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Top 10 Considerations for Upgrading
CA User Group Meeting
Romeo Sequeira
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Why Upgrade?
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Practical Competitive Optimum
Proactive Application Management
Status Quo
Regular Applications Value Reviews
PeriodicApplicationRefresh
Competitive Opportunity
Time
Competitive Erosion
Go Live
By harnessing the power of new technology, you can achieve competitive advantage
Com
peti
tiven
ess
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Upgrade Cost Drivers
Can upgrade provide new business value?
Productivity
Business justification examines the overall impact to your organization’s performance
Cost
Can customizations be reduced ?
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Benefits of Upgrading Take advantage of new
functionality Reduce customizations Reduce operational costs Respond to globalization and
consolidation needs Increase user productivity Ensure compliance Optimize application and system
performance Drive lean principles throughout
the organization
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Value of Upgrading
According to Aberdeen Group, Best-in-Class manufacturing companies are 35% more likely than
Laggard companies to operate on a current version of ERP.
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QAD Enterprise Applications 2009
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Tokyo
Sydney
Rio de Janeiro
Munich
Washington
domainsShared ServicesSarbanes-Oxley ComplianceEnterprise IntegrationFlexible global DeploymentCommon Data Global GovernanceInteroperability & Integration
globalplatform
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total enterprise
capabilityEnterprise Resource PlanningEnterprise Asset ManagementProduct Lifecycle Management
Demand ManagementCustomer Relationship ManagementService and Support Management
Transportation ManagementProduct Information Management
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humanengineering
.NET User InterfaceData AccessIntegrationConsistency
RolesProcess
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Recent Enhancements, New Modules
JUST-IN-TIMESEQUENCING
MANUFACTURINGEXECUTIONWORKBENCH
TRANSPORTATIONMANAGEMENT
DESKTOPSHIPPING
SALES FORCEAUTOMATION
.NET UI2007
MARKETINGAUTOMATION
QAD ENTERPRISEAPPLICATIONS 2007
2007
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Recent Enhancements, New Modules
DISTRIBUTEDORDER MANAGEMENT
DEMAND MANAGEMENT
CONFIGURATORJUST-IN-TIMESEQUENCING
ENHANCEDCONTROLS
MOBILEFIELDSERVICE
GLOBALENTERPRISEEDITION
PRODUCTIONSCHEDULERWORKBENCH
.NET UI2007
2008
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QAD Enterprise Applications Development
MFG/PROeB2
MFG/PROeB2.1
QAD2007
QAD 2007.1
QAD2008 EE
QAD 2008 SE
Shared Services Domains
QAD Standard Financials
QAD 2008.1 EE
QAD2008.1 SE
QAD2009 EE
QAD2009 SE
QAD Enterprise Financials (EF)
March 2007
March 2008
September2007
September2008
April 2009
QAD Internationalizations
2002 2005
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Two versions of QAD 2009
QAD 2009 Enterprise Edition (EE)– Includes Enterprise Financials– Also includes enhancements in other areas of Enterprise
Applications, including Manufacturing & Distribution– New UI Shell version
QAD 2009 Standard Edition (SE)– Includes Standard Financials (as in eB2.1)– Equals QAD 2007.1 plus Service Packs– New UI Shell version
Differences in add-on availability and versions of add-ons
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UpgradeConsiderations
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Top 10 Considerations for an Upgrade
1. Technical Considerations
2. Business Considerations
3. Security Considerations
4. Implementation Considerations
5. Customization Considerations
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Top 10 Considerations for an Upgrade (contd.)
6. Financial / Regulatory Considerations
7. Standardization Considerations
8. Reporting Considerations
9. Training Considerations
10.Tool Considerations
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1. TechnicalConsiderations
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Technical Considerations
Architectural – Number of databases
– Number of domains
– Options• Single database with multiple domains
• Multiple databases with multiple domains
• Single database with single domain
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Technical ConsiderationsDatabase and domains considerations
– Strategy for points of failure (single or multiple)
– Database maintenance or shutdowns strategy
– Language considerations in the same database
– How many sites are you willing to upgrade at once
– Time zone considerations
– What level of separation or granularity do you require
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Technical ConsiderationsHardware considerations
– Centralized, decentralized or hosted
– Number of servers
– Location of servers
– Server size and capacity
– Will existing infrastructure support the envisioned environments
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Technical Considerations
Data communication considerations– Network bandwidth
– Network latency
– Bridges between ISP providers
– What UI’s will be running
– What other applications will be running over the lines (telecom, radio frequency, email systems, and voice)
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Technical Considerations
Business Continuity strategy– Up time requirements and support strategy
– Backup strategy
– Fail over strategy
– Disaster Recovery strategy
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PresentationPresentation
Business ServicesBusiness Services
PlatformsPlatforms
Technical Considerations
ExposedServicesExposedServices
QXtend
EDI
Data AccessData Access
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2. BusinessConsiderations
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Business Considerations Is there a clear understanding of business drivers / objectives and
reporting requirements (KPIs / Metrics) at all levels?
Measure baseline metrics before upgrade
What is the level of local autonomy versus central control?
Is there an understanding of internal supply chain requirements and flow?
Degree of change management or managing change that will be required
Is there a clear definition and understanding regarding shared services requirements ?
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Business Considerations
The amount of business process reengineering that is envisioned to support initiatives such as Lean, Shared services, etc.– Customer Service Applications– Support Operations– Accounts Receivable– Accounts Payable
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Business Considerations– Is there an understanding of what new functionality is
available or net change from legacy version
– Will there be new features and functionality the business will be taking advantage
• Enhanced security• CRM• Lean manufacturing • PIM• Production schedulers• EAM• DOM or CSS• Configurator• Warehousing
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3. SecurityConsiderations
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Segregation of Duties (SOD) Objective
– Limit the duties of individuals to certain areas of responsibility– Minimize the ability of any individual to misappropriate company
property – without collusion between individuals
Specify roles that are conflicting from a segregation of duties perspective
Identify users that have any access rights that are part of conflicting roles
ConflictsRole A Access right Access right ….
Role B Access right Access right ….
User
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Segregation of Duties (SOD)Partition all activities (menu options) to
only one categoryDefine sets of categories that are
mutually exclusive– No individual can have access privileges to
functions that are defined as being mutually exclusive
Establish rules and verify no violations– Rule 1: Activities granted to a role must belong to compatible
SOD categories– Rule 2: User roles must have compatible SOD categories
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Role Based Security
All application security in QAD 2009 EE is role based
Roles are defined for each discrete area of the business using Segregation of Duties concepts
Roles are linked to menu functions using Role Permissions
Users are assigned access to Domains and Entities
Users are assigned to roles for Entities and Domains
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Business Considerations Define Roles and Permissions Segregation of Duties:
– Define conflicting roles
User Interface depending on Role
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Role Membership
Users will typically be assigned more than one role Users may have different roles in different
Domains/Entities
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Default Roles and PermissionsDefault set of pre-defined roles and
permissions supplied with QAD 2009 EE– Around 80 roles are already defined
Roles are defined using Segregation of Duties Principles– Separate role for PO creation and PO receipt– Separate roles for supplier creation, supplier
invoice recording and supplier payments– Separate roles for inquiry access by functional area
Tools provided for the automatic loading and editing of default roles and permissions– XML integration already available
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4. ImplementationConsiderations
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Implementation Considerations
Is this project considered a new implementation, technical upgrade or is it a reimplementation– Will a business process assessment (BPA) be
required
– Will business process reengineering (BPR) be required
Is this project a “Lilly pad” for another upgrade – If so how can it be positioned for the next upgrade
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Upgrade ScenariosTechnical Migration with data conversion
Technical Migration without data conversion
Re-Implementation
CustomizationData
Conversion
SmallProcessChanges
ConversionDataLoad
SmallProcessChanges
Optimization
Optimization
Re-define Business ProcessesNon-Intrusive
CustomizationsDataLoad
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Centralize/Standardize First
ERPDatabase
Plant 1
ERPDatabase
Plant 2
ERPDatabase
Plant 3
ERPDatabase
Plant 1
ERPDatabase
Plant 2
ERPDatabase
Plant 3
ERPDatabase
Plant 1, 2 and 3
ERPDatabase
Plant 1, 2 and 3
QAD MFG/PRO 8.6, 9.0, eB, eB2
QAD 2007QAD 2008 Standard Edition
QAD 2009 Enterprise Edition
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Migrate first to QAD 2009 Enterprise Edition, than Centralize and Standardize
ERPDatabase
Plant 1
ERPDatabase
Plant 2
ERPDatabase
Plant 3
ERPDatabase
Plant 1
ERPDatabase
Plant 2
ERPDatabase
Plant 3
ERPDatabase
Plant 1, 2 and 3
QAD MFG/PRO 8.6, 9.0, eB, eB2
QAD 2009 Enterprise Edition
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Q-Advantage Implementation Methodology
ManageApplications &
Support
Agree on ProjectPlan & Resources
Agree on ProjectControls
Agree onBusiness ProcessSolution Design
Kick-off Project
Develop Cut-Over& Deployment
Strategy
Train Core Team
Complete Process& Technical
Design
Complete DataValidation &
Functional Testing
TrainEnd Users
Complete System& Performance
Testing
ConductStakeholder
Validation Session
Execute Cut-OverPlan
Complete FinalData Load
Post-LaunchEvaluation
Communication & Change Management
Implement ManagePlanDesign &Configur
e
Test &Accept
Deploy & Evolve
Develop, Deliver& Test
Custom Solution
Build System, Scripts &User Procedures &
Convert Data
Validate / RefineSolution
via CRP Cycles
Determine CoreModel / RolloutRequirements
Adjust Core Model& Rollout Plan
Program & Project Management
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5. CustomizationConsiderations
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Customization ConsiderationsThe number and types of customizations to the
legacy system– Is there a definitive list of customizations
– Is there an understanding of who owns each customization
– Is there an understanding of what each customization does.
– A go forward review and migration strategy for all customization will be required
– Remember - every customization in a multi domained database will have to be domainized
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Customization Considerations API’s and interfaces to 3rd party software
– Needs to be fully identified and go forward strategy developed.
Is it within scope to update 3rd party software solutions
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Customization Considerations
CUSTOMIZATIONS
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Customization Considerations
CUSTOMIZATIONS
Reports
Maintenance
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Customization Considerations
CUSTOMIZATIONS
Reports
Customizations Not Used
Maintenance
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Customization Considerations
CUSTOMIZATIONS
Reports
Customizations Not Used
MaintenanceQAD
Enterprise Applications
2009 EE or SE
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Customization Considerations
CUSTOMIZATIONS
Reports
Customizations Not Used
Maintenance QAD.NET User
Interface
QAD Enterprise
Applications 2009 EE or SE
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Customization Considerations
CUSTOMIZATIONS
ReportsQAD.NET
User Interface
ICT
QAD Enterprise
Applications 2009 EE or SE
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Customization Considerations
Always make sure that the domainization has been done on the customization to be migrated before starting the Realization
Do not just compile your old programs against the new database– Not even reporting!
Make sure you are trained in the Data Model of the new release (be aware of the changes related to add-on modules)
Always consider ICT as alternative
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6. Financial / Regulatory
Considerations
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Financial / Regulatory ConsiderationsDo current polices, practices and system utilization
optimally meet requirements– SOX requirements
– IFRS requirements
– US GAAP reporting requirement
– Local regulatory reporting requirements
– Tax reporting requirements
– FDA validation requirements
– ISO compliance
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Financial Considerations Do current policies, practices and system utilization
optimally meet requirements and what is the impact of an upgrade?
Will documentation have to be updated? Financial reporting and consolidation
– Is current entity configuration and reporting satisfactory
– Are the financial consolidation toolsets adequate or will it be replaced or upgraded
– Is QAD’s enterprise application 2009 in your upgrade plans
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QAD InternationalizationCompliance with laws and business
practices across the globeExample audit files:
– Argentina– Brazil– Columbia– Venezuela– Spain– Portugal (SAF-T)– Germany (GDPdU)– China
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File Description Argentina Brazil Colombia Venezuela China Spain SAF-T Customer Invoices ASCII ASCII ASCII XML Purchase Invoices ASCII ASCII ASCII XML Tax – Other perceptions ASCII VAT Retentions (Customer/Supplier)
ASCII ASCII
VAT- Sales ASCII ASCII ASCII XML VAT- Purchases ASCII ASCII ASCII XML Gross Income Retentions ASCII Gross Income Perceptions ASCII SUS (Social Security System) retentions – Supplier Invoices
ASCII
Customer Master data ASCII ASCII XML Supplier Master data ASCII ASCII XML Items Master data ASCII XML Chart of Accounts ASCII XML Cost Center Master data ASCII Tax Usage master data ASCII Accounting Balance ASCII ASCII XML Accounting Movement ASCII ASCII XML Bill of Material (BOM) master data ASCII Inventory Transactions ASCII Inventory Balance ASCII Importation Invoices ASCII Exportation Invoices ASCII Legal Documents – Inbound ASCII Legal Document - Outbound ASCII Balance Sheet ASCII Income Statement ASCII Format File ASCII XML Company Information ASCII XML
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7. StandardizationConsiderations
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Standardization Considerations Core models (for multi-site implementations)
– Do core models exist today and if not should they?– Are the core models that exist today for both organic and
acquisition growth being followed?
Is there a data standardization/normalization strategy and is data replication required?
What is the condition or state of your current data?
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Standardization ConsiderationsNon-domained tables standardization
– Users
– Currency code
– Country codes
– Site codes
– Entity codes
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Standardization Considerations
Is there data standardization / normalization strategy and is data replication required– Chart of Accounts– Customers– Suppliers– Item masters– Bill of Material– Other master data
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Data Replication Solution
M
ast
er
Dom
ain
D
om
ain
1
D
om
ain
2
D
om
ain
4
D
om
ain
3
D
om
ain
5
QAD QXtend Outbound
(QXO)
QAD QXtend Inbound
(QXI)
Standardization Considerations
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8. ReportingConsiderations
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Reporting Considerations
Ad hoc reporting– Inquiries– Typically a one-time request for data
Standard reporting– Typically run weekly, monthly, etc.– Fairly static in layout, query parameters, etc.– Can be run in batches and on a schedule
Forms and labels– Invoices, orders, etc. – Package labels, barcodes
BI reporting– Data Warehousing– Metrics/models– OLAP reporting
.NET Browses
.NET Reporting
Requirement Solution
QAD BI
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9. TrainingConsiderations
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Training Considerations
For the average user, QAD.NET UI training only is necessary for the new user interface.
For an organization with heavy use of Excel, advanced QAD.NET UI Browse training is advisable.
Consider Enterprise Financials as an implementation of a new module, so extensive training is necessary.
The ‘traditional operational’ module area needs minimal training effort during upgrade
IT training, especially for the new infrastructure, due to the QAD.NET solution requiring web technology.
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Training Considerations
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Training Considerations
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10. Tools Considerations
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Domain Conversion Tool Domain Merge Tool Program Tracer Tool Integrated Customization Toolkit (ICT) QScan
Tools
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Purpose– Modifies a schema definition file to add domain to
selected tables and indexes, and modifies simple schema validation statements
– Goes through the Progress source code and modifies all search and create statements with the domain statement
Benefits– Reduces costs of manual update of the source set with
the domain statement– Reduces the risks to get errors out of this manual
process
Domain Conversion Tool
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Source Code TransformationHow it Works
Read
Transform
Write
Plug-ins
Create
Find
fieldsCode Lines
etc.
Read
Transform
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QAD Proprietary
Domain Merge Tool
Single QAD QAD SE 2008 Database
ERPDatabase
BR
AR Domain
ERPDatabase
AR
BRDomain
CLDomain
ERPDatabase
CL
ERPDatabase
MI
CO Domain
ERPDatabase
CO
MIDomain
MXDomain
ERPDatabase
MX
ERPDatabase
PR
PE Domain
ERPDatabase
PE
PRDomain
VEDomain
ERPDatabase
VE
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Purpose– To identify what customized functions are actively used
in your application– To identify how users are using your QAD applications – The results of the Program Tracer helps you to eliminate
customizations and/or provide feedback on customization areas that needs review
Benefits– Eliminate unused functions from those to be migrated– Analyze how users use specific functions in order to
improve the overall process
Program Tracer Tool
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Program Tracer Tool
MFG/PRO Menu Program Menu Description Executed36.14.13 mgbatch.p Batch Request Processor 400229.11.4 icloiq01.p Inventory Inquiry 49329.11.13 zzpttrrp.p Detailed Transaction History Inq 2455.5.3.3 rssmt.p Schedule Maintenance 1605.13.1 poporc.p Purchase Order Receipts 1237.9.2 rcshwb.p Pre-Shipper/Shipper Workbench 11913.6 bmpsiq.p Product Structure Inquiry 103
60.1.1 xsstana.p Items by Group / PL /Desc Rep 060.1.3.1 xxpcorq.p Send Request to Windchill 060.1.3.10 xxpcolsi.p Load Status Inquiry 060.1.3.12 xxpcoriq.p PCO Request Inquiry 060.1.3.13 xxsixref.p Site Cross-Reference 060.1.3.14 xxpcoprd.p Delete UnReceived PCO Requests 060.1.3.15 xxpcorp.p PCO Report 060.1.3.16 xxpcolfd.p Delete Import Log Files 0
……..
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Purpose– The ICT Services Product enables you to develop
customizations in a non-intrusive way– Eliminates or significantly reduces the need to change
the standard source code set
Benefits– Decrease of development costs for initial developments
and following upgrades of the customization– Enables customization without having the source code
rights– Decrease implementation effort related to patches and
services packs with impact on the customization– Easy to track changes and debug in case of issues
Integrated Customization Toolkit (ICT)
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QAD ICT Components
Security / Role Model
QAD Standards
Tracking & Tracing
Control & Debugging
User Interface
Business Logic
Database
QAD Integrated Customization Toolkit
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QAD Proprietary
QScan Process
Identify Pain PointsDevelop RecommendationsEstablish MetricsQuantify Benefits
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Inventory Control – Pain Points, Issues
High Inventory Levels for New Parts No visibility of WIP Stock Difficult to explain floor stock expenses on P&L Machined parts in the warehouse not being used Inventory counts not always accurate line shut
down Receipts take too long due to PO record locking Warehouses – parts not identified properly
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Inventory Control – Recommendations
Implement– Develop Inventory Analysis Reports
• Inventory Turns• Excess and Obsolete• Transaction Report
– Implement Cycle Count/Inventory Control module:• ABC Classification designation
– Extend the use of RF for all inventory movement transactions
– Introduce Lean Concepts / Investigate MFG/PRO Lean module
– Change the way Material Flow is organized in QAD
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Inventory Control – Benefits
Better Control over New Parts Inventory potential cost savings (actual inventory = $30 million)– Reduce Line stoppages– Reduce expediting costs (freight)
Storing Parts:– Lower cost for warehousing space– Lower cost for handling stock (transport, labeling,
pickup and putaway)
More efficient stock handling in the warehouse (bar coding)
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Thank You
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Questions