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1 MethodAdopt for Microsoft Business Solutions Partners September 2004 RubyTurtle Consulting Page 1 of 17

2 Content Executive Summary... 3 Benefits of using MBS methodologies... 3 Risk when not using methodologies... 3 Methodology Enablement Concept... 4 Process flow... 5 Implementation Methodology Coverage... 6 Module 1 - Methodology Adoption Planning... 9 Module 2 - Methodology Training Module 3 - Methodology mentoring Module 4 - Methodology Support About RubyTurtle Consulting RubyTurtle Consulting Page 2 of 17

3 Executive Summary The Microsoft Business Solutions implementation methodologies are roadmaps to implementing the Microsoft Business Solutions products. The purpose of the methodology is to ensure delivery of an implementation on time, according to business requirements and within the budget agreed to. Microsoft Business Solutions have developed their own methodologies, thus providing Partners that do not have their own methodology a starting point. In recent years, the use of methodologies has changed from something a Partner may do to something that the customers require the Partner to do in order to be considered as a solution provider in the first place. More and more Partners understand that this is becoming an important part of the sales and pre-sales process and ultimately a inherent part of how they work on all engagements. The process described in this document will take the Partner from the initial process of adopting methodologies into their organization, using the methodologies in their projects as well as supporting them when the need arises. Benefits of using MBS methodologies The benefits for the typical partner to use the MBS provided methodologies are numerous: - The MBS methodologies provides a best practice prescriptive guidance to the complete implementation project life cycle, covering from pre-sales to operation - Effective pre-sales activities, enabling a proof of concept in ERP projects - Tangible deliverables, see specific under each module described in this document - The methodologies enable the partner to understand the process of implementing a solution that meets customer s business requirement, not just the functions and features you think they want. - The methodologies helps the partner manage project scope - The methodologies drive the customer to take on clear ownership of project decisions and deliverables - The methodologies drivers further on sell of new projects - The methodologies helps the partner generate revenue from all project engagements - The methodologies ensure projects that yield satisfied customers The above mentioned benefits can be achieved from undergoing the adoption and enabling process outlined in this document. The process is taught and mentored in a very hands-on fashion and is backed by the substantial practical experience of the trainers, gained from working in the MBS Partner channel. The process is designed in such a way that deliverables can be used directly as well as the templates and problem solving techniques built in to the methodologies. Risk when not using methodologies Buyers of modern ERP products are increasingly demanding when it comes to choosing their implementation partner. More and more often it is an upfront customer requirement for a short-listed partner to work according to a structured methodology. Refraining to use methodologies also poses risks related to implementation project efficiency: - No way to manage scope, resulting in scope creep - No customer project ownership - No real skills transfer to customer - Loss of money - Unsatisfied customers - Loss of sell on opportunities - Longer sales cycles RubyTurtle Consulting Page 3 of 17

4 Methodology Enablement Concept (1) Methodology Adoption Planning Develop and follow a plan to adopt Microsoft methodologies (2) Methodology Training (3) Methodology Mentoring (4) Support On-going support forum and knowledge repository Train partner staff in methodology and tools Counseling during first engagement The above illustration shows the Methodology enabling value chain and serves to illustrate the major modules offered in this document. The Methodology enabling value chain builds on the experience that merely training some or all partner staff in the theoretical aspects of the methodologies is insufficient to actually enable the partner to apply the methodologies in a project. It takes a structured and managed approach to enable the partner. The Methodology adoption planning (enabling process module 1) is the process of defining and following a plan whereby the partner is mentored through the initial activities required for them to become methodology enabled. Second the training and mentoring modules (enabling process modules 2 and 3) will follow up on this adoption process and complete the enabling. Last, the support offering enabling process module 4) is added to provide a means for the partner to get assistance once they start using the methodologies in future projects. The document describes in detail the complete package for adopting and utilizing Microsoft Business Solutions Implementation Methodologies for Axapta and Navision. The complete package has been structured in such a way that the various components can be offered individually, thus accommodating the different levels of skills already present in most partner organizations and taking into account, where possible, the resource constraints present in partner organizations. The use of skilled mentors with real-life experience is the foundation upon which this concept is built and offered to Microsoft Business Solution partners worldwide. The process outlined has, based on our experience, proven to be a best practice approach to helping Partners adopt Methodologies both on Microsoft Business Solutions platforms as well as other ERP platforms. RubyTurtle Consulting Page 4 of 17

5 Process flow Decision makers Project Managers Project Managers Business Consultants Methodology Adoption Planning Methodology Training Up to a total of 8 hrs remotely driven (web-based) development and follow-up of plan. This will typically consist of several ½ hour phone or web meetings. 3 hr web-based Methodology theory 3 hr web-based Business modeling (web training is typically 1 week apart) 2-days on-site training Project Managers Business Consultants Methodology Mentoring 40 hrs per project mentoring (telephone or web-based) Project Managers Business Consultants Methodology Support Moderated discussion forum Web-based Q&A sessions RubyTurtle Consulting Page 5 of 17

6 Implementation Methodology Coverage The Microsoft Business Solutions methodology is based on the Customer Solution Roadmap, defined by Microsoft. The roadmap describes the customer engagement life cycle and contains the five phases listed below: - Evaluate The purpose of the Evaluate phase is to establish a foundation on which a decision to implement the application or not can be based. For the customer as well as the partner the goal is to arrive at an estimate as precise as possible. To achieve a foundation for making a decision the customer must understand the nature of the implementation project, the product and the partner. For the partner to be able to give a qualified proposal a number of things must be analyzed. This includes the customer s current business and infrastructure and the requirements related to implementing the application successfully. - Plan The purpose of the Plan phase is to educate the customer on the key design decisions that must be made, gather relevant information that applies, and guide them to making decisions where it is safe to do so. Identify key areas of risk that require further follow up. Provide customer with an estimate of the cost of the proposed solution and resolve key design issues. At the end of this session the customer should have a clear idea of the solution that will be delivered and the key project milestones. Information gathered from this phase will be used to define the key project deliverables and estimate the cost of the proposed solution. Consultants should be provided with tools to assist them with determining and creating a high level list of deliverables and key milestones. Best practices patterns and tools for building the proposed solution and the basis for estimating work. Project planning at this stage includes setting timeframes and resources on the various analysis phase activities. Furthermore, the information that must be accumulated in the Project Charter is defined and the information collated. This information includes among other things client company background, project plan, project organization, project risks, implementation strategies, change control procedure, testing procedure and sign off procedure. The Project Charter should also describe the project deliverables of each project phase. The project charter is a living document. This means, that as the project progresses, and more information regarding issues, strategies, risks etc. is available, this can be communicated to the project team by adding it to the project charter. Resources have to be scheduled to set up the client environment and to conduct some initial training on the base application. The sooner the training takes place, the earlier the client is involved in the process and understands the processes of Implementation. This encourages and fosters the idea of Project ownership. RubyTurtle Consulting Page 6 of 17

7 - Build The purpose of the Build phase is to set up the Customer and Partner development environments, collect enterprise data, do the development work required for the project and finally, perform the testing activities. In this sense, this phase realizes the system designed in the previous phase. The test process, also part of the Build phase, is key to ensuring the quality of the system being delivered. Planning the tests must begin as early as possible. Involve user groups as much as possible in preparing the test criteria. It is crucial that the Customer is the one actually conducting the test. The project manager must control any changes to the project and evaluate to what extent changes at this stage of the implementation process will affect time, budget and scope. In practice, this the Build phase requires a lot of attention. There is a large component of documentation and testing that consumes great quantities of both time and resources, and Customer's are often inclined to make the shortcut of not conducting the system test properly. As a rule of thumb, too little time spent on planning, preparing and conducting the tests means a higher risk of software incidents. The result of such a situation could be the Partner not meeting Customer expectations. The development process, also part of the Build phase, is an iterative process. It is normal for the testing to reveal errors and inconsistencies. Methodology activities to ensure these are controlled and handled in a structured manner exists in the toolkits, thus it is unlikely that it will jeopardize a successful project. - Deploy The Deployment Phase marks the end of the implementation process. The new system has been analyzed, designed, developed and tested. Scope has probably changed somewhat, errors have been found and issues resolved. Various pieces of documentation have been produced throughout the process as a normal part of the implementation, and the remaining end-user training is taking place. The infrastructure is in place, the data has been converted and everything is set to go, but in order to launch the system, the project team needs approval from the steering committee in the acceptance walkthrough. A meeting is arranged whereby the implementer and the Partner and Customer project managers walk the steering committee through the project deliverables. Also, the critical success criteria for the project are revisited. There will be occasions where implementations will go live without having met all acceptance criteria. This is normally the case when there are external circumstances that affect the project. E.g. the financial accounts have to be run on the new system at the start of the calendar year. This means that the system must go live on Jan 1st regardless of whether or not all the acceptance criteria are met. It is highly likely that most of the criteria would have been met but the remainder will be met soon after go live. The implementer prepares for the acceptance walkthrough meeting by checking that all project deliverables are in place, and that the acceptance criteria have been met. Once the steering committee is satisfied that this is the case, they must approve the delivery, and the system can be prepared for going live. Transactions and balances are imported into the system, all configuration checklists have been crossed off, users trained and the system goes live. RubyTurtle Consulting Page 7 of 17

8 - Operate The activities in this phase are related to the maintenance and support of the new system and monitoring the client s future needs due to growth and business developments. Activities include entering into maintenance agreements with the Customer for technical software maintenance/upgrades and support in training, consultancy software support and monitoring errors and enhancements for future business opportunities. Also, sell-on opportunities are handed over to the Partner sales staff. Overall, the methodology covers from the pre-sales activities through to the on-going support and identification of new projects on the customer site. RubyTurtle Consulting Page 8 of 17

9 Module 1 - Methodology Adoption Planning For a Partner to effectively adopt the Microsoft Business Solutions Implementation methodologies as the cornerstone to their implementation projects, it is imperative to successfully implement this strategy into the partner organization. This process is best initiated by developing and following a company-specific adoption plan that is based upon the experience of other Partners having done the same successfully. We will facilitate and prime the process of developing the adoption plan, which will be set up in collaboration with the Partner s Management team. Experience shows that a successful adoption requires clear commitment from this team. Further, we will engage in a structured follow up process with the Partner to ensure maximum benefit to them. Purpose The purpose of this offering is to define and execute a detailed, company-specific plan outlining activities and requirements for the Partner to adopt the Microsoft Business Solutions Implementation Methodologies in their daily operations. Benefits The Partner will be guided and mentored through a process of defining and executing the activities and requirements for them to adopt and ready themselves for a methodology driven approach to ERP implementations. We will facilitate development and execution of a detailed plan in collaboration with the Partner and according to Microsoft Business Solutions guidelines, where applicable. After having gone through this process the Partner will know exactly what is required for them to adopt a methodology driven approach on all their Microsoft Business Solutions projects. Deliverables - Training in the adoption planning process - Adoption planning report with activities and training detailed - Detailed schedule with necessary activities and requirements - Activities and Training execution plan - Mentoring/support through the adoption process (man-hours capped at 8 per Partner) Partner roles and effort required - Decision makers and Project Managers - Up to a total of 8 hrs remotely driven (web-based) development and follow-up of plan. This will typically consist of several ½ hour phone or web meetings. Pricing Fixed price per Partner. RubyTurtle Consulting Page 9 of 17

10 Module 2 - Methodology Training Microsoft Business Solutions Axapta, Navision or Great Plains The Partner will be offered a 3-days (in total) training course. This course will be case-driven to ensure maximum value and real-life resemblance. After having completed the course, the Partner will be able to confidently initiate a project of implementing Microsoft Business Solutions Axapta or Navision. The training will be divided into three segments to minimize impact on Partner business, to ease the scheduling of consultants and to maximize the effectiveness of the learning experience. The three segments are as follows: Segment 1: Methodology Toolkit in theory 3 hour web based training as a live meeting -type scenario. This training will aim to teach participants about the overall content of the toolkit, the methodology, the tools/templates and deliverables. Purpose The course will teach Methodology theory, Toolkit content, Toolkit tools/templates and deliverables. Benefits Participants will know what is available and understand what can be achieved by using the tools and methodologies available. Pre-requisites Participants must have downloaded the Microsoft Business Solutions Consultant Toolkit for Axapta or ERP, and must have spent time learning the structure and basic content. Deliverables - Web based walk through of Microsoft Consultant Toolkit for Axapta or ERP (adaptable to Partner requirements). - Q&A at the end of session for Partner-specific questions - Training schedule agreed with Partner High-level Agenda - Methodology positioning - Consultant Toolkit structure - Basic Toolkit principles - Business focused approach - Toolkit and Methodology walkthrough - Tools and templates walkthrough - Question and answer Partner roles and effort required - Project Managers and Business Consultants - 3 hr web-based Methodology theory Pricing Fixed price per participant. These web-based courses will be planned at least 3 weeks in advance and participants will be invited accordingly to join one of several scheduled events, for optimum planning convenience. RubyTurtle Consulting Page 10 of 17

11 Segment 2: Business Modeling 3 hour web based training as a live meeting -type scenario. This course aims at teaching the participants how to use business modeling in conjunction with the Microsoft Business Solutions Methodologies. The training is focused around the Microsoft Business Solutions Modeling Tool, the UML elements and a case story used to illustrate and learn the techniques. There will be references made to the toolkits and how the Business Modeling is used in various activities throughout the implementation of Microsoft Business Solutions Axapta or Navision. Purpose The course will teach Business modeling using the Microsoft Business Solutions Modeling Tool and the UML used in the Microsoft Business Solutions Methodologies. Benefits Participants will understand what business modeling is and will be able to use the tool to begin modeling simple business processes. Pre-requisites Participants must have downloaded and installed the Microsoft Business Solutions Modeling Tool. Deliverables - Web based training in Microsoft Business Solutions Modeling Tool. - Q&A during the session for Partner-specific questions - Training schedule agreed with Partner High-level Agenda - Business Modeling concepts - UML theory - Designing business models - Breaking down business models - Documenting business models - Question and answer Partner roles and effort required - Project Managers and Business Consultants - 3 hr web-based Business modeling (web training is typically 1 week apart) Pricing Fixed price per participant. Segment 3: Methodology Training This is a 2-day case-driven, hands-on style training. This part of the training is focused around utilizing and applying the methodology and tools in a, as close to real-life as possible, scenario. The training will cover all stages of an ERP implementation, from pre-sales to on-going support. Purpose The course will teach how to use the Methodology based on a real-life case. There are many exercises to illustrate the activities in the toolkit and to teach exactly how to apply the various RubyTurtle Consulting Page 11 of 17

12 tools and templates to the methodology. Benefits Participants will be able to confidently initiate a project of implementing Microsoft Business Solutions Axapta or Navision. Pre-requisites Participants must have taken the Methodology Toolkit in theory and Business Modeling classes, or equivalent. Deliverables - On-site intensive training in all phases of an ERP implementation, using the techniques and tools learned in the Methodology Toolkit in theory and Business Modeling classes. - Extended possibilities to engage in discussions with highly skilled and experienced trainers to allow maximum benefit for participants. - Many practical and real-life examples used for authentic teaching. - Training schedule agreed with Partner High-level Agenda Day 1 - Follow up on course pre-requisites (web-based training segments) - Applying a business driven approach - Customer involvement and buy-in - Project planning - Identifying and documenting business critical processes - Project scoping - Conducting a Gap/Fit analysis Day 2 - Business oriented design - Detail design for customization and configuration - Detail design for interfaces - Detail design for Data Migration - Test planning - Conducting system test - Acceptance walkthrough - How to close projects - How to sell the next project - Question and answer Partner roles and effort required - Project Managers and Business Consultants - 2-days on-site training Pricing Fixed price per participant. Company specific courses can be arranged, including some or all of the above modules. There s a minimum fee for these courses. The course will be tailored to the company where possible. About the Trainers RubyTurtle Consulting Page 12 of 17

13 All training will be conducted by highly experienced senior consultants, who have worked with the methodologies in question for several years, and who have an intimate knowledge of the practical application of these methodologies in implementation projects. All trainers have conducted or managed many implementation projects over 8+ years in the Microsoft Business Solutions market space. RubyTurtle Consulting Page 13 of 17

14 Module 3 - Methodology mentoring For a project team to confidently and successfully initiate and complete the first implementation engagement using the Microsoft Business Solutions Consultant Toolkits, it is imperative to allow highly experienced and senior consultants to follow that engagement closely. This way, uncertainties and questions which will inevitably occur can be addressed and solved immediately, causing no disturbing disruptions to the engagement and creating important learning experiences for the team. Further, the chance of absolute success to the project team is enhanced, thus resulting in a success story that can power the absorption of the methodologies within the entire Partner organization. Partners that have completed our Methodology Mentoring Module will automatically, and at no additional cost to them, be enrolled in our global RubyTurtle Methodology Enabling Certification Program. This program will verify partner methodology usage compliance with MBS Methodologies. The certification program will be launched in the last quarter of Purpose The purpose of this offering is to ensure an effective application of the newly acquired methodology skills of the project team. This brings sufficient confidence into the team to allow them to use the methodologies on their own. Benefits The project team will be able to apply the methodology for the first time in a maximum security environment, where any misunderstanding or doubts will be caught by the mentors. Partner will be enrolled in our global RubyTurtle Methodology Enabling Certification Program at no additional cost. Deliverables - Up to 24 hours of project-specific mentoring on the Partner s first project - Personal involvement and counseling by highly experienced and senior consultants - Get feedback on project deliverables, project plans and schedules, and other project related documentation for quality assurance and methodology compliance. - Availability on phone and - RubyTurtle Certification for Partner and team members who have participated in the training and mentoring modules Pre-requisites The Partner must have at least one project team who has participated in training as described (or equivalent to) in Methodology Module 2 (Methodology Training Microsoft Business Solutions Axapta or Navision) Partner roles and effort required - Project Managers and Business Consultants - 24 hrs per project mentoring (telephone or web-based) Pricing Fixed price per project. RubyTurtle Consulting Page 14 of 17

15 Module 4 - Methodology Support Partners can select to subscribe to a forum based support offering. The forum is monitored and responses are guaranteed within 3 business days. Aside from the forum, web-based VoIP Q&A sessions will be offered to subscribed members on a regular basis. The forum and the webinars combined with the knowledgebase (accessed via the RubyTurtle website) will provide a solid starting point for support relating to the use of methodologies in Microsoft Business Solutions projects. Should Partners wish faster response or more project focused response, the option is to take the Mentoring Module mentioned above. Purpose To provide an option for Partners to get support on issues relating to the use of methodologies in Microsoft Business Solution projects at a reasonable low cost. Benefits Partners can interact with RubyTurtle for support as well as interact with other Partners. Deliverables - Unlimited access to methodology support forum (monitored and response guaranteed within 3 business days) - Periodically held web-based Q&A sessions Pre-requisites The subscription fee must be paid for a login to be provided. The fee is Partner based and is divided into two levels, Global and Country. Global membership allows all employees with the partner access regardless of location. Country membership allows up to 5 named consultants within a specified country access to the forum. Partner effort required - Project Managers and Business Consultants - Moderated discussion forum - Web-based Q&A sessions Pricing Subscription based. RubyTurtle Consulting Page 15 of 17

16 Methodology Enablement Process summary Below, the individual steps in the Methodology Enablement process are outlined. For each step, the duration and effort is given based on individual module and segment content outlined in this document. Step Module Effort 1 Module 1: Methodology Adoption Planning 1 day (divided into several brief meetings) web based 2 Module 2: Implementation 3 hr web based training Methodology Training Segment 1 3 Segment 2 3 hr web based training 4 Segment 3 2 days Instructor-led Classroom training 5 Module 3: Methodology Mentoring 24 hrs web based 6 Module 4: Methodology Support Unlimited web based Country access - Global access - RubyTurtle Consulting Page 16 of 17

17 About RubyTurtle Consulting RubyTurtle Consulting is a provider of leading edge consulting services to Microsoft partners, Microsoft Industry Focused Partners and ISV s adopting Microsoft methodologies to their organizations. RubyTurtle Consulting provides training and mentoring services to Microsoft Business Solutions Partners, to facilitate the process of turning their use of Microsoft Methodologies into business benefits. Based on our year-long practical experience with building effective methodologies for this market, we re dedicated to helping our customers turn investments in methodology into significant business value. Founded in 2004, the company is new in business, but has already proved to possess a powerful skills-set, bringing unquestioned value to the Partners. For more information: Phone: Learn more about RubyTurtle Consulting at RubyTurtle Consulting Page 17 of 17

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