Implementing SAP Business One – Project Finalization – the Capstone

Implementing a new ERP system such as SAP Business One can make significant difference for small businesses as they look to scale. However, ERP implementations can take significant time and energy, and a smooth SAP cutover is critical to success. In our recent blog posts we described the Preparation, Blueprint and Realization phases of a new implementation. In this post, we provide insights into the Project Finalization stage.

As we approach the Final Preparation phase in your SAP Business One implementation journey, we stand at the threshold of transitioning from a theoretical framework to real-world application. This phase is dedicated to ensuring both the SAP system and your team are fully prepared for the Go Live moment, embodying the culmination of months of meticulous planning, configuration, training and testing. Here’s how we’ll navigate this critical stage together.

What Happens in the Project Final Preparation Phase?

The Final Preparation phase of your ERP implementation is characterized by a series of strategic steps designed to finalize the system’s readiness and bolster user competence. Starting with importing Master Data into the production database and culminating in the detailed cutover plan execution, each activity is geared towards confirming the system and user preparedness for the operational shift.

Phase Objectives and Activities

End User Training in SAP & User Readiness

All your super users have been trained and have tested and verified that SAP Business One is ready to be deployed to the organization. The Super User now takes on the role of transferring the knowledge to the end users and ensures their preparedness for life on SAP Business One. The end-user will participate in user readiness sessions to ensure they are comfortable with independently executing their daily tasks and functions in the new system. A go/no-go recommendation is made based on the user-readiness level and the amount of time leading up to the go-live period.

Go- Live Planning

As the end-users are prepared for go-live the business must also start detailed planning for the go-live of SAP Business One. This includes when the legacy ERP systems will no longer be used operationally, which open transactions in the legacy system must be reflected as open transactions in SAP, confirm inventory and GL balances cutover strategies and go-live support.

SAP Cut-over Process and Activities

What is cut over activities in SAP?

After the successful completion of a mock cutover, and a complete plan in place for go-live, the business is now fully prepared to perform the cutover from the legacy systems. The cut-over process initiates the go-live of SAP Business One. All transactions are stopped in legacy systems and the effort shifts to getting the open transactions and balances out of the legacy system and imported into SAP Business One. This is a time-sensitive process, and the duration largely depends on the scale and volume of transactions and ease of getting the data translated from the historical system to SAP Business One. The cutover always starts with the import of the most critical data.

Phase Milestones

At the end of each phase a mutual sign-off is completed to ensure that everyone is in agreement that the above deliverables have been met and the project is ready to move onto the next phase.

Preparing for Phase 5:
Go-Live

As the Final Preparation phase concludes, attention shifts towards the monumental Go Live day and initial support period. This transition is supported by establishing a central repository for Super User queries, facilitating effective communication and swift resolution of any concerns. We encourage scheduling regular internal touchpoints, encouraging team collaboration and internal problem-solving to enhance system familiarity and confidence.