Skip to main content

PrismERP Implementation Life-Cycle

Meeting Team Formation / Kick Off Meeting​

Steps IconImplementation Steps

Team Formation / Kick Off Meeting

DefinitionDefinition

Kick-off meeting to introduce Customer and PrismERP teams, assign module-wise lead personnel, and align scope, implementation plan, and timeline. Discussion on challenges, communication, and reporting structure to the Project Management Committee and Project Sponsor.

GoalGoal

Team Preparation, Project Planning, Timeline estimation, Discussion Meeting Date/Time Finalisation

To DoTo Do: DivineIT/PrismERP (ERP Implementation Analyst)

  • Confirm Lead ERP Implementation Analyst.

  • Propose required team structure from the customer side.

  • Prepare meeting calendar, meeting minutes, and project plan.

  • Negotiate time estimation with the customer or nominated ERP Administrator.

To Do CTo Do: Customer (ERP Administrator)

  • Key ERP Administrator Assignment along with departmental team members’ allocation

  • Confirmation of meeting participation

  • Invitation to internal team members for the meeting on individual module discussions

Requirement Requirement Gathering & Master Data Collection / Deployment​

Steps IconImplementation Steps

Requirement Gathering & Master Data Collection / Deployment

DefinitionDefinition

Master data collection for all respective modules (e.g., Item, Category, Product, Employee, BOM, Multi-UOM, Pay scale) along with preparation of standard report formats for each module.

GoalGoal

Master Data formatted XLS preparation. (Product, Employee, BOM). Confirmation of Hosting and Deploying the applications.

To DoTo Do: DivineIT/PrismERP (ERP Implementation Analyst)

  • Provide master data formats for all required modules. Clarify each field of the data formats to the customer.

  • Follow up on master data collection.

  • Finalize standard reports with the ERP Administrator.

  • Conduct requirement gathering meetings and draft the SRS within the scope of the modules.

To Do CTo Do: Customer (ERP Administrator)

  • Server hosting confirmation

  • Preparation of formatted Excel files for individual modules

  • ERP Admin to validate data in the master data files

  • Sending master data files to the PrismERP implementer

  • Verifying the available standard report formats in PrismERP and notifying if they do not match

  • Participating in requirement gathering meetings

Upload Master Data Training into the Demo System / Upload Master Data into the System​

Steps IconImplementation Steps

Training into the Demo System / Upload Master Data into the System

DefinitionDefinition

Training to be conducted in the demo system for all relevant modules, followed by uploading master data and practicing transactions. Generate and review default reports to ensure accuracy and completeness.

GoalGoal

Training on Existing System and Upload Master data in Parallel

To DoTo Do: DivineIT/PrismERP (ERP Implementation Analyst)

  • Clean and properly format data for system upload.

  • Upload master data into the system (excluding opening balances).

  • Confirm data upload completion with the customer.

  • Schedule training sessions with the customer.

  • Conduct AS-IS PrismERP training.

To Do CTo Do: Customer (ERP Administrator)

  • Checking and validating the uploaded data in the system

  • Facilitating training for PrismERP

  • Being trained as a PrismERP Administrator

Requirement Requirement Gathering & Feasibility for As-Is Implementation​

Steps IconImplementation Steps

Requirement Gathering & Feasibility for As-Is Implementation

DefinitionDefinition

Conduct requirement gathering sessions to document current (“As-Is”) processes for all modules.

GoalGoal

Requirement Collection, Continuous Feasibility Discussion and Finalise the requirement

To DoTo Do: DivineIT/PrismERP (ERP Implementation Analyst)

  • Conduct requirement gathering meetings.

  • Document SRS/CRS.

  • Configure the system for AS-IS implementation

To Do CTo Do: Customer (ERP Administrator)

  • Providing clear clarification of the requirements with supporting documents/reports

  • Maintaining the requirement collection session calendar

ImplementationSteps3 As-is Implementation and as-is Go Live​

Steps IconImplementation Steps

As-is Implementation and as-is Go Live

DefinitionDefinition

Create users and assign appropriate roles to ensure secure access. Facilitate system usage across the business through training and ongoing support. Ensure day to day operations by the users.

GoalGoal

Final Data Collection, Upload and As-is Implementation and Continuous Feasibility Discussion

To DoTo Do: DivineIT/PrismERP (ERP Implementation Analyst)

  • Create users and roles for the customer based on selected modules.

  • Upload opening balances (Inventory, Leave balance, Account balance, and Party balance).

  • Facilitate data entry and daily operations.

To Do CTo Do: Customer (ERP Administrator)

  • Prepare users for As-Is Go-Live and explain gaps.

  • Provide user list with roles for selected modules.

  • Support analyst for As-Is PrismERP implementation.

  • Ensure daily data entry and operations.

Submission Fit Gap Analysis and Final SRS Submission​

Steps IconImplementation Steps

Fit Gap Analysis and Final SRS Submission

DefinitionDefinition

Analyze current business processes against PrismERP capabilities to identify fits and gaps. Finalize the fit-gap document and do feasibility analysis. Update the SRS with the Finally Accepted requirement and Submit the SRS to Customer

GoalGoal

Fit Gap Document Preparation and Final SRS Submission

To DoTo Do: DivineIT/PrismERP (ERP Implementation Analyst)

  • Conduct Fit Gap analysis between collected requirements and PrismERP.

  • Finalize the Fit Gap report.

  • Update the SRS/CRS documents.

  • Finalize and obtain customer approval of the SRS/CRS.

To Do CTo Do: Customer (ERP Administrator)

  • Finalising the feasible gaps for customisation, considering the architecture of PrismERP and the project timeline

  • Obtaining signed confirmation from the internal department on the final gap report, which will be forwarded for customisation

Customisation Customisation​

Steps IconImplementation Steps

Customisation

DefinitionDefinition

Finalize the custom requirements collaboratively with both parties and forward them to the software engineering team for customization development.

GoalGoal

Final Requirement to the customisation

To DoTo Do: DivineIT/PrismERP (ERP Implementation Analyst)

  • Prepare a detailed task list with use cases for development.

  • Obtain customization approval from the Product Owner/Engineering Manager.

  • Schedule the task list.

  • Develop the customizations.

  • Update the application.

  • Confirm the update with the customer.

To Do CTo Do: Customer (ERP Administrator)

  • Attending regular discussion meetings on the customisations

  • Providing feedback on partial/full customisations

  • Supporting the PrismERP implementation analyst with clarifications regarding customisations

Testing Testing​

Steps IconImplementation Steps

Testing

DefinitionDefinition

Conduct in-house testing of the customized solution by the process analyst to ensure it meets requirements and functions correctly.

GoalGoal

Receive Customisation and Testing

To DoTo Do: DivineIT/PrismERP (ERP Implementation Analyst)

  • Conduct cycle testing of the customized features or new modules with proper data validation.

  • Confirm with the customer’s ERP Administrator to perform cycle testing.

To Do CTo Do: Customer (ERP Administrator)

  • ERP Administrator to perform cycle testing and provide feedback to the PrismERP implementation analyst

  • Facilitating practice sessions for users and supporting them in preparing for Go-Live

Training UAT & Training​

Steps IconImplementation Steps

UAT & Training

DefinitionDefinition

User Acceptance Test by Process owner and Training to the users

GoalGoal

Receive Customisation and Testing

To DoTo Do: DivineIT/PrismERP (ERP Implementation Analyst)

  • Conduct User Acceptance Testing (UAT).

  • Set up and finalize user roles.

  • Prepare and schedule training programs for departmental users.

To Do CTo Do: Customer (ERP Administrator)

  • ERP Administrator needs to obtain confirmation from the departmental users

  • Facilitate practice sessions for the users and support them in preparing for Go-Live

ReportingReporting & If Not Executed

Reporting to PMC/Management / Sponsor

GoLive Go-Live or Update Existing System​

Steps IconImplementation Steps

Go-Live or Update Existing System

DefinitionDefinition

Update existing data and configurations as needed, then proceed with the official Go Live of the PrismERP system.

GoalGoal

Final Data Collection (Closing Balance of the company), Go Live or Update As-is System

To DoTo Do: DivineIT/PrismERP (ERP Implementation Analyst)

  • Upload opening balances (Inventory, Leave balance, Account balance, and Party balance).

  • Circulate user security models.

  • Issue Go-Live notice 15 days in advance.

  • Declare official Go-Live.

  • Declaration of Go-Live.

To Do CTo Do: Customer (ERP Administrator)

  • ERP Administrator needs to confirm the opening balances and prepare for Go-Live

  • Internally declare the Go-Live date and mitigate all risks through discussions with the PrismERP Implementation Analyst