Functionality
Functionality Related Goals and Activities by Phase
The Functionality Pillar focuses on what the ERP system can do. The goal is to on mizeiize customizations, using the system as designed as much as possible,
Explore & Commit
Goals
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Identify critical functional gaps in current systems.
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Define high-level future-state functional needs.
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Evaluate candidates against prioritized requirements.
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Validate partner expertise in required modules.
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Finalize the high-level functional scope and roadmap.
Activities
Functionality is examined at a high level to confirm it meets business needs and market offerings. The goal is validation rather than detailed definition. The process begins by identifying core operational needs and current system issues.
This creates a prioritized list of functional requirements to evaluate potential ERP systems, often through scripted vendor demonstrations. An initial “fit-gap” analysis spots areas that may need customization.
We assess implementation partners based on their expertise in specific modules and their approach to customization versus standard features (“Fit-to-Standard”). The Explore and Commit Phase ends by defining the functional scope for the first implementation and establishing a roadmap for future phases
Plan & Activate
Goals
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Refine and detail the functional scope.
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Develop a detailed functional workstream plan.
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Plan functional design and configuration workshops.
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Establish the requirements management process.
Activities
The high-level functional scope becomes a practical work plan. The project team prepares for the intensive design activities in the next phase.
This includes planning a series of “Fit-to-Standard” workshops. We need to prepare logistics, agendas, and materials to involve business stakeholders. Demonstration environments are set up to show the ERP’s standard capabilities.
It’s important to have a formal process and tools in place for managing requirements. This ensures that all detailed functional requirements from workshops are consistently gathered, documented, prioritized, and handled.
Design & Build
Goals
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Translate business needs into functional specifications.
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Conduct rigorous Fit-to-Standard analysis.
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Manage gaps and minimize customizations.
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Iteratively configure and build the system.
Activities
This is the main execution phase for Functionality. In intensive workshops, business requirements are matched against standard system features. The goal is to adjust the business process to fit the software, not the opposite.
All “gaps” must be formally recognized. For each gap, a careful decision process is followed: adjust the process or, if necessary for value, approve a custom extension (RICEFW object) through strict change control.
Next, the system is configured, and any needed custom objects are developed. This turns the conceptual design into a working system, usually through iterative agile sprints. As each part is built, unit testing checks its functionality before integration.
Validate
Goals
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Verify functionality meets business requirements.
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Ensure end-to-end processes work as designed.
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Conduct rigorous integration and regression testing.
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Achieve formal business sign-off (UAT).
Activities
The configured system undergoes thorough testing to ensure it works as expected and meets documented business needs. This involves multiple stages.
Functional testing checks individual features. Integration testing is crucial; it ensures that business processes crossing multiple modules or systems (e.g., Order-to-Cash) function smoothly.
User Acceptance Testing (UAT) serves as the final confirmation. Business users perform UAT scripts to officially confirm that the system is suitable for its business purpose. After fixing any defects, regression testing makes sure existing features haven’t been unintentionally broken. Formal approval from business process owners is necessary.
Launch
Goals
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Deploy approved functionality to production.
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Deliver comprehensive, role-based user training.
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Provide "Day-in-the-Life" training scenarios.
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Distribute user documentation and job aids.
Activities
The fully validated system functionality goes live in the production environment. The final configuration and custom code are migrated as part of the detailed cutover plan.
A significant focus is on providing thorough training. To ensure users are competent and confident from day one, training must cater to specific roles, emphasizing the relevant transactions for each user group.
“Day-in-the-life” scenarios help users see how individual functions fit into their overall daily work. Users should receive accessible quick reference guides and job aids to help them complete key tasks.
Stabilize
Goals
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Support users in adopting new functionality.
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Monitor user adoption of key functions.
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Resolve remaining functional defects.
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Identify needs for targeted refresher training.
Activities
The fully validated system functionality goes live in the production environment. The final configuration and custom code are migrated as part of the detailed cutover plan.
A significant focus is on providing thorough training. To ensure users are competent and confident from day one, training must cater to specific roles, emphasizing the relevant transactions for each user group.
“Day-in-the-life” scenarios help users see how individual functions fit into their overall daily work. Users should receive accessible quick reference guides and job aids to help them complete key tasks.
Grow
Goals
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Manage and prioritize functional enhancement requests.
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Plan for the deployment of new functionality.
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Leverage vendor-delivered releases and innovations.
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Conduct continuous improvement initiatives.
Activities
The ERP is a constantly evolving platform, not a static system. We need to set up a formal enhancement management process. Business users can submit requests, which a governance group (e.g., CoE) evaluates and prioritizes.
The organization should plan for, test, and implement regular system upgrades provided by the software vendor to take advantage of new innovations and keep the system updated.
Strategic planning for the future is crucial. This means analyzing business process performance and considering the implementation of additional modules (e.g., CRM, SCM) to expand the ERP’s strategic impact and bring new value.
