a structured, multi-component offering that ensures low risk initial implementation of Avantis.PRO without compromising the ongoing evolution and continued growth of the use of the application to bring about future business improvement. The InRIM approach was developed in response to the common needs of a broad cross-section of organizations that were asking for: Rapid implementation Reduced risk Low cost to implement Minimum demand on internal resources InRIM supports parallel implementation of Maintenance and Materials Management (Inventory and Procurement). Since the two disciplines are so closely integrated from the business perspective, as well as within the software, this approach provides a number of strong advantages, and supports seamless visibility, workflow, and automation between the two areas. InRIM enables the diverse participants involved in the implementation project to successfully carry out major aspects of the implementation process with minimal risk while ensuring effective knowledge and ownership transfer to the customer s end-user community. InRIM Components InRIM is a holistic approach which addresses all aspects of the implementation of the Avantis.PRO solution, and includes a number of components which are listed below. a. Maintenance and Materials Business Processes b. Pre-configured InRIM Database c. Implementation Methodology d. Consultant Toolkit e. Project Management Protocols f. Data Conversion Tool g. Training Courses and Manuals h. Consultant Certification Each of these components is described more fully in this document. Schneider Electric White Paper Release 1 Page 2

3 a. Maintenance and Materials Business Processes The InRIM package includes a comprehensive set of pre-defined business process models based on industry-standard best business practices. They represent the typical business processes and workflows associated with Maintenance, Stores and Purchasing. They can be used to assist the customer to define their desired processes, or to aid in identifying any unique clientspecific business requirements. Figure 1 Sample business process flow for Work Request creation b. Pre-configured InRIM Database The InRIM database has been developed to support the pre-defined set of InRIM business process flows based on best practices. These processes cover all aspects of maintenance and materials management. With these processes as the design foundation, much of the configuration has been completed before the implementation begins, including: Pre-set business policies based on best practices Over 250 pre-defined customizable cabinets and views Numerous standard Crystal Reports based on common maintenance and materials management key performance indicators Many value lists pre-populated with values based on common usage and industry best practices Pre-defined role-based user desktops and security profiles (for example, Maintenance Planner, Tradesperson, Buyer, General User, etc.). These can be customized as required. Configuration changes to message severity based on common usage Schneider Electric White Paper Release 1 Page 3

4 Figure 2 Phases in the Implementation Cycle c. Implementation Methodology InRIM projects are deployed using a defined methodology which follows a natural progression of activities to support your Avantis.PRO implementation. The methodology is divided into six phases, each of which contains a number of activities to be completed to maximize the success of your project. Activities are carried out by members of the project team, which includes representatives from the customer organization, as well as Avantis representatives. (A sample project team is described in the Project Management section later in this document.) Each of the phases and their related activities are described below: 1. Prepare The InRIM process begins with the preparation phase, which includes an assessment of the business, technical and project requirements In addition, the predefined InRIM business processes are adapted to meet the client s unique requirements. Completion of the preparation stage is marked by the installation of the Avantis software and hands on training of the client project team. In this initial stage, the team plans and organizes the project. The team agrees on project scope, develops consensus on a project plan that not only details the implementation activities to be completed before go-live, but also defines responsibility, timeline and deliverables for each activity. The following specific activities are carried out during this phase of the project: Business and technical assessments Project planning discussions with Project Manager and Team Agree on scope, refine project plan, assign resources Perform initial risk assessment Project kick-off meeting Confirm validity of InRIM business flows Install software 2. Define During this phase, the project team defines the functional requirements, and makes all of the necessary set-up decisions to ensure that the business processes to be enabled and supported through the use of Avantis are thoroughly understood, and that any unique business needs are addressed. The project core team members are introduced to the Avantis product, and provided with training to prepare them to take part in the implementation decision-making process. Reporting, interface and integration requirements are defined. The following activities are carried out during this phase of the project: Train core team on Avantis.PRO functionality Hold solution workshop Define functional design requirements Define customer-specific business flows and reporting requirements Define integration mapping Schneider Electric White Paper Release 1 Page 4

5 3. Configure The third stage involves tapping the subject matter expertise of the members of the project team to tailor the functionality of the Avantis software to perform in a manner consistent with your specific expectations and needs. During the System Configuration stage of the project, the team makes decisions about the setup and adjustments which will be made in the Avantis database to meet the customer s unique requirements. The decisions of the team lead to the preparation of a development database. Activities include aligning the physical assets within an entity structure, determining the cost reporting structure, reviewing value lists, and selecting the appropriate business rules. A representative sampling of data is loaded into the resulting development database. The output of this phase is a fully-functioning development system ready for testing and validation. Significant activities during this phase include: Define User Interface customization requirements Set up defined configuration in the development database Collect/extract, prepare and load sample data Define and prepare sample reports Define and prepare approval routes as appropriate Determine additional cabinet requirements and create as required Define desktops and security profiles and prepare 4. Validate During this phase, the configured development data base is subjected to rigorous testing to ensure that the configuration meets the previously defined business requirements. The project team members, then end-users, use test scripts to test the system, identify any gaps to meet requirement, and adjust configuration as required. The testing includes all aspects of functional testing, including information retrieval using reports and inquiries (cabinets). Integration/interfaces are also tested during this stage of the project. The result of this phase is a fully-functioning development database which meets all of the customer s defined business requirements. Specific activities during this phase of the project include: Develop test scripts (unit testing, end-to-end testing, integration testing) Functional validation by application of test scripts Integration validation by application of test scripts Adjust configuration as required Full system test 5. Execute The full-scale operational system is developed during the Solution Execution phase. During this phase, all required data is extracted from the old system, reviewed and revised as required, and imported into Avantis. Our data conversion tool, DataPilot, is used for this effort. If additional data entry is also required (for example, information which did not exist in the old system) Data Pilot can be used to import it into Avantis from Excel spreadsheets. The project team also develops training plans for enduser training, and customizes end-user training material as required. End-user training is delivered, dynamic data, such as item balances, open work orders, etc. is imported, and the system is ready for go-live. At the conclusion of this phase, the end-users are carrying out all of their daily work activities using Avantis. Schneider Electric White Paper Release 1 Page 5

6 The activities carried out in this phase include: Prepare production database Collect and load static data Prepare for end-user training Train end-users Collect and load dynamic data Go live Provide post go-live support 6. Optimize The purpose of the Optimization phase is to assist the customer to evaluate the success of the implementation, identify opportunities for increased business value that could be enabled through Avantis, and plan for the future. Included in this stage is an assessment of how well the implementation has succeeded in meeting the functional requirements defined at the beginning of the project. As well, this stage provides an opportunity to evaluate the users perceptions of the system, (including their achievements, general satisfaction level,) and to identify how additional software features and functions could be utilized. A critical part of this stage is to ensure the organization has developed an effective support infrastructure to support continuous improvement, and to prepare for roll-out to additional sites. Specific activities carried out during this phase include: Assessment audit Assessment report Identify opportunities for business improvement Determine any requirements for additional user training Define optimization path forward Define roll-out plan (if applicable) d. Consultant Toolkit InRIM contains a full set of tools and templates which are provided to our certified consultants to support the implementation activities. These tools provide guidelines for how to carry out implementation activities, templates for recording decisions made during the implementation process, and reports to record configuration and setup. Some sample documents are described on the next page. Schneider Electric White Paper Release 1 Page 6

7 Business Assessment Questionnaire The Business Assessment Questionnaire provides a set of questions for the customer to answer in order provide information about their organization, how it currently operates, and the way in which it is planning to use Avantis.PRO. The questionnaire contains a number of specific inquiries related to systems currently in use, business processes and reporting requirements. ORGANIZATIONAL DOCUMENTS # Description Comments Table 1 Example of a Business Assessment Questionnaire Complete, up-to-date organization charts for maintenance, stores, purchasing, accounting, IT and operations, including hourly and salaried. Any documented description of the future changes in maintenance and materials management (E.g., strategy, goals, organizational changes planned, etc.). Copies of any documented process flow information describing current and/or future business processes. Copies of all standard forms, reports, logs, schedules, etc. used by maintenance, stores and purchasing. Any performance reports such as backlogs, schedule compliance, cost per ton, scheduled and unscheduled downtime percentages by area, stock-out performance, inventory turns, and vendor performance. Functional Design / Configuration Tracker The Trackers are tools which allow the project team to record their set-up and configuration decisions during the project. These documents are used to explain how fields will be used in Avantis, where the information is currently stored in the legacy system, and the reasons why the system has been set up in a particular way. These documents act as permanent records of the implementation decisions, and are invaluable references for the future. Schneider Electric White Paper Release 1 Page 7

8 Figure 3 Sample Functional Design Tracker Issue Tracker The Issue Tracker is a document used by all members of the project team to record, detail, and track all issues which come up during the implementation. These issues can include system problems, resource requirements, upcoming activities to carry out, items awaiting decisions, etc. Using this document ensures that all issues are tracked to completion/resolution. Figure 4 Sample Issue Tracker Test Script Template The Test Script Template is a record of all steps for each of the business scenarios to be carried out on the configured system, the expected results, and details on the execution of the steps. This record ensures that all aspects of the system have been fully tested, the functionality operates in a manner which will meet all of its intended purposes, and the configuration meets the business requirements prior to go-live. It also provides a place to record any decisions made that will impact the results of the tests and the subsequent use of the application in a live environment. Schneider Electric White Paper Release 1 Page 8

9 Figure 5 Test Script Templater Go Live Assessment This template is provided to allow the project team to assess the state of readiness in anticipation of a successful go live, and quantify the expectations of each of the parties (the Customer, Avantis, and any applicable third parties). Use of this document formalizes the pre-go-live risk analysis and mitigation process, and provides a record which includes all information required to complete golive preparation. Figure 6 Sample from Go-Live Assessment e. Project Management Protocols Effective communications, regular reviews of project status and periodic audits are essential elements of any successful project. The following project management guidelines are an essential element of our InRIM approach, and are applied to the implementation of Avantis.PRO at all customer engagements. Additional project management protocols may be defined through mutual agreement with the project team in discussions during the Project Planning stage, as many customers have specific requirements to be met. In successful implementations, the activities are carried out by members of a cross-functional project team, which consists of participants from the customer organization and Avantis. The suggested team is pictured on the next page. Schneider Electric White Paper Release 1 Page 9

10 Figure 7 Suggested Project Team Each implementation has its own unique characteristics, such as the skills and availability of customer resources, the degree of involvement of Avantis resources, the roles these resources play, the depth and complexity of the implementation itself, as well as the risks identified in the project. Despite these differences, the project management control elements described here apply to all. The specific definition of how these controls will be applied during the execution of a specific project will be part of the project planning phase and subject to the approval of Avantis and the customer. Project Management Integral to the success of each implementation project is the designation of an Avantis resource to take on the role of the Project Implementation Manager. This individual s responsibilities include the following: Ensure that a realistic Implementation Strategy is chosen as the basis for project planning. Assist as required with the preparation of a realistic Project Plan and Project Budget designed to ensure that the customer s functional requirements are met. Ensure that this plan is understood, and committed to, by the customer s implementation organization and by all Avantis consultants who support the implementation project. Ensure that appropriately skilled Avantis people are available, when needed, to support the application and technical assistance requirements of the Implementation Project Organization. Monitor the performance of these resources to ensure that customer s needs are met or exceeded. Coordinate the administration of these resources. Monitor progress of the project against the Project Plan and Project Budget. Work with the Project Manager and Project Team to bring the project back on track when deviation from the plan occurs. Provide ongoing project management support to the Project Organization throughout the Avantis Implementation Project. Facilitate discussion of Maintenance and Materials Management practice/processes as they relate to the structuring and use of the Avantis system. Facilitate discussion of system configuration alternatives that would result in the system providing greatest business value and ease-of-use, while meeting or exceeding the customer s stated functional requirements. Project Management Control Elements The Project Implementation Manager utilizes a set of InRIM standard reports and templates to manage and track all aspects of the implementation project. This allows us to ensure that projects are managed in a consistent manner to maximize success. These reports and templates provide project tracking information, highlight and track risks, measure expenditures against budget, ensure timely follow up on issues, and support scope management. Schneider Electric White Paper Release 1 Page 10

11 All of the Avantis project management tools are MS Office based. They include: Engagement authorization forms Project plan templates (high level and detailed) Risk analysis / guidelines Implementation organization roles and responsibilities Issue tracking tools Project tracking and progress report templates Scope change documents Figure 8 Sample Project Plan template Some of these reports and tools are described more fully below: Project Plan The Avantis Project Implementation Manager and the customer core team work together to refine the base project plan, and maintain it on an ongoing basis. To facilitate this activity, InRIM provides a template project plan which includes all of the activities which must be carried out in each phase of the project. Figure 9 Sample Activity and Status Report Project Activity Reports and Status Reports Project activity reports provide an ongoing record of project activities which have been carried out, as well as an accounting of consulting time provided to the customer. An individual report is prepared by each consultant at the end of each consulting visit (usually weekly) with copies to the Avantis Implementation Manager, the customer s Project Manager, and others as appropriate. A copy is also submitted to Avantis Accounting and Services Operations along with the weekly time sheet and expense reports. Schneider Electric White Paper Release 1 Page 11

12 Project status reports are completed by the Avantis Implementation Manager and are intended to communicate the status of all aspects of the project to the Core Team, Avantis Management and the customer Steering Committee. The nature of the report provides both quantitative and qualitative assessment to allow trend analysis with supporting explanation. Figure 10 Sample Scope Change Request Scope change request forms Change is inevitable. However, it must be managed within a project to ensure the project objectives are achieved within the defined budget and schedule. The Statement of Work (SOW), which is prepared as part of a Consulting Services Agreement prior to an InRIM implementation, states all of the project steps, their objectives and the deliverables. Any deviation from this approved SOW is managed through a scope change request which must be approved by both parties before work proceeds f. Data Conversion Tool Avantis recognizes that migrating existing electronic data from your legacy system(s) is one of the most significant activities in the project, and can easily cause significant project delays and undue risk if it is not controlled carefully. To eliminate the majority of this risk, streamline the data conversion process, and reduce the overall data conversion costs, Avantis provides a tool, DataPilot, which allows the customer to export, massage, clean, and verify data before finally importing it into the new Avantis database. The Avantis DataPilot utility is an integral component of InRIM. DataPilot can migrate static, historical, and open transactional data, and, since it is Microsoft Excel based, it makes the data conversion process much easier and safer. DataPilot supports conversion of all major Avantis master file objects, and DataPilot InRIM conversion templates are provided, including: Entities Work Orders, Preventive Maintenance Jobs MRO Items, Catalog Items, Parts lists Vendors, Vendor Resources, Purchase Orders, Invoices Figure 11 Sample Preventive Maintenance Data Conversion Template Schneider Electric White Paper Release 1 Page 12

13 In addition, DataPilot includes functionality for use after the initial implementation to enable: Copying custom-built cabinets and views across databases or sites Performing mass updates of Avantis data Figure 12 Sample DataPilot Screen g. Training Courses and Materials Avantis offers training to meet the needs of both the implementation project team and all endusers. Standard (customizable) training materials are provided as part of InRIM. Our training manuals include functional modules, as well as role-based end-user material for planners, trades people, receivers, buyers, etc. In addition we can assist in the development of customized job aids for each function within Avantis. Avantis also provides the technical training required by System Administrators and other IT Personnel. InRIM training services include: Project Core Team Training Implementation training is provided to the core project team at the beginning of the project. This training provides the project team with the knowledge of the Avantis.PRO functionality required for them to participate in decision-making during the definition of the solution and implementation of the modules. This hands-on training course is intended to provide the foundation for the implementation activities to follow. This course is delivered by the Implementation Consultant or Training Specialist assigned to the project, and usually takes place on-site at the customer location. A full set of training manuals is provided with these training courses. End User Training Many companies prefer to use their own internal resources to conduct the end user training classes prior to go-live. While Avantis is prepared to carry out this training, train-the-trainer is the approach we recommend as it further reduces the customer s dependency on external resources and compliments the internal consultant concept by developing the internal expertise to support the organization after initial go-live. End-user role-based training manuals are provided for use by the internal trainers as part of InRIM. If required, Avantis resources are available to assist in customizing these materials to meet specific end-user needs. Schneider Electric White Paper Release 1 Page 13

14 If required, Avantis is able to supply experienced trainers who have a sound understanding of general maintenance practices and are fully conversant on Avantis.PRO functionality. These trainers can be used to provide on-site end-user training and/or conduct train-the-trainer sessions. Figure 13 Sample content of Training Manual h. Consultant Certification All consultants using the InRIM methodology and tools are required to take part in an InRIM certification program. This program includes: Formal Training Courses, including Avantis product training and InRIM implementation process training Field Internship working with Certified InRIM Consultant on one or more implementations Regular certification renewal based on updating of skills / knowledge The InRIM Consultant Certification Program provides significant benefits to customers. It ensures that, on a global basis, customers receive a consistent high level of quality and expertise in the application, technical, and implementation services they receive. Certified consultants are able to leverage the benefits which our InRIM methodology provides including low risk, rapid time to value, high quality implementations. Other InRIM Services In addition to the InRIM components described in this document, Avantis can also provide a number of other services to support the implementation of your system. These services include: Standard integration packages for common financial applications Custom programming, including integration to third party systems Inventory Optimization Maintenance and/or Materials Management Best Practices Workshops Defining and tracking Key Performance Indicators Process training and facilitation (RCM, TPM) Preventive Maintenance program optimization Schneider Electric White Paper Release 1 Page 14

15 Conclusion No single factor can ensure the effectiveness of your maintenance and asset management business initiatives. The interrelationship of sound business processes, an organization of empowered users, and an effectively deployed information solution are all critical to your success. The Industrial Rapid Implementation Methodology addresses all of these aspects of your maintenance business to enable you to realize benefit from your Enterprise Asset Management system in the shortest period of time. Our proven approach supports in-house knowledge and user ownership of the solution, and sets the basis for your continuous business improvement and growth in the use of the system. Our certified consultants bring a wealth of experience and a well-established solution methodology to support you in successfully implementing your new Asset Management system Invensys. All rights reserved. PN AV-0122 Schneider Electric White Paper Release 1 Page 15

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