Now, let’s consider the task of installing the software. Much of the really heavy-duty work is completed as the design phase has shaped the nature of data flow in the company. Now it’s time to start to run the software, and this is normally a rather intense activity. So here are some hard and fast recommendations from your friendly authors about this installation process:Be flexible. If the installation is a rigid process to install exactly what the design teams specified, then there may be considerable difficulty.It may not work, because the collective effort of the ES design teams may not be compatible. This incompatibility could exist among the ES design teams, or with the ERP project team.However, if you take the problems that arise as true learning opportunities, then the software configuration can be modified as
you go, both to fit your business requirements and to work well.Thus, the seeds are sewn for continued growth and learning in the future.
Pilot the software before going live. An early step here should be to make pilot runs of the software using a typical business unit as a model. These computer and conference room pilots will go a long way to verify that the design teams’ designs are working properly, and we’ll cover them in more detail in Chapter 11. Although these pilot tests cannot confirm everything, don’t even think of going forward without them. Every pilot like this that we’ve seen has turned up major adjustments that need to be made before going live. At this early stage, the software can be readily changed without
business results at risk.
Make deliberate haste. Never, ever try to start up the ES across the entire company at one time. Even if the pilot gave everyone great enthusiasm and confidence, do not risk the entire business by cutting over all at once. This so-called “Big Bang” approach could describe the sound made by your business imploding. The best way to install the system is to choose a part of the business as the live pilot because this represents substantially lower risk than doing it all at once. You need an aggressive schedule to keep momentum on the project as a whole, but you need to protect your business at
the same time. It is key to develop some early wins that build enthusiasm. But, in any case, get moving! More on this topic as well in Chapter 11.
Some companies attempt to minimize the risk by turning on only one or two modules across the entire company. We don’t think this is the way to go, because the total risk can be very high if even just one module is installed across the entire corporation. For example, installing only the Warehouse or Distribution module for the corporation may seem like low risk. After all, it’s just one module and the full design team can support it. The problem is that errors in the setting
of the switches could stop the company from shipping—possibly for an extended time. It goes without saying that this could be devastating. The business press has reported on companies that did this, found themselves unable to ship the product, alienated many customers,and took a major earning hit for the quarter and possibly the fiscal year. Wow.
The pilot test risk is reduced by several important factors. One is that it is only a piece of the business, and the second is that you put all resources available against the test area. The people in the pilot area may like being guinea pigs, since they get a chance to shape the corporate software to their specifications. Also, there will be a lot
more help available for the test installation than there will be later.The pilot test unit should have been involved in the conference room pilot and their people will be among the most knowledgeable in the company. Even a very risk-averse general manager should understand the value of leading the test.After the pilot is up and running, the rest of the company rollout of the ES can proceed as with any other project. Some will want to move with consecutive business units, others may do a geographic region, and still others may install by function. There is no magic answer except to understand what was learned from the pilot and apply that learning to the rollout. As is true of any big project, it’s always smart to avoid too big a rollout at the busiest time of the year. What about the design teams? The design teams should stay intact
during the entire process from conference room pilot to company rollout. They normally don’t need to be deeply involved during this installation step, but they do need to be available for advice. There is no one who knows more about the functionality of the modules than the teams that designed them. In some cases, the questions or changes are routine enough that they can stay connected via email or conference calls. In others, they may need to meet to review the status.
Regardless, design team members need to realize that they are critical to the success of the total project—not just the design phase. This is another place where a few words from the general manager can make a real difference