Functional memento méthodologie plus détaillé

Why an implementation memento ?
To integrate Open ERP, two radically different
Our experience has shown us that the approaches can be applied. The package approach
implementation speed varies from simple to is an integration mode that is low cost, generic, with
double depending on the methodology used for few developments to be done. This approach goes
implementation. The methodology is therefore from Open ERP generic to customer's needs. An
crucial to reap the full benefits of an implementation. important point here is that your finality is not to
describe the client's current processes but an Open
Keys benefits of an efficient methodology ERP solution. At the opposite a custom approach is
are: used when the client's business is weakly cover by
Open ERP generic. This approach goes from
1. Faster company growth. customer's needs analysis to Open ERP solution. it is
Frequently the implementation process is decelerate usually reserved for very large projects.
because of a bottleneck issue related to HR. As an
example, a key project's manager is usually in In the following, we describe a methodology for the
charge for every steps of the implementation. With package approach.
the consequence that this high level manager – After reading this memento, you should have a clear
already fully engaged in one project - can hardly vision on how to improve your efficiency and the
works on another one. This situation forces some profitability of your Open ERP projects by applying a
companies to refuse projects. package approach.
To grow faster, you must reduce dependence on
high-level managers by the distribution of
management between multiple profiles. Implementation phases:
2. Quicker delivery.
ERP integrations are complex. An efficient
methodology allows you to specialized roles and get
trained employees that are quickly ready to deliver.
3. Risk mitigation.
By working through a systematic approach, you can
continuously improve yourself.
Copyright © 2010 Open Object Press - All rights reserved

During the first contacts, it is important to clarify the The important step on this phase is the first meeting.
request: Here is its canvas:
If the lead is interested only, for instance, in CRM ➊ Presentation of the client → Listen
and sales management, present Open ERP as a ➋ Presentation of your company and
suite of integrated softwares solutions for business product
management. Indeed a client may be interested → Slide show
→ Online demo of OpenERP
A typical project time line only in one or two modules at first but add other
❸ Questions to the customer about his business and needs
management systems later on. So, the message to
→ Company description
A typical implementation project is made of four main phases, each links to specifics goals, get across is that the different Open ERP features
responsible, tasks and deliverables. They are described in the following.
can be installed gradually, thus limiting the risks.
Important note: pre-study phase, implementation phase and after sales services are If the lead wish an Entreprise-wide System, then
associated to specific contracts (see supra).
present the global solution that Open ERP provides.
To make this memento maximum benefit, we have
placed in it many links to valuable templates (quotes, Tip: If you have too much unqualified leads, a good mean to test a lead's interest in the
product is to invite him to come in your office for a demo instead of you moving on site.
mind maps, project scope board, etc.). Hoping that this
will enable you to facilitate your implementation
Goals ✔ Help the customer to take a decision
projects, we hope you enjoy reading!
✔ Sell pre-study
PHASE 1. FIRST CONTACTS (½ – 1 day)
Responsible A salesman is responsible for this ➎ Discussion about methodology and next
phase. steps
Introduction

The first contacts between parties are the occasion for both parts to crea te a → Slides about our methodology
Tips: C:tmpimplem-1.odp
first opinion about their counterpart. Could it Deliverables
(i) The Salesman may be a junior under the
be a true opportunity? Does the investment Within a few days following the meeting, you must send the following deliverables to

supervision of its Sales Manager. your lead :
worth the case? Etc. The aim here is to ✎ Fisrt meeting minutes and pre-study quotation
(ii) The salesman may be accompanied by a Project ✎
impress with the value of the product, the Slides show on your product and the company

Manager for major leads. Important: The ✎ Methodological slides
quality of your method and to show the fields
Salesman is making the demo – he is the PHASE 2. PRE-STUDY (8 days + options)
of the possible improvements Open ERP will
pro -, the project manager answers to sharp
provide. Introduction

questions Your lead has been converted! Great, it means that the pre-study contract is signed
and a analysis of requirements will be conducted. It is more than ever the time to
convince your client about your capacity to fit the needs with an Open ERP solution.

First meeting

Client's project manager: a person responsible for the ERP project on the
client's side. He is the contact point with your company. Ideally the
training received is functional. Optionally, on client
client's project manager should know the company well, both its request, it may be extend by a technical training. If some process remain uncleared, help yourself with an
specific quirks and its different standard cross-company processes. It
is crucial the client's project has a sufficient weight in its organisation, (open sources) process designer. Draw the flow and
since he/she endorse the role of validator of the deliverables.
Meeting & interviews ask the interviewee its feedback.
Tip: Create project in Open ERP and plan time for project manager
➊ Meeting with the board executive

Goals ✔ Reassure the client : needs fitting, ROI of the client (½ - 1 day)

✔ Get the full scope of the project to be able to Goal: get a dedicated analysis of the need:

quote • → listen & reformulate (use mindmap

✔ Sell an implementation Open ERP Project )

Responsible Project manager (PM) & the client's • → get feedback on first deliverables

project manager
Use Case - A flow diagram sample

After each interview, the mind map and the
diagram(s) must be validated by the

➋ Interviews with keys managers/users (3 interviewee. Since each interview reveals

days) some of the functional perimeter of the

Goal: get a description of all departments project, complete the project scope with

activities requirements gradually ( see Project scope
Preparation Knowledge transfer between salesman below↴).
• → Interview session:
and PM
◦ 2 hours of interview by departement
◦ 1 hour for writing / cleaning The project scope
Training Altogether, the interviews permit you to delineate the
◦ ½ hour for reviewing with interviewee
The client's project manager should be trained now on whole project scope. When all the requirements have
• → Report interview on Interviews
Open ERP. Although, some customers prefer wait an been placed in the project scope fill in the field Open
mindmap ↴
implementation contract is signed before invest more, ERP cover, and the field estimated effort (see
the training – given by a certified trainer - is a Project scope):
necessary step to establish an effective relationship
with the integrator and to detect problems rapidly. The


• Presentation to client (Who: PM) Now, we are in! The two first phases make a success:
• Validation (Who: client's project manager) the implementation contract is signed. Some
negociations could still last for a while but the phase to
A 'use case' describe a business process applied by business
come is no more a sales step. At this phase, a solution
actors to achieve their goals (e.g., manual payment processing,
expense report approval, manage corporate real estate). will be designed, developed and deployed.
Ideally, the use case cover a flow large enough to be representative of a
Phase 3.1. Analysis
whole process. It illustrates a standard business process with a short text and
a diagram.
At the end of this phase, the customer can
See a tutorial on:
Ask then the client's project manager to rank each http://www.cragsystems.co.uk/use_case_tutorial.htm see the final result! This allows a fast
requirement according to its priority level (from 1 for Tip:When selecting a use case, the best option
is to choose a case fully cover by feedback.
Open ERP, which is more attractive and convincing for decision
cosmetic to 10 for top level priority). makers.
Goals ✔ Describe and validate the solution: screens
Tip: A good negociation practice when the contract is discussed is to not
decrease the price but the number of features to be implemented. and processes
Deliverables
Option 1 Interviews of end users (3-5 days) ✔ Review quotation (optional)
✎ Mind map Interviews
Context: When the client's project manager ✔ Deliver a reviewed planning
✎ Project scope → A scope summary
does not know perfectly all needs or when
✎ A quote for the full project → Example of
there is a need to prepare the employees to Responsible PM & Client's project manager
integration quotation
the change, you can suggest to plan
• Fixed price
interviews with (some of) the end users Solution design
• Estimate for time and materials
Process: The interviews sessions are the same ✎ Planning → Example of integration planning For any requirement not covered by Open ERP at
as the one describe upon. ✎ Integration contract
100% (See project scope.xls), a task (with its

Tips:
attachments) is created in OpenERP by the PM.
Option 2 Implement a use case (3-10 days) (i) It is obvious that your understanding of the detailed customer needs is not
perfect after a few days. However we believe it is sufficient to quote at the
Context: When the client is not sure OpenERP following conditions: A task is a short description of the solution - not the
perfectly fit the needs or when you need to •> Critical phases (end user training, data importation) are on time and
need - with the full specifications of screens
materials
convince the managers, a use case is the best •> We keep the right to review quote after the detailed analysis changes and notes on features to be
(ii) If the delivery date has been fixed, make a retro-planning.
way to attest to Open ERP solution. improved:
Process:
PHASE 3. IMPLEMENTATION (90 days)
• Writing of use cases with the client's project
Introduction
manager
• Testing / parametrization (Who: PM)

Task Id.: MRP_1 - Manufacturing order: useability
▪ Workflow design
improvement
▪ Screens design
We need to improve the manufacturing order form in
trunk. The main reasons are: ability to easily manage
partial productions, lots & serial number encoding,
• With the OpenERP Plugin for Dia you can
scrapping wrong products.
import OpenERP views
Full specifications of screen to change:
(shapes and screens) and modify them on
purpose with the
designer (add new fields, modify filed
type, etc.).

To Install Dia on debian/ubuntu (linux):
Open a terminal and type the following command
Note: to consult full specifications of this to update:
sample task see: sudo aptitude update
https://bugs.launchpad.net/openobject-addons/ Then, install Dia with command: aptitude install
+bug/506017 dia
Once all the tasks – or solution design - have been
reviewed by the client's project manager ask him to To install the OpenERP Dia Plugin on
sign the update project scope.xls with mention debian/ubuntu (linux)
Technical notes: / « tasks approved » (update the document with a Extract the plug in DIA in your home directory. The
column with the links to tasks Id.). zip is available at:
http://edu.openerp.com/functional_mement
Tip: If it does not seem possible to describe a task o/Functional_Memento_dot_dia.zip
within 10 lines, split it into sub-tasks. Log as super_user and put the file OpenERP.py
under ~/.dia/python. The file is available at:
We developed a tool to draw the screen and http://edu.openerp.com/functional_mement
workflows: o/OpenERP.py
→ The OpenERP plugin for Dia
Start application Dia as a normal user. All shapes
• Dia is a drawing software very useful for : are under sheet "OpenERP Interface Sheet"

To Import OpenERP Views, click on the menus 4. Unselect “Python HTMLHelp file”
Tools > Load Open ERP Views. 5. Unselect “Python utility scripts”
Specify proper URL, database name, login user 6. Unselect “Python test suite”
and password and select in the list a view to 7. In Advance Options, select “Admin install”
import.
And, Install the exact following versions of the
Then you can see your imported view in a current following dependencies (not included in
diagram: Python 2.3.5):
1. Install PyGtk 2.8.6:
http://ftp.gnome.org/pub/GNOME/binaries/wi
n32/pygtk/2.8/pygtk-2.8.6-1.win32-
py2.3.exe
2. Install PyCairo 1.0.2:
http://ftp.gnome.org/pub/GNOME/binaries/wi
n32/pycairo/1.0/pycairo-1.0.2-1.win32-
py2.3.exe
3. Install lxml 1.2:

To Install Dia on Install Dia on Windows http://pypi.python.org/packages/2.3/l/lxml/lx

(Vista): ml-1.2.win32-py2.3.exe
At the end of the installation, start Dia and close it.

First, install Python 2.3.5 : Install Dia for Windows 0.97.1 or later:

http://python.org/ftp/python/2.3.5/Python- http://downloads.sourceforge.net/project/dia- Extract openerp-dia-plugin.zip in the

2.3.5.exe installer/dia-win32-installer/0.97.1/dia-setup- installation folder of Dia (typically C:Program

You can have several versions of Python installed 0.97.1-1.exe FilesDia) and overwrite existing files if

concurrently. During the installation, select the component prompted. The zip is available at:

During the installation, make sure to: "Python plug-in": http://edu.openerp.com/functional_memento/opene

1. Select “Yes, make backups” rp-wdia-plugin.zip

2. Select “Python interpreter and libraries”
3. Unselect “Tcl/Tk”


After this first development step, the client ▪ When the customer wish to change initial • Data should be generic to a sector to make
will be able to test the solution and specifications after viewing interface them re-usable
organize workshop with end users for quick ▪ It implies a feasability study • Install module 'Recorder' so that you can
feedback and task reviewing ▪ Tell the client about the impact on budget record data in a separate module.
Start Dia. The file type "PyDia Code Generation and planning
(OpenERP) (*.zip)" should be available in the Tip: Entire value added is given at the end of this phase. Thanks to a Note: The base_module_record module can be used to
quick feedback gaps are detected as early as possible.
File>Export menu. export a set of changes in the form of a new module. It
The sheet "Open ERP interface" should be should be used for all customizations (including demo
Responsible Developers & PM
available in the "Other sheets" menu of the side data) that should be carried on through migrations and
bar. updates.
Development of screens
And the entry "Load Open ERP View" should be
available in the Branch bazaar on launchpad
The developer is in charge of the developments. On
Tools menu.
the ground of specifications he should be able to
Launchpad is a software collaboration platform that
conceive all the screens. The task may consist to
Deliverables provides bug tracking, code hosting using Bazaar and
✎ Open ERP analyse → Example of project specifications create new screens or adapt existing one in Open
code review among others utilities.
✎ A reviewed quotation (optional) ERP.
➢ See https:// launchpad .net/
✎ An updated planning (optional) The PM checks the developments and demonster a
Phase 3.2. Interface scenario to the client.
Your branch bazaar will contain at least 2 modules:

Scenario
Module 'Profile' . The purpose of a profile is to
initialize Open ERP with a set of modules directly after
A scenario to show the match of
the database has been created. A profile is a special
developments with specifications (see also
kind of module that contains no code, only
Goals ✔ Develop all screens and menus use cases)
dependencies on other modules.
✔ Generate demonstration data
→ The result is visionable since Demo Data
this stage. • Goal: illustrate the scenario with real data
Module 'Demo data'. The data module is make
✔ Get them validated by the client through workshop conformed to the client's business
dependant of the module profile to assure a automatic
✔ Annex to contract:
downloading of data each time the 'Profile ' is installed.

Phase 3.3. Data importation (30 At the end of the phase the whole solution
Workshops. The client gives its remarks and days) will be working and tested by the
indicates what he do not accept and why (modifications Context customer. They will be no report yet , nor
to do to reach specifications). The importation process can start once the screens customer data in the solution.
Once a development is accepted, the client signs for it. are validated since the db scheme is now fixed. The integrator can sell days of consultancy 'time and
Workload for data importation is hard to estimate materials' to help the client in the migration process
Annex to contract this is why the integrator sell the consultancy days
After the prototype's review, the client may want to in time and materials.
Phase 3.4. The logical layer (1day/workflow )
change some of the specifications to cope more closely Data importation can be done in parallel with the
with its needs. remaining implementation phases.
In this case, the developer notes the request and
informs the PM that a change request has come. There are different methods to import your data into
Open ERP:
Then,  Through web-service interface
Goal
1. the PM design a solution, quote and plan.  Building a module with .XML or .CSV files
The logical layer correspond to the implementation of
2. once the client has signed the proposal, the with the content
all business rules and logic.
development of the interface starts.  Using an ETL
The goals here are: ✔ Develop logic,
Finally, the signed document is annexed to the initial ✔ Test all use cases
contract. Whatever the technical solution choosed to import
✔ Test all buttons of the interface
data, it is critical that the whole importation is done
Responsible Developer & PM for testing final solution
Invoicing automatically using scripts, without any manual
Deliverables
As mentioned in contract template (see Phase 4), the operations. As there will be several intermediary
• A working version is OpenERP that integrate all
PM send two invoices every month to its client: import, the import process must be strictly defined.
the business logic and computed fields
• One invoice for 'fixed' services and, • The 'project scope' document properly
• One invoice for 'time and materials'. Responsible The client is responsible for data
completed by the client
import.
◦ each line in the column 'validate logic' is sign
Deliverable A working version on OpenERP that has by the client
all screens adapted to the customer need. The designated agent (the client's project manager
Phase 3.5. Reports (1-2 days / reports)
Demonstration data are set. or someone else with a technical profile) had
received a technical training on Open ERP.

The PM should be present during and after the delivery (see warranty) to
At the end of this phases, everything will 2. Ask the client to validate each template
assure a technical and a functional support.
work. The next step will be validate with 3. Once a report is validated, start
customer's own data. development
Deployment Options
To deploy Open ERP in a company, several options are available to you:
Context Deliverables
• an SaaS (Software as a Service) or on Demand offer which includes the
The analysis has revealed the list of reports to adapt or • All the reports template equipment, the hosting, the maintenance and the support on a system configured to
client's needs in advance,
to develop (see document 'Project scope'). During • The 'project scope' document properly • an internal installation, that have managed by the IT services of the
this phase, new Open ERP reports will be completed by the client integrator,

designed, developed, delivered and approved ◦ each line in the column 'validate report' is
by the client. sign by the client Deployment Procedure
The deployment of a version of Open ERP is make
Phase 3.6. Deployment & parametrization (6 weeks)
Note: (i) There are two types of reports in OpenERP. easier when the server has been configured in the
Any printable document like a sales order, a purchase production environment. The security of the data will
Introduction
order, an invoice, etc. is a first type of report. then be a key element.
Deployment is the process of putting a Open ERP
Statistical reports (postgres sql object) are a When you’ve installed the server you should create at
database into a production-ready state where it can
second type. least two databases:
be used by everyone for their daily work. You’d
• a test or development database, in which the
usually configure Open ERP and load data into it on
Goals ✔ Produce appropriated template of reports users can test the system and familiarize themselves
one development system, train staff on that or
✔ Get them approved by the client with it,
another training system and deploy it onto a
• a production database which will be the one
production system that has better protection against
Responsible The developer used by the company in daily use.
failure, better security and more performance.
You should test the data module in the development
Design & development Goals ✔ Deliver product version and check that it doesn’t require any more
It is appropriate to ask the client a copy of each • Test all cases manual adjustments. If the import runs correctly, it
report to be modified or add in Open ERP: • Make parametrization (security rules, shows that you’re ready to load data in the production
• Reports from customers groups, …) database.
• Reports or documents for internal use • Make each delivery validate by the client
• Reports and documents to customers. ✔ Train end users You can use the Open ERP database backup
Then, procedure at different stages of configuration (see
1. Draw each report on a sheet Responsible PM Installation and Initial Setup). Then if you’ve made a

false step that you can’t recover from you can always Example of technical support: a customer develop
return to a prior state. Phase 4. AFTER SALES SERVICES a new accounting view in xml but made a
syntax error involving the view does not
Since your data describes much of your company’s Introduction appear properly.
value, take particular care both when you need to Maintenance and support are critical for your long
transfer it (in backups and across your network) and term success. → Request processing
when you’re managing the super-administrator pass- The support aims to ensure that end users get the A request comes to support via email or the phone. It
word. Make sure that the connection between a PC maximum productivity from their use of Open ERP is then transmit to the quality team for problem
client and the two servers is correctly secured. answering questions to the use of the system. characterization at a functional level. Two cases:
The maintenance aims to ensure that the system • the problem is link to user misuse of the
You can configure Open ERP to use the HTTPS itself continues to function as required. It includes software
protocol, which provides security for data transfer system upgrades, which give you access to the ◦ a functional help is provided
latest functionality available. ◦ imputation of the analytic account of client
You could also use the PostgreSQL database directly • actual bug
to backup and restore data on the server, depending Support Contract ◦ transmit the case to R&D
on access rights and the availability of passwords for The Open ERP editor sell support contracts to its ◦ bug fixing
the server. partners. The partners can then sell their own ◦ no imputation.
support contracts to their clients or ask the editor to
End-users training take this in charge. Maintenance Contract
The training of end users can start when a The support contract is a fixed time contract; the The two true parts with the maintenance contract are
developement database is ready to use. amount of interventions is fixed in credits time (or the Open ERP editor and the final customer; the
interventions units). integrator partner has a role of intermediary. However,
Warranty The contract includes any request for a functional some partner integrates maintenace in their suppport
It will not work perfectly, directly ! During the next two - help or a technical help that is not bug fixing. contract.
three months it is important to be present at client's Example of functional help: a customer
site: parametrize mistakingly the sales flow of The maintenance contract is a fixed price contract; the
• to assist end-users his company and the sales order status did cost and the period are fixed.
• to react rapidly when troubles are detected in not evolved to a request status when The objective of this contract is to guarantee a
production pressing validation button. perennial solution of the delivery to customers
After 2 months, everyone will be happy ! It includes:

• Guarantee of version migration If you wish more informations on support and memento is accessible via the sub-menus:
• Bug fixing maintenance contract, contact us at Partner/Commercial Training/ Annex.
• Management of security alerts info@openerp.com.

License
Guarantee of migration . Once the yearly CONCLUSION Copyright © 2010 Open Object Press. All rights reserved.

version's upgrade is available, the editor provide a You may take electronic copy of this work and distribute it if you don't change
the content. You can also print a copy to be read by yourself only.
system for automated migration. He also guaranties a The repetitive use of a same methodology helps to We have contracts with different publishers in different countries to sell and
distribute paper or electronic based versions of this work (translated or not)
unlimited technical support. improve the follow up of projects and to increase in bookstores. This helps to distribute and promote the Open ERP product. It

speed of developements and quality of deliverables. also helps us to create incentives to pay contributors and authors with the
royalties.
Bug fixing. The maintenance contract Due to this, grants to translate, modify or sell this work are strictly forbidden,
unless Open ERP ltd (representing Open Object Press) gives you a written
includes an unlimited guarantee for certified modules. The goal of the present memento is to give a authorization for this.

general framework for OpenERP implementation in While every precaution has been taken in the preparation of this work, the
publisher and the authors assume no responsibility for errors or omissions, or
Management of security alerts . An alarm a package approach. for damages resulting from the use of the information contained herein.
Published by Open Object Press, Grand Rosière, Belgium
system on possible problems of safety measures was
set up in order to hold our customers informed as soon The method described here is compatible only with
as possible, and to provide a correction before the fault agile project management. Indeed the client is
does become public. involved in all stages, with short decision cycles and
high reactivity to client's feedback in order to reach
Finally, the maintenance contract provides the a solution that fits the actual needs.
opportunity for the end user to work live with
the Open ERP editor which will verify the Finally, the strenght and perennity of Open ERP is
quality of the modules developed by the grounded on its community. So, if you wish to give
partner through a quality certification. us a feedback on this memento PLEASE send us
your comments at http://edu.openerp.com
Brochures:
✎ Maintenance Important note: a PDF version of this
✎ Support
document with all its active links is
available at http://edu.openerp.com . As a
partner, you would have received a login and a
password to our e-learning web-site. The

Functional memento méthodologie plus détaillé

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