So many of our customers are telling us that they are ready to take advantage of modern ERP and CRM technology and make a change in their business. We thought we would share our best practices and resources for success with you in a free webinar series designed to enhance your knowledge of how to guide your company through such a transition. In six 30-minute webinars, you will gain an understanding of the steps needed to get ready to move to a new ERP and get access to the resources that you can use throughout the process. Today's class was "How to Scope Your Project." Once you have determined that you have a solid business case for a system transition, defining the Project Scope is your next step. Scope is essentially the steps that help you define what work needs to be done to get the project accomplished. A project scope is a document that outlines the items that will be addressed in the implementation of a new system - it is a link between the Evaluation stage and the Implementation stage.

1. www.blytheco.comwww.blytheco.com
Are You Ready for
Replatforming?
Webinar 3:
How to Scope Your Project

2. Agenda
Recap: What is Replatforming?
What is a Project Scope?
Why is a Project Scope important?
What are the Steps involved in creating a Scope?
Who should be involved in creating a Scope?
Next Steps and resources for today

3. Introductions
Alicia Anderson
Strategic Marketing
Atlanta, GA-based
19 years in ERP/CRM
sales, service and
marketing

4. Moving to automation for the first time.
Transitioning to a new system.
Upgrading an existing system.
What is replatforming?
This series is designed to give you
the tools and knowledge needed to
make ERP/CRM transition smooth
and minimize risk.
Industry analyst Mint
Jutras reports that 73%
of surveyed companies
said that “management
driven change was
requiring moderate to
substantial ERP change”

5. Series Introduction – May 7
How to Build a Business Case – June 4
How to Scope Your Project – TODAY
How to Evaluate Solutions and Build Your Evaluation Committee -
Wednesday, August 6
Cloud vs. On-Premise - Wednesday, September 3
Know Your Payment Options - Wednesday, September 24
The Series

6. Scope Your Project
2

7. A link between Evaluation and
Implementation
Defines the objectives of the project
What is a Project Scope?
A project scope is a document that outlines the items that will be
addressed in the implementation of a new system.

8. Why is Project Scope important?
Project scope is one of the biggest ERP project risk factors!
According to one recent report,
more than 29% of ERP
implementations fail to
achieve even half the planned
business benefits.

9. 1. Define the Scope Owner and Team
2. Collect requirements
3. Prioritize the requirements
4. Define a change control process
5. Define the desired tasks
6. Validate with stakeholders and
Executive sponsor
7. Manage the scope ongoing!
What are the steps in creating a Project Scope?
Steps are….

10. The Test Case
Acme Distribution Company
Mid-sized wholesaler
Expanding into global
markets
Using legacy systems and
siloed spreadsheets
Growing organically
Let’s walk through building a project scope document for a sample
company to help illustrate how this will benefit your company

11. Project Manager and
Document Owner
1. Define the Scope Owner and Project Team
Strong project
management skills
Knowledge of the business
AND technology
Works well with the
Stakeholders
Flexible, disciplined
Bill Williams,
IT Manager

12. Other Stakeholders
Joe Jones,
Controller
Bob
Robinson,
COOJane Smith,
Operations
Manager
Define which
business
processes will
be included in
the project.
Go back to the
Goals and
Objectives in the
Business Case
Doc.
What is the role of project team members?

13. 2. Collecting and Prioritizing Requirements
All impacted team
members should be
involved!

14. Ask questions within the context of the business processes that are
included in the project
Not “What functionality do you want?” – rather, “What problem are
you trying to solve?”
What do you have NOW that you can’t live without?
Not making decisions at this point!
Idea: Start with reports needed and work backwards
Requirements Interviews
Project leaders need to conduct interviews of impacted teams to help
determine the steps to include in the project scope.

15. Determined by the Project Team
Nice-to-haves vs. Must-haves
Questions to ask:
What are the consequences to the business objectives if this
requirement were omitted?
What business risk is being introduced if a particular requirement
cannot be implemented right away?
3. Prioritize the Requirements
All projects have limited resources. Prioritizing the requirements
provided by the interviews ensures the most critical requirements that
most closely relate to project goals are completed.

16. Changes in scope aren’t always
large, an accumulation of small
changes is often riskier
Implement a change control process
for all changes: large and small
4. Define a Change Control Process
Changes to scope are inevitable. Having a process for managing it
minimizes risk and keeps the project on track.

17. Blue
R=0
G=56
B=117
Green
R=0
G=171
B=103
Capture
• Determine
issue
• Log with
priority
Examine
• Assign
resources
to review
• Assess
impact on
project &
business
Propose
• Identify &
evaluate
options
• Propose
options
Decide
• Review
options
• Escalate,
approve,
reject,
amend
Implement
• Update
logs
• Assign
resources
• Implement
solutions
Change control log, issue register
Change Control Process

18. Scope Checklist
Include Owner
Include Status
Template available
for download.
Use a tool:
Excel
Smartsheet
Google Docs
5. Define the Desired Tasks
Once you have identified the requirements, the team can begin to
define the tasks that need to be completed.

19. With Project Team
With Executive Sponsor
With Executive Team
Gain approvals
Formalize acceptance
6. Validate the Project Scope
Confirm the defined tasks are consistent with the project goals.

20. Controls the execution of the project.
Performance is measured regularly to identify variances from the
project management plan.
Managing resources (time, staff, dollars) according to plan
Status of activities – complete, incomplete, at risk
Managing change control
7. Manage the Scope Ongoing
Ongoing monitoring means observing project execution so that
potential problems can be identified in a timely manner and corrective
action can be taken

21. A blueprint for your project
An understanding of what will be included and what NOT will be
included
A tool for managing change requests
A tool for creating a realistic timeline for the project
A Completed Project Scope will give you…

22. Audience Poll

23. Resources for today’s class
Available on our blog at http://blog.blytheco.com/?p=4498
Project Scope Document Template
Copy of this presentation
Resources from previous classes

24. Next Classes…
How to Evaluate Solutions and Build
Your Evaluation Committee
Wednesday, Aug 6
Cloud vs. On-Premise Wednesday, Sept 3
Know Your Payment Options Wednesday, Sept 24
Sign up here:
http://info.blytheco.com/replatf
orm-webinars