Mitigating the risk of ERP implementation with Scala Signature methodology

A signature is a written mark that carries with it the affirmation of trust, agreement and the integrity of the individual making that mark. It is for this reason that Scala Business Solutions, represented in Africa and the Indian Ocean Islands by Scala Africa, has developed a unique approach for implementing and upgrading its enterprise resource planning (ERP) software and named it the Signature methodology.

According to Scala Africa CEO Shamik Sinha, the Signature methodology for implementing Scala software is a key component in the company's aim to make global business simple. "It's no secret that one of the biggest challenges facing the successful implementation of an ERP system is getting the job done on time and within budget. As pressure increasingly mounts on technology vendors to deliver solutions that realise a rapid return on investment, it becomes progressively more critical that project scopes are accurately met," he says.

Sinha explains that the Signature methodology has been developed and proven over thousands of projects worldwide using hundreds of consultants in many vertical market sectors. "Using the accrued knowledge and expertise from diverse projects across our worldwide customer base, Signature allows us to provide consistent, client focused implementations that deliver value through a closely controlled environment. This allows for the efficient and effective implementation of Scala software," he says.

According to Sinha, Scala consultants provide professional advice on how to deal with potential risk and difficult project issues. "These include establishing specific business requirements, finding solutions that make users happy, identifying and managing risk, meeting planned deadlines, maintaining financial control over the project, handing the transition to the new system and providing adequate documentation and training," he says.

The philosophy behind the Signature process is built on the fact that people working as a team determine the ultimate success of a project. When conducting an enterprise-wide software implementation, which combines individuals from different backgrounds, communication becomes one of the most important factors in the successful completion of a project.

"Signature has been designed to help the project team overcome barriers established by job functions, culture and language. By using Signature, the project team always knows its position in the implementation process at any point during the project. It takes the mystery and risk out of software implementations and makes the change process transparent and manageable.

The highly structured process takes Scala customers through a six-step process, beginning with an in-depth analysis of business requirements. "In this phase a business requirements review is conducted, preliminary risk is assessed and an initial project plan is designed," says Sinha.

Moving to Phase Two, project objectives and scope are set, team building is carried out and resources are planned and allocated. A risk plan is developed, and the project plan is reviewed, while in consultation with the client, project management procedures are agreed upon. At this stage the project is kicked off, and the steering committee consisting of client and Scala representatives assesses project progress.

The project design phase follows, with specification of business processes, input, output and interfaces, and the establishment of various parameters for the project. A prototype is evaluated and accepted, and end-user training begins with documentation of procedures. Change control and a risk review conclude this phase of the implementation.

Phase Four is the data preparation stage, involving the conversion, loading and validation of data. Once again, change control and a risk review are conducted; with a project plan modification if necessary, and an updated risk plan.

As the project nears completion, Phase Five allows for a test run of the Scala solution. At this point, the system is evaluated against the business requirements review and the design and objectives. The results are reconciled and documented, with auditors signing a protocol and acceptance. Once again, change control and risk reviews are conducted, while the steering committee meets to assess project process.

The final phase of Signature has the fully implemented system going live into daily use. The project is audited and quality control procedures are conducted, and a client satisfaction survey is applied to assess the success of the implementation. Finally, the project is handed over to the client, and a Scala staff member is assigned as the account manager for that client.

"The consistent application of Signature throughout the worldwide Scala organisation results in efficient, effective and better-managed projects for every client. With Signature we are able to pass on the benefits of our experience and knowledge to our clients. Thus, our strategic objective is to deliver better business solutions faster to Scala clients worldwide through a reliable, high quality implementation structure - Scala measures its success through the success of its clients," says Sinha.

Implementing an ERP project is not a simple or risk-free undertaking. "By applying the Signature methodology, Scala effectively mitigates the many risks associated with such projects. By providing a highly structured, step-by-step process that includes the client at every turn, Scala can deliver its proven ERP solutions to the market with confidence," he concludes.