Successfully Implementing Microsoft Dynamics: By Using the Regatta Approach for Microsoft Dynamics

Sucessfully Implementing Microsoft DynamicsTM

Reinder Koop · Esther Muris

Successfully Implementing Microsoft DynamicsTM by Using the Regatta® Approach for Microsoft Dynamics• With 35 Figures and 51 Tables

123

Authors Reinder Koop Esther Muris Sogeti Nederlands BV Wildenborch 3 1112 XB Diemen The Netherlands [email protected]

Regatta, TMap, TPI, KOM and DYA are registered trademarks of Sogeti Nederland B.V. The trademarks Microsoft, Microsoft Dynamics, Axapta, Navision, Great Plains, Solomon, Windows, Windows NT, BizTalk, .Net, SQL Server and Office are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Section 1.2 and 1.3 (including figures) with permission of Microsoft Corporation, United States.

Library of Congress Control Number: 2007923178 ACM Computing Classification (1998): K.6, J.1, H.4

ISBN 978-3-540-71592-4 Springer Berlin Heidelberg New York This work is subject to copyright. All rights are reserved, whether the whole or part of the material is concerned, specifically the rights of translation, reprinting, reuse of illustrations, recitation, broadcasting, reproduction on microfilm or in any other way, and storage in data banks. Duplication of this publication or parts thereof is permitted only under the provisions of the German Copyright Law of September 9, 1965, in its current version, and permission for use must always be obtained from Springer. Violations are liable for prosecution under the German Copyright Law. Springer is a part of Springer Science+Business Media springer.com © 2007 Sogeti Nederland B.V. The use of general descriptive names, registered names, trademarks, etc. in this publication does not imply, even in the absence of a specific statement, that such names are exempt from the relevant protective laws and regulations and therefore free for general use. Limit of Liability/Disclaimer of Warranty: While the publisher and authors have used their best efforts in preparing this work, they make no representations or warranties with respect to the accuracy or completeness of the contents of this work and specifically disclaim any implied warranties of merchantability of fitness for a particular purpose. No warranty may be created or extended by sales representatives or written sales materials. The advice and strategies contained herein may not be suitable for your situation. You should consult with a professional where appropriate. Neither the publisher nor authors shall be liable for any loss or profit or any other commercial damages, including but not limited to special, incidental, consequential, or other damages. Typesetting and Production: LE-TEX, Jelonek, Schmidt & Vöckler GbR, Leipzig Coverdesign: KünkelLopka Werbeagentur, Heidelberg Printed on acid-free paper

45/3100/YL – 5 4 3 2 1 0

Preface

With our Sogeti vision on IT, combined with over 30 years of fieldexperience, we want to inspire and support you. We do this with our extensive business proposition of providing guidance and assistance in the IT field. We also do this through different book publications. In 2003 we introduced the book for structured implementation of IT solutions: Regatta®, ICT implementations as a challenge for the coxed four. Focus of this book is the embedding of IT solutions on a balanced organizational level and answering the question: “How do I ensure that users are able, willing and committed to actively using the chosen IT solution”. Thanks to the success of this book as well as the continuous demand of our customers we now introduce this book that combines our generic Regatta implementation model specifically with the challenge of implementing a Microsoft Dynamics Solution. This book connects, to the best of our knowledge for the first time, all aspects of a Microsoft Dynamics implementation. Next to being a blueprint for the implementation complexity, it can also be used as a day-today guideline during this implementation phase. Main goal to achieve is to continuously create a tangible and remarkably better result for organizations who are considering implementing Microsoft Dynamics. Our methodology Regatta for Microsoft Dynamics focuses on the cohesion and balance between the business and IT. Above that it is complementary to the methodologies and toolkits Microsoft provides to implement Microsoft Dynamics. Implementing Microsoft Dynamics, by using the method Regatta for Microsoft Dynamics, really brings together people, processes and technologies and optimizes your business productivity and effectiveness to drive business success. I am proud that we as Sogeti Netherlands, in collaboration with Sogeti Sweden, Spain and the United States, can present this methodology to you and congratulate the authors with this excellent result. Jeroen Versteeg Chief Executive Officer Sogeti Nederland B.V.

Table of contents

Introduction...................................................................................................

1

PART I Background and Theory 1

Implementing Microsoft Dynamics ................................................... 1.1 Implementing a Change.............................................................. 1.2 Microsoft Dynamics ................................................................... 1.3 Dynamics Solution as an ERP Solution...................................... 1.4 Market Developments................................................................. 1.5 What is Implementation? ............................................................ 1.6 Top Ten Success Factors ............................................................ 1.7 Our Vision .................................................................................. 1.8 What Does Implementation Deliver? .........................................

7 7 9 10 12 15 16 20 22

2

The Regatta for Dynamics Model...................................................... 2.1 Regatta for Dynamics Model...................................................... 2.2 The Factors ................................................................................. 2.2.1 Change Elements............................................................ 2.2.2 Implementation Factors.................................................. 2.3 Business Change......................................................................... 2.4 Change Process........................................................................... 2.4.1 Three Tracks................................................................... 2.4.2 Clusters and Processes ................................................... 2.4.3 Workstreams .................................................................. 2.4.4 Roles............................................................................... 2.5 Business ChangeD...................................................................... 2.6 Surroundings and Architecture ...................................................

27 28 29 29 30 30 31 31 32 33 36 42 42

PART II Regatta for Dynamics in Practice Introduction to Part II..................................................................................

47

3

49 50 51

Model Process Cluster ........................................................................ 3.1 Objectives and Conditions.......................................................... 3.2 Business Change Process/Workstream .......................................

VIII Table of contents

3.3 3.4 3.5 3.6 3.7

Organization Assessment Process/Workstream .......................... IT Assessment Process/Workstream ........................................... Business Modeling Process/Workstream .................................... Main Milestones Model Process Cluster ..................................... Other Implementation Factors of the PC Model.......................... 3.7.1 People Implementation Factor ........................................ 3.7.2 Information Implementation Factor ................................ 3.7.3 Means Implementation Factor......................................... 3.7.4 Control Implementation Factor ....................................... Result of the Model Process Cluster............................................

55 59 61 65 67 67 69 70 70 71

4

Map Process Cluster............................................................................ 4.1 Objective ..................................................................................... 4.2 Target Group Survey Process ...................................................... 4.2.1 Target Group Survey Workstream .................................. 4.3 Mapping Process ......................................................................... 4.3.1 Roles, Authorizations, and Security Workstream ........... 4.3.2 Design Dynamics Solution Workstream ......................... 4.3.3 Design Infra Workstream................................................ 4.4 Solution Design Process .............................................................. 4.5 Implementation Strategy Process ................................................ 4.5.1 Implementation Strategy Workstream ............................ 4.6 Main Milestones of Map Process Cluster.................................... 4.7 Other Implementation Factors of the PC Map............................. 4.7.1 People Implementation Factor ........................................ 4.7.2 Information Implementation Factor ................................ 4.7.3 Means Implementation Factor......................................... 4.7.4 Implementation Factor Control ....................................... 4.8 Result of the Map Process Cluster...............................................

73 73 74 75 84 84 88 91 94 97 98 114 114 115 116 116 117 119

5

Customize Process Cluster.................................................................. 5.1 Objective ..................................................................................... 5.2 Prepare Organization Process...................................................... 5.2.1 Adoption Workstream..................................................... 5.2.2 Participate Workstream................................................... 5.2.3 Communication Workstream .......................................... 5.2.4 AO Workstream .............................................................. 5.2.5 Documentation Workstream ........................................... 5.2.6 Education Material Workstream ..................................... 5.3 Developing Dynamics Solution Process...................................... 5.3.1 Test Workstream ............................................................. 5.3.2 Developing Infrastructure Workstream........................... 5.3.3 Customizing Dynamics Solution Workstream ................ 5.3.4 Build Workstream ........................................................... 5.3.5 Conversion Workstream ................................................. 5.3.6 Interfaces Workstream ....................................................

121 121 122 124 127 130 134 141 145 148 149 159 162 165 167 174

3.8

Table of contents

5.4 5.5 5.6

IX

Acceptance Process/Workstream................................................ Main Milestones in the Customize Process Cluster.................... Other Implementation Factors of the PC Customize .................. 5.6.1 People Implementation Factor........................................ 5.6.2 Information Implementation Factor ............................... 5.6.3 Means Implementation Factor........................................ 5.6.4 Control Implementation Factor ...................................... Result of the Customize Process Cluster ....................................

177 182 182 182 186 186 187 187

Integrate Process Cluster ................................................................... 6.1 Objective..................................................................................... 6.2 Deploy in Organization Process/Workstream............................. 6.3 Deploy Dynamics Solution Process/Workstream ....................... 6.4 Business ChangeD Process/Workstream .................................... 6.5 Main Milestones in the Integrate Process Cluster....................... 6.6 Other Implementation Factors of the PC Integrate ..................... 6.6.1 People Implementation Factor........................................ 6.6.2 Information Implementation Factor ............................... 6.6.3 Means Implementation Factor........................................ 6.6.4 Control Implementation Factor ...................................... 6.7 Result of the Integrate Process Cluster .......................................

189 189 190 193 195 197 198 198 198 198 200 201

Appendix A – The Factors Explained in Detail.......................................... Business Area ....................................................................................... IT Area..................................................................................................

203 204 207

Appendix B – TIPO ......................................................................................

211

Glossary .........................................................................................................

217

References......................................................................................................

221

Index...............................................................................................................

223

5.7 6

Introduction

Why Regatta for Microsoft Dynamics? A limited look at IT implementations simply does not do justice to the complex reality of running companies. Indeed, it sometimes even has a detrimental effect on an organization’s success. Implementation means change. The importance of IT means that the implementation of IT solutions is much more than just a fill-in-the-blanks exercise. Regatta, our methodology for the structured implementation of Microsoft Dynamics, is based on our firm belief that when an implementation process is being executed there must be a balance between the business and IT. We believe that IT is a tool for realizing flexible business operations. However, just having a suitable IT solution like Microsoft Dynamics is not enough in itself. A number of important business questions also have to be answered. For example, does the organization itself have the capacity to flexibly capitalize on all the changes? Can the employees adopt a flexible attitude? Also, and probably even more importantly, is that what they are also willing to do? In this book, we answer these questions and we describe the full implementation process pragmatically from A to Z. We place the emphasis on the organizational component of this implementation process and the cohesion with the functional and technical implementation processes. In our opinion, by involving the organization properly during the implementation process, organizations can benefit much more and much faster from Microsoft Dynamics. The Structure of This Book This book is divided into two parts. Part I contains background information on the implementation of Microsoft Dynamics and the theory behind our approach. Besides our views on the implementation of Microsoft Dynamics and an extensive description of our Regatta for Microsoft Dynamics approach, we describe a number of currently relevant market trends and the top ten most important factors for the successful implementation of Microsoft Dynamics.

2

Introduction

Part I also includes a demonstration of the result of structured implementation. Part II describes the full implementation process. This process is subdivided into three tracks: the Organization track; the IT track; and the Implementation track. Every track has its own workstreams and is described on the basis of four process clusters: Model; Map; Customize; and Integrate. In the first process cluster (Model) the workstreams are described, based on the scope of the change process, in order to determine the current situation and the desired Business Model so that the (business) objectives can be realized. The second process cluster (Map) interprets, based on the fixed Business Model, what will change. This process cluster concludes with the Implementation Strategy workstream in which we determine how to introduce Microsoft Dynamics and embed it in the company, both on the (business-) organization side and on the IT side. The third process cluster (Customize) describes the execution of workstreams to prepare the company for the introduction and embedding of Microsoft Dynamics, including development of Microsoft Dynamics. In the last process cluster (Integrate), we describe the ultimate introduction and embedding of Microsoft Dynamics in the company and the transfer to the maintenance department(s). The appendices include an explanation of the Change Elements and Implementation Factors, a description of TIPO (Technique Interactive Process Design), a glossary, an index, and references, respectively. Target Group Depending on how much you are involved in the implementation of Microsoft Dynamics, you could decide to read some parts of this book in detail, other parts in a cursory way, and yet other parts not at all. The importance and usefulness of the book differs according to the target group: x Business Managers and Line Managers, after reading Part I, will probably just want to make a selection based on their personal needs. x IT Managers and Implementation/Project Managers should read the entire book, particularly Part II. x For Implementation Consultants, Part II (the total implementation process) is of vital importance. x Users, by reading Parts I and II, can find a lot of tips on how to successfully implement Microsoft Dynamics. x For students and trainers, lastly, it is also important to study the total theoretical framework.

Introduction

3

Tip

Beside this symbol, you will find tips for the successful execution of a specific workstream/activity.

Info

Beside this symbol, you will find theoretical background on a particular subject. You can skip these parts of the book if you are already familiar with the theory.

Thank you! A special word of thanks is owed to our customers and members of the Dutch Dynamics User Group who took the trouble to read the manuscript and add their very useful comments. We would like to thank Marco van der Mark (RICAS/Group4Securicor), Jurjun Koning (Vege Industrial), Rene van der Salm (Thermon Europe), Peter Odenhoven (Hogeschool van Amsterdam), Ivo van den Heuvel (de Ruiter Seeds), and Wim Tonk (Netlog) for their valuable advice and comments. We would also like to mention three colleagues in particular. First, John Aalders. We owe him a lot of gratitude for his inspiring contribution. With his critical observations and knowledge of Dynamics, he has made a great contribution to the realization of this book. We would also like to thank Jeroen Versteeg and Marc Ramselaar for their support on behalf of the Board of Sogeti, The Netherlands, and for the opportunity to write this book. Of course, we also received a great deal of help and support from within our own Sogeti organization. Because of the many contributions, it is impossible to thank everyone individually by name. But we would still like to mention some of the people who helped us and thank them for their support and cooperation. Roelf Houwing, Ronald Koning, Fons Peeters, Arlo Pouderoyen, Wouter Reumer, Ruud Rooimans, Arnoud Smit, Bob Smit and Dick Zelvelder (Sogeti NL), Sanjeev Agarwal and Bob Leroy (Sogeti US), Elisa Torío Lorenzana (Sogeti ES) and Hans Wigdahl and Johan Kallblad (Sogeti SE). Thank you all for your help. Diemen, May 2007

Reinder Koop Esther Muris

PART I Background and Theory