Project Management

Critical considerations in our Project Management approach

Our Implementation Methodology is the basis of any project we undertake, and encompasses several of the more common approaches of Project Management. The key to the success of our implementations is attributable directly to those procedures we follow and enforce.

Critical considerations in our Project Management approach are amongst others:

  • Assessing the client risk – at all times
  • Evaluating the impact of potential delays
  • Having a BACK-UP plan that addresses various milestones with what-if scenarios
  • Adopting a Phased-approach versus Big-Bang Implementation
  • Project Management Pilot Dry Runs versus Parallel runs – with acceptance sign-off

The Project Management of the implementation will include:

  • Project Definition Workshop (PDW)
  • Project Definition Report (PDR) which is the output from the PDW
  • Daily project management
  • Weekly project management meetings
  • Bi-weekly steering committee meetings (including project leader from client)
  • Sponsor review meetings on monthly basis

Phase 1 – Investigation

Project Management Investigation Objective: The primary objective of this phase is for the project team to familiarise themselves with the nature of the clients business and to align themselves with the client’s interests as far as the proposed business requirements for the new system are concerned. The URS is regarded as the blueprint for the total project.

This project Management phase consists of the following elements:

1.a Executive Start-Up Meeting that serves to obtain executive buy in to the implementation and project management methodology.

1.b Project Start-Up Meeting to establish working relationships between the implementation partner, client project team members and to define the roles and responsibilities of the team.

1.c Workshops are designed so that the implementation partner can obtain as much information as necessary relating to the clients’ requirements.  The deliverables from these workshops will be a comprehensive USER REQUIREMENTS SPECIFICATION (URS).  A minimum of one day per module has been set aside for this section, as the understanding of the user requirements and objectives is critical to the success of the project.

It is important to understand that the completed URS is one of the most important deliverables of the project, being used to define business processes within Sage Enterprise .  It is vital therefore that the correct people are identified to attend each workshop in order that they are fully prepared and contribute to the session effectively.

1.d User Requirement Specification

Once the URS has been compiled, the document is approved internally and signed off prior to distribution.  Once this has been done the document is distributed in accordance with the distribution list.

1.e URS Acceptance Meeting of the Executive Committee is held to:

  • Discuss the completeness and accuracy of the URS
  • Refine the document where necessary
  • Sign off the URS

Phase 2 – Project Planning

The implementation partner develops a detailed project and training plan.

The project management plan typically details:

  • Work Breakdown Structures (WBS).
  • Task Start and End Dates.
  • Resource Allocations.
  • Dependencies
  • Milestones and Deliverables.

The training plan addresses the various training requirements such as modules, delegates, time scales and intensity.

Phase 3 – Pilot

Project Management Pilot Objective: The primary objective of the Pilot is the proof of concept as detailed in the URS and to gain management approval for the final implementation of the solution.

The following actions are undertaken during the Pilot phase:

  • Gathering additional information/ current data from the client.
  • By module
  • Client to set up key business process scenarios.
  • On site set up.
  • Full installation of Sage Enterprise .
  • Build Sage Enterprise according to URS ‘mission critical’ features.
  • Internal testing (proof).
  • Scenario testing (client acceptance).
  • Conduct all end user training.
  • Complete pilot exercise.
  • Destructive testing exercise.

Following the completion off the Pilot the scenario results, documented outputs, customisation requirements (costed) and results of the destructive testing exercise are presented for sign-off.  Additional output is basic procedural documentation as per the URS.

Training of end-users on the modules is done as follows: 

  • A full day’s training per module
  • Maximum of 8 delegates per training session

Phase 4 – Implementation

There are two main components included in this phase.  The first is conversion/ data take-on and the second is customisation.  It is possible that these two exercises can take place in parallel depending upon the availability of resources.

The tasks undertaken in this phase are:

  • Conversion/ data take-on.
  • Develop on test system.
  • Test conversion routines.
  • Test data take-on processes.
  • Verify and sign off.
  • Customisation.
  • Develop basic reports as specified in URS
  • Develop modifications/ screen changes.
  • Unit test and link test.

Following these two exercises a system readiness review is held. This is a thorough examination of what we have achieved, to ensure that nothing has been overlooked and that everything is ready before switching to “live” operations. The final action in this phase is the switching from the test environment to the live system.

Phase 5 – Post Implementation Support

Project Management Implementation Support Objective of the final phase is to iron out any problems that the client may experience during the early part of live operation. These problems may occur due to inefficiencies in operation not exposed during the pilot phase, customisation errors or operator error due to inexperience. During this phase there is extensive monitoring of the systems effectiveness. The post implementation support and refinement phase is concluded by the Project Sign-Off.

This phased approach is designed to ensure the smooth introduction of new technologies, systems and business practices into our client organisations, and the amounts quoted represent a an estimate based on our past experiences.  This will be revised and presented for your approval after completion of the Project Definition Workshop and User Requirements Specification (URS) Workshop.  The project will then continue once the full budget has been approved.

Please note that this overview of the project management implementation process does not discuss the detailed activities required for each of the above project management phases, and we would appreciate the opportunity to discuss this with you in greater detail if so required.

Phase 6 – Sundry Consulting

Please note that our implementation services are typically divided into three areas.  The services include:

  • Core Services;
  • Peripheral Services and;
  • Value Added Services

The implementation phases outlined in this proposal represent the Core Services, the detail of which may be presented as follows:

Core Services provide clients with the basic system, including the following:

  • Loading Sage Enterprise onto the server;
  • Business analysis;
  • Education regarding core modules;
  • Prototype configuration;
  • Menu / Forms Editing assistance
  • Limited hand holding;
  • Project management;
  • Standard reports as exist on the standard system

Peripheral and Value Added Services fall outside the scope of this proposal and the estimates contained herein, and fall under Sundry Consulting.  Services that may be required under Sundry Consulting might be:

  • Additional reports and report writing
  • Additional training requirements
  • Configuration changes to modules once installed and set up

Any sundry consulting will be charged for on a time and materials basis at the requisite rate for the consultant used.

Activities Per Project Management Phase

The following tasks will be executed by the designated consultant.


  1. User requirement investigation
  2. Documentation
  3. Project Management Planning
  4. Pilot Implementation
  5. Training
  6. Test
  7. Final Implementation
  8. Post go live assistance
  9. Project Management



  1. SNR CON = Senior Consultant
  2. PRJ MAN = Project Manager/Project Management/Project Management Office

PLEASE NOTE : This methodology was defined to give the customer understanding on the delivery of basic implementation.