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RITSOL’s Odoo Implementation Methodology

 

Introduction

Challenges in large implementation projects

Odoo, as a software, is great. There is no doubt about the huge benefits you will get from using it. The main challenge is in the implementation: deliver expected benefits on time and on budget.

 

What Odoo does to solve it?

We keep projects simple. We make you avoid specific developments; the main source of complexities and delay. When you stick to the standard, projects are fast and risks lower. It’s easy to say, but very hard to do.

 

We know how to map a specific business need to standard features, we can say “no” to customers and provide alternatives, and we know how to get the most out of the product. We focus on delivering projects on time and budget, more than satisfying your initial specifications.

 

How is Odoo different?

to be completed by the partner

Our Methodology

Key concepts

 

Priorities:

  • The customer defines the business need, the product defines how to solve it
  • Our priority is the success of the project. We challenge users demand if needed

 

Keep things simple:

  • Deliver a software that covers all business flows and 80% of the expected features in a few weeks, not months. This is the first deliverable, before any specific development.
  • Project managers should be able to configure and customize the software. Avoid intermediaries or people that are not master in the product to take decisions.
  • Don’t try to cover 100% of the needs, 90% is better as the remaining 10% costs a lot.
  • Avoid custom developments if you can, and launch them at last resort

 

Responsibilities:

  • The responsibility of a project failure/success belongs to Odoo, not to the customer.
  • As a result, we take our responsibility, and we do the implementation and product design decisions

 

Project managers:

  • The key success factor of any implementation is the project manager. Good decisions can make you save days of work. On top of managing projects, those guys must be problem solvers and master in the product.
  • We invest in recruiting the best ones and training them efficiently, and we keep only the best ones
  • Even though you might have the best project managers, they can miss something. Top Odoo experts, external to the project, should review and challenge their work at critical steps of the project.




Phases

 

Gap Analysis (10%)

 

The first step allows, for the project manager, to gather all business needs of the company. It takes the form of a series of interview with department managers to analyse their work flows. The final deliverable is a GAP Analysis. (cfr example)

The intermediate deliverable is a list of operational use case descriptions formulated by the client. These descriptions are taken

 

Before being delivered to the customer, this GAP analysis is reviewed by a top Odoo expert that is external to the project. He will provide an external point of view, and challenge the project manager on his decisions. His goal is to solve business problems to reduce the implementation lead time by sticking more to a customized standard.

 

Deliverables:

  • Detailed list of all your business needs by business unit
  • User flows
  • Planning and phasing of the next steps
  • Detailed estimation/quotation for the whole project

 

Owner:

  • Project Manager

 

Full Featured POC (10%)

 

The next step is to fully configure and customize Odoo to cover all business flows. The scope is defined as the maximum you can get from Odoo with configuration and extensive customizations, but no development at all.

 

Although no data is imported or third party software integrated, the software should be fully working and the company could theoretically be able to start using it as it is. (even if some steps are still manual). At the end of this phase, key users should have a full demonstration as well as an access to play with the software with all business flows of the company working. (with only 80% of the features)

 

The updated GAP analysis should be challenged by a top Odoo expert, external to the project, before being showed to the customer. (peer review)

 

Owner:

  • Project Manager

 

Deliverables:

  • A fully configured software that covers all business flows and 80% of the features
  • Demo of the software to the key users
  • Updated GAP Analysis with remaining developments to do

 

Data Import & Specific Development (60%)

 

With a fully functional POC, the customer and the project manager should be able to demonstrate the final solution to key users. As a result, we will be able to validate the remaining  developments that are worth investing time on.

 

We split remaining developments in two groups:

  1. developments that are absolutely necessary before going into production (you can not operate the business without them)
  2. developments that can be rolled out in a second deployment phase, after the go live (you can operate the business, but it’s not efficient)

A top Odoo expert, external to this project, will review this split of features.

 

At this step, we can launch three phases in parallel:

  • Import of Data
  • Specific developments for first deployment (only the first of the above two groups)
  • Third Party Software Integration

 

These three phases are handled by a team of developers and everything is tested and validated by the project manager.

 

Deliverable:

  • Complete software with customer’s data

Validation & Training (10%)

Once the software is ready, we train all users of the company. During the same phase, the customer is responsible of all final tests and should provide the green light, allowing us to go into production.

 

Writing the documentation is the responsibility of the customer as a good documentation should match customer’s internal processes. Having the customer to write the documentation is a good way to ensure he fully tested the software “in situation” before going into production. We might refuse to go into production if the customer did not write his documentation.

 

Deliverables:

  • Customer: final validation before production
  • Training of all users

 

Deployment: go live (10%)

Once we go live, the project manager and developers should handle all issues that may arise as soon as possible.

 

Deliverables:

  • Fix issues

 

Second Deployment

Around one month after the first deployment, we review the list of remaining developments who don’t have been launched in phase 1. (those who could have been rolled out in a second deployment phase: you can operate the business, but it’s not efficient)

 

With the feedback of the users, the priorities and developments to do usually change. (typically, we notice that 50% of the developments were not necessary, and 25% of new developments have been added)

 

Deliverables:

  • Iteration on: developments, deployments

 

Is this for you?

When should you work (or not) with us?

 

If you are ready to:

If you want to:

adapt the way you work to the software

adapt the software to your way of working

have only 90% of your needs covered

have 100% of your needs covered

have a timing & budget focused vendor

have a customer satisfaction focused vendor

pay a higher daily rate for a faster project

have a low consulting / developer daily rate for more customizations

follow the Odoo methodology

follow your usual project methodology

   

Then,

Then,

You can work with us

You should work with another Odoo partner

 

What do we expect from our customers

Full support from the top management

Implementation projects are hard. It’s a lot of changes for the users and a transformation of the company. There will be difficulties and difficult decisions to take. In order to succeed, we need the full support of the management of the company.

 

Trust and commitment from the top management is a requirement for us before accepting any project.

 

Customer’s Project Manager.

The customer must have a project manager dedicated to the project. This person must be dedicated to the project, must have authority to take decisions on his own and must have the leadership to train and enforce policies at most departments.

 

This person should have a direct access to the executive committee if needed.

 

Integrate 90% of your business, not 100%

You probably chose Odoo because no other software allows for such a high level of automation, feature coverage and integration. But don't be an extremist in that direction.

 

Customizations cost time and money, are more complex to maintain, add risks to the implementation and can cause issues with upgrades. Do it the Odoo way, not yours. Be flexible, use Odoo the way it was designed. Learn how it works and don't try to replicate the way your old system(s) works. Keep things simple.

 

What you should expect from us

 

Implementation Methodology

We follow a lean and hands-on methodology, that is used to put customers in production in a short period of time and at a low cost.

After the kick-off meeting, we define a phasing plan to deploy Odoo progressively, by groups of apps.

The goal of the Kick-off call is, for our project manager, to come to an understanding of your business in order to propose an implementation plan (phasing). Each phase is the deployment of a set applications that you will fully use in production at the end of the phase.

For every phase, the steps are the following:

  1. On Boarding: RITSOL's project manager will review business flows with you, according to your business. The goal is to train you, validate the business process and configure according to your specific needs.
  2. Data: are created manually or imported from your existing system. You are responsible to export the data from your existing system and RITSOL's project manager will import them in Odoo.
  3. Training: once the applications are set up and the data imported, you have to train your users on the environment that is perfectly working. There will be some back and forth with RITSOL's project manager to answer questions and process your feedback. (*)
  4. Production: Once everyone is trained, your users start using Odoo.

(*) Before the training, our project manager will have done the customizations that are required to go into production. If you can use the software without these customizations (even if it requires extra manual tasks), we will push these customizations after going into production (see phase below).

Once you are comfortable using Odoo, we will fine-tune the process and automate some tasks and do the remaining customizations (extra screens and reports).

Once all applications are deployed and users are comfortable on Odoo, our project manager will not work on your project anymore (unless you have new needs) and you will use the support service if you have further questions.



What should you buy?

 

The first quote to any new customer is the phase 1+2 together (GAP Analysis + Full Configuration). Alternatively, you can commit on the GAP analysis only your budget is low. A detailed quote for the next phases is provided as a deliverable of the phase 1. So, an initial budget is around 10 days. We will never ask you to commit on a big budget or buy the whole project.

 

To help you decide if you are ready to work with Odoo, we can provide a rough estimation of the TCO and different demos of the product in order for the customer to decide if he is ready to move to phase 1.

 

Don’t ask a commitment on the whole project, before GAP analysis

 

Don’t waste time writing a detailed specification.Never commit to a specification of a client. Our methodology is effective because we challenge needs. If the specifications are frozen in a specification that was made by a non-expert Odoo, our project manager will be powerless. In this case it is best to give the project to a partner. (We can afford to choose our clients)

 

How to negotiate with us?

 

On a pure daily rate, we are usually 15% less expensive than traditional services companies. But we know how to do projects faster and with less days. Our prices are not negotiable, unless the project is more than 50 days. It is around 850$/ day for both project managers and developers. The best way to reduce your budget is to reduce the scope or the custom developments, which is the goal of the phases 1 and 2.

 

On Odoo Enterprise, we can have a slight flexibility on the price if you have more than 100 users, or if you buy more than one year at once.

 

Our contracts have conditions that have been designed to be fair for the customer. But we can not handle different SLAs or guarantees per customer. We have one way of working, we do it well, but we are not organized to manage exceptions per customer. So, our legal terms and contracts are not negotiable. That way, we all save time on legal advices expenses.



What if it does not fit?

 

Our goal is to put customers in production in a limited budget and time frame. We want to help you deploy users in production, but we are not interested in huge development projects.

 

After the phase 1, if we notice that days of developments are bigger than 2 times the implemetation value, we will move the project into our bespoke software development department.