SOLUTION DESIGN WORK SHOP DOCUMENT

Date

Document Version

Document Revision Description

Document Author

Approval Approved Date Version

Approver Role

Approver

TABLE OF CONTENTS
1. INTRODUCTION ............................................................................................................................ 1 PURPOSE .................................................................................................................................. 1 APPROACH .............................................................................. ERROR! BOOKMARK NOT DEFINED. 2. SOLUTION DESIGN WORKSHOPS - PLANNING ........................................................................ 1 2.1. WORKSHOP SCOPE AND OBJECTIVES ......................................................................................... 1 2.2. WORKSHOP PREREQUISITES ...................................................................................................... 2 2.3. IDENTIFICATION OF ATTENDEES AND INVITATION .......................................................................... 3 2.4. WORKSHOP LOGISTICS .............................................................................................................. 3 2.5. AGENDA AND HANDOUTS ........................................................................................................... 3 3. SOLUTION DESIGN WORKSHOPS - EXECUTION ...................................................................... 4 3.1. WORKSHOP INTRODUCTION ....................................................................................................... 4 3.2. GUIDELINES FOR CONDUCTING ANALYSIS OR MAPPING SESSIONS AND IDENTIFYING GAPS ............ 4 3.3. WORKSHOP FACILITATION AND ACTIVITIES .................................................................................. 4 3.4. WORKSHOP CLOSE AND FOLLOW -UP .......................................................................................... 5 4. DOCUMENTING RESULTS ........................................................................................................... 5 5. ISSUE MANAGEMENT AND CHANGE CONTROL ...................................................................... 5 6. CANDIDATE FINAL SECTIONS .................................................................................................... 5 6.1. DEFINITIONS, ACRONYMS, AND ABBREVIATIONS .......................................................................... 5 6.2. OPEN ISSUES AND FUTURE CONSIDERATIONS ............................................................................. 5 6.3. REFERENCES AND RELATED DOCUMENTS .................................................................................. 5 6.4. ACKNOWLEDGEMENTS ............................................................................................................... 6 APPENDICES ......................................................................................................................................... 7 APPENDIX A ........................................................................................................................................ 7 1.1. 1.2.

1. INTRODUCTION
<Write a brief introduction describing the information to be included in the subsections of section 1. This document is intended to provide the project team with required information for preparing, executing and following-up for a Solution Design Workshop. The subsections below will define the purpose for and approach utilized for the workshops. At a high level, the basic tasks addressed in this activity include the: Gathering of relevant information including requirements documentation, existing Future State Designs and/or Current State Processes, system landscape, business case information Gathering of existing issue or gap lists Gathering of common reports such as Financial, Sales, Material Management, Org Charts, and Chart of Accounts Conducting of pre-workshop interviews Conducting of Solution Design Workshop>

This document focuses on the

1.1.

Purpose

<Define the purpose of the Solution Design Workshops and their importance to the project. > The primary purpose of the Solution Design Workshops is to

2. SOLUTION DESIGN WORKSHOPS - PLANNING

<Write a brief introduction about the Planning required to prepare for a Solution Design Workshop including prerequisites needed prior to the workshop. Subsections have been added to describe key elements in the planning process. Add, edit and revise as appropriate. > The planning for

2.1.

Workshop Scope and Objectives

<This section explains the scope and objectives of the workshops. Provide an explanation of the focus of the workshop provide guidelines for the execution of the workshop, and describe the objectives and expected outcomes of the workshop. Sample text is provided. Add, edit and revise as appropriate. > The objectives of the Solution Design Workshop are as follows: Confirm high-level business requirements relative to Packaged Application functionality. Identify gaps that are outside of the original scope with standard Packaged Application functionality. Collect relevant information through interviews, questionnaires, and workshops by Track (Finance, Distribution, and Manufacturing). Make design decisions: Chart of Accounts, organization structure, item master, data conversion strategy, amount of customization, tracks / modules to be implemented etc. Confirm gaps to Packaged Application are legitimate project requirements Identify alternative strategies for the business process Confirm which operating units require the gap
1

2.2.

Workshop Prerequisites

<This section describes the prerequisites to be completed prior to the execution of the workshop. Outline specific deliverables and information that must be compiled and created prior to holding the Solution Design Workshop. The following are some questions the project team should address to ensure that the proper information is available to proceed to the execution of the Solution Design Workshop: How does ICE currently have requirements identified and documented? o The preference in a Packaged Application implementation is to concentrate on differentiating requirements specific to our goals. Tracing requirements through design, implementation, test and realization is good practice. On most projects, the sign-off of the process design mapped to the application is sufficient documentation of requirements met by the package out of the box. If requirements are unclear or incomplete, explore Current State Design for continuing requirements, or conduct Benchmarking before exiting the Solution Design Workshop.

o o

What is the complexity of departments in scope? o All unique departments within scope should have input to requirements so that requirements/gaps can be considered global. Interviews should include representatives from all departments and representatives should participate in solution workshops.

What is the source of Future State Process Designs to this point? o In a Packaged Application implementation, it is preferred to design most Future State Processes from standard processes imbedded with the leading practices supported by the package functionality. One technique is to treat these standards as the current state and apply Business Process transformation techniques to close gaps between them and the desired future state. If previous transformation or package selection work has produced Future State Designs, package standards and limitations should be introduced to create a revision and/or package transaction level processes introduced as a new layer to the process breakdown.

Sample text is provided. Add, edit and revise as appropriate. > The following activities must be completed prior to the execution of the Solution Design Workshop: Coordinate the schedule for the teams detailed review of the business processes and associated configuration. The Implementation team should be meeting with the key business process owners, they are the best resources to identify and establish ownership of issues. A working Packaged Application instance must be available during these sessions to demonstrate the business processes in the application and display set up data. Prepare Packaged Application documents and relevant information to be reviewed and discussed: questionnaires, configuration guides & setup documents, list business processes, etc. Collect and review the following information/reports. They are used as examples for the workshops: o o o o Financial Reports Sales Information Reports Material Management Reports Org Charts
2

o o

Annual Reports Chart of Accounts

2.3.

Identification of Attendees and Invitation

<This section describes how workshop attendees were identified and notified of their involvement. Include the criteria for participation in Solution Design Workshops. > This

2.4.

Workshop Logistics

<This section provides steps to prepare specific logistics for the workshops. Sample steps include: (Add additional steps) This Schedule workshops to last 3 to 5 hours in a given day Secure meeting rooms Obtain materials required to facilitate the workshop (e.g. graphical presentation tool, white board, flip chart, markers, masking tape) Ensure room setup prior to workshop Electronic equipment Back-up material

2.5.

Agenda and Handouts

<This section describes the meeting materials needed for the workshop. Examples materials include: Future State Business Process Designs, Solution Questionnaires, and agenda. Develop session agenda including timing for each section of the workshop. Assign a timekeeper to keep the session on track. Provide agenda in this section. A sample Agenda format is provided below. Add, edit and revise as appropriate. > This Agenda Item Time Required Purpose Facilitation Technique Comments

*Table body text is Time New Roman, 10 pt., left justified. *Table bullet 1 is Time New Roman, 10 pt., left justified *Table bullet 2 is Time New Roman, 10 pt., left justified

Table 1: Solution Design Workshop Agenda

3. SOLUTION DESIGN WORKSHOPS - EXECUTION

< Write a brief introduction about the Execution of the Solution Design Workshops. Subsections have been added to describe the 4 key areas of a workshop Introduction, Guidelines, Facilitation and Activities, and Close/Follow-up. Add, edit and revise as appropriate. > The execution

3.1.
This

Workshop Introduction
Review the days schedule, breaks, lunch arrangements, end time and contingencies Review workshop objectives briefly and create a To Do Checklist if multiple processes will be covered Establish/Review ground rules for the session >

<Describe the key elements of a workshop introduction. For example:

3.2.

Guidelines for Conducting Analysis or Mapping Sessions and Identifying Gaps

<This section outlines the guidelines for conducting the analysis and mapping sessions and identifying gaps. Sample text is provided. Add, edit and review as appropriate. > The following guidelines should be followed when conducting analysis or mapping sessions and identifying gaps: Design solutions for the desired state of the business rather than directly mapping to current needs Address critical business processes identified by the company before seeking resolution on minor business processes Optimize efficiency by reducing process cycle time Use standard system features, functions, and reports whenever possible Implement workarounds before designing and building a custom solution Communicate solutions to all constituent groups directly and indirectly affected When multiple options are available, choose the option that supports company goals or broad business areas rather than satisfying the needs of a single department or user.

3.3.

Workshop Facilitation and Activities

<This section describes how the workshop will be facilitated and the activities that are required to meet the workshop objectives. Sample text is provided. Add, edit and review as appropriate. > During the Solution Design Workshop Review, the facilitator will focus on the identification and clarification of gaps via facilitated process oriented discussion. The following activities will be addressed during the workshop: Identify gaps that is outside of the original scope Review documented business requirements driving the gap Discuss requirement and applicability to new business model Discuss alternative strategies to implementing the requirement - change to Epicor / Application configuration; change to business practice; modification to Application (if necessary)

Discuss whether the same strategy is appropriate for all operating units - identify which strategy will be used for each unit Document policy and business model implications, cross functional impacts, open issues, and decisions

3.4.

Workshop Close and Follow-up

<This section describes how the workshop will be concluded and how next steps will be determined and assigned. Summarize follow-up items for the group at the end of the meeting and how the information gathered will be used.> This

4. DOCUMENTING RESULTS
<Describe how the results of the workshop session will be documented. Explain if a specific template will be used. Workshop results should be documented as soon as possible following the workshop. The Appendix section of this document can be used to summarize workshop notes. Sample text is provided. Add, edit and revise as appropriate. > The BearingPoint team will update the Solution Questionnaires with client specific set-ups. Work with the teams to identify and log issues. Doing this early is crucial to the project. In this phase users can generate a surprising number of issues. Work with the client to resolve all issues as rapidly as possible. Typical issues may include: Process design decisions Configuration and setup decisions System Issues Resource constraints Customizations to the Applications

5. ISSUE MANAGEMENT AND CHANGE CONTROL

<All issues and changes will be handled as defined in the Develop Project Control Procedures Activity in the Project Work Stream. Please reference that activity for further information. > This

6. FINAL SECTIONS
<The following sections may be appropriate to include as the last sections of a document>

6.1.

Definitions, Acronyms, and Abbreviations

< Provide an alphabetical listing of all acronyms, abbreviations, and their meanings as used in this document and a list of any terms and definitions needed to understand the document. This information may be provided by reference to one or more appendices or by reference to other documents>

6.2.

Open Issues and Future Considerations

<if there are known open issues, things that are anticipated to change that will impact this document etc., list them here describing any important attributes, considerations, timeframe, anticipated options/resolution etc.>

6.3.

References and Related Documents

<if there are related documents the reader should consider or may be of interest list them here>
5

< List the title, report number, revision, date, and publishing organization of all referenced documents. Identify the sources from which the documents can be obtained. This information may be provided by reference to an appendix or by reference to another document.>

6.4.

Acknowledgements

<Provide any acknowledgements to others in addition to the author who were instrumental in completing this document>

Appendix A

APPENDICES