Pre-Implementation Assessment for a Smoother Rollout of Supply Planning Solution

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As the supply chain planning and execution is becoming more complex and rapidly evolving, there is a growing need to implement end-to-end planning solutions. A unified planning solution helps with improved forecasting accuracy, increased planning efficiency and less inventory expenses. Organizations can leverage the power of ML and AI intelligence to proactively identify risk and plan corrective actions.

While organizations see the value and are ready to approve budgets for planning solution implementation, there are always questions around the organization’s readiness, future adoption, realistic time to implement and value realization.

Since end-to-end planning solution encompasses the entire value chain from demand, supply, material to deployment planning it requires integrating with multiple source systems like Enterprise Resource Planning (ERP), Master Data (MDM), Sales Planning Solution, Coman / Warehouse systems to name a few. The quality of current data will directly impact the quality of generated plans. Even the softer aspects of having the right project champion, right implementation resources play a significant role in smooth implementation.

There are other complexities which organizations need to give due considerations upfront:

• Is this going to be a uniform platform across multiple BU’s (with potentially different ERP’s, data source systems, different processes)

• Should there be a multi-phase strategy for implementation or go all out, in first go.

• What should be the scope for each functional area? Can those be backed by use cases.

• What will be the high-level Success Factors/Criteria's

• Do we have a good understanding/alignment on the current state and prevailing gaps.
  

We suggest creating a blueprint, defining the scope of where the solution will start, where it ends, and what it includes backed by a clear business case. Realistic timelines based on internal organization priorities, resource availability, data readiness & availability and dependencies should be aligned on. And to get the answers and consolidate findings we recommend that we do a quick pre-implementation assessment. This includes a current state health check (screening process) that takes organizations through a series of analysis to determine their readiness.

Components of the Pre-Implementation Assessment Framework:

To assess Change Readiness, we evaluate/build the team charter all the way from sponsors to key resources. Determine if there is a clearly defined decision-making framework. Having active sponsors participating within the project team and specified members in place to train, ensures proper guidance throughout the end-to-end process. Next, we look for what change resistance can potentially come. Lastly, defined objectives and communication are evaluated to ensure the organization’s goals are aligned well with the solution. Training gaps and maturity/experience of key project resources is key for Change Management.

To assess Data Readiness, checks must be done for completeness, accuracy, ease of availability, and residency. These are scored on a scale based on the quality of the data. For completeness, first the required data fields/files are determined, then they are checked for any missing or null values. For accuracy, various data validation tools and reliability checks are done as well as a data comparison across different sets. Ease of availability is assessed on how the data is pulled and presented. Then, residency on where the data is stored is evaluated for any restrictions or laws. Additionally, there must be a check to ensure there is a proper data model, governance, and interface rights.

For As Is Documentation, a series of checks are done for process documentation, process flows, policies, and procedures. Also, Network and data diagrams are needed to see a mapped-out information flow of the organization’s systems.

The check for Integration Readiness is essential to avoid potential delays. Any integration resource constraints are determined to ensure limitations are known ahead of time. Maintenance schedule and support factors are also checked to ensure smooth system integration.  It is also determined whether it is one or two-way integrations, how frequently the data transfers will occur, and how many integration systems are present. Also, it is good to know what type of integration there will be and if it supports the format of the data files we are looking for. Data mapping can be done as a part of the pre-work, that way required files in the desired template can be generated ahead of time to check the transfer.

Resourcing is another key component that determines the success and timelines of the implementation. Resources functional and technical expertise, risk appetite, motivation level and ability to think longer term will play through the implementation. Any gaps in the resource charter should also be mitigated. Additionally, defined key users/owners of the different source systems need to be disclosed to know who the primary users of the system are and what their roles are

Depending on how many of these must-have components are missing after undergoing the health check, pre-work time can be allotted to ensure that the implementation timeline is not negatively affected later. Having a health-check phase like this in place allows for a smoother timeline, optimized budget, and overall better determination of the scope.