SageX3 Project Manager Workshop Final
SageX3 Project Manager Workshop Final
Workshop
Robert Smith
dd/mm/yyyy
© 2020 The Sage Group plc or its licensors. All rights reserved.
Agenda
• Overview of STREAM • What do you remember? • What do you remember? • What do you remember
• Review of Kickoff Meeting • Student Presentation of • Presentation of Individual • Presentation of Individual
& Deck Kickoff Slide Assignments Assignments
• Assignment of Kickoff • Project Planning, SOW, • Status Calls, Steering • Managing the Project
Presentation Sales Handover Checklist Committee Meetings, Ad- Team
• Team Exercise • Data Migration, Design Hoc Calls • Change Control v Change
• Summary Workshop Review • Project Action Items, Management, Change
• Team Exercise Risks, PSF-ESR, Budget Documents
• Individual Assignments • Individual Assignments • Summary
• Summary • Summary
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Agenda
• What do you remember? • What do you remember? • What do you remember?
• Workshop, Training, UAT • Closing Projects • Project Do’s & Don’ts,
Review • Team Exercise Listening Tips
• Team Exercise • Consulting Mentoring/PM • Team Exercise
• Dry Run & Go-Live as a Leader • Review of Sage City,
• Team Exercise • Team Exercise STREAM on Sage U,
• Summary • Summary STREAM Subscription
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Class Introductions
• Location?
• How long have you been in Project
Management?
• ERP Software Knowledge
• Favorite Hobby
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Mastering Sage X3
Kick-Off Presentation
STREAM Methodology
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Professional Services
S.T.R.E.A.M
Support Transform
Respond Engage Adopt
Methodology
Kick-Off Meeting Agenda
Sample Agenda:
• Introductions
• Who are Sage?
• Project goals and objectives
• Scope
• Timeline
• Explain implementation methodology
• Roles and Responsibilities
• Programme Governance
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Sage Group
£1.3bn 13,000
Revenue 1 2 Colleagues
#1 30
FTSE Tech 4 3 Years
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Sage Professional Services
3650+ 50
Professionals Countries
2,250,000 4,000
Customers on Sage X3
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Customers for Life
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Your Project
Sage X3
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Project Goals and Objectives
Describe the project’s main strategic objectives as described in the specifications document or
Request for Proposal (expected benefits, organizational changes)
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The Sage X3 Implementation Methodology
Sage X3
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The Sage X3 Implementation Methodology
KNOWLEDGE TRANSFER
PROJECT GOVERNANCE
CHANGE MANAGEMENT
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The Methodology Objectives
Ensure
01 02
01 Quality
Compliance
Communication
Guide
02 Process Mapping
Definition of Setup
03 Testing
Enable
03 Knowledge transfer
Self Sufficiency
Customer Success
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Indicative Timeline
Period 0 Period 1 Period 2 Period 3 Period 4 Period 5 Period 6 Period 7 Period 8 Period 9 Period 10 Period 11 Period 12
Phase
Define Project Approval
Initiate
Build
Deploy Go Live
Adopt
Note: The above is a high level summary and indication of the key phases that are required to inform any detailed plan. Exact timelines will be
confirmed through formal project planning, and are subject to resources, design and project dependencies
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Phase by Phase
Sage X3
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The Sage X3 Implementation Methodology
KNOWLEDGE TRANSFER
PROJECT GOVERNANCE
CHANGE MANAGEMENT
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Define Phase
Define Initiate Design Build Validate Deploy Adopt
Typical Duration
• 1 to 6 months
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Initiate Phase
Define Initiate Design Build Validate Deploy Adopt
Typical Duration
• 1 week to 1 month
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Design Phase
Define Initiate Design Build Validate Deploy Adopt
Typical Duration
• 1-3 months
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Build Phase
Define Initiate Design Build Validate Deploy Adopt
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Validate Phase
Define Initiate Design Build Validate Deploy Adopt
Typical Duration
• 1 month
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Deploy Phase
Define Initiate Design Build Validate Deploy Adopt
Duration
• 1 month
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Adopt Phase
Define Initiate Design Build Validate Deploy Adopt
Customer Resources
• Programme Manager / Project Manager
• Key Business Sponsor
• (Potentially Subject Matter Experts)
• Customer Support
Typical Duration
• 0-3 months
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The Sage X3 Implementation Methodology
KNOWLEDGE TRANSFER
PROJECT GOVERNANCE
CHANGE MANAGEMENT
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15 Minute Break
Q&A
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Project Governance - Organization
STRATEGIC DIRECTION
Program Manager Manager
ISSUE ESCALATION
Project Committee
Project Manager Project Manager
Core Team
System Functional Technical
IT Business Analysts
Administrator Consultants Consultants
Specialists
Center of
Specialists Key Users QA Specialist Instructors
Excellence
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Global Deployments
GLOBAL
LOCAL PHASED GLOBAL SOLUTION COMPLIANT
FRAMEWORK &
REQUIREMENTS ROADMAP WITH LOCAL REQUIREMENTS
PROCESS
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Multi-Site/Multi-Phase Implementations
Global Governance
Centre of Excellence
Develop Blueprint
Implement Sites
Knowledge Transfer
Change Management
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Global Approach
Area Key Activities Key Outputs
Governance
Programme Issue
Tight
Data &
Integrations Robust and
Review Design
Review global & Programme scalable data
Outbound local requirement
Prioritisation Approval &
Review and integration
Processes Sign Off
approach
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Project Governance – Tools and Processes
Statement of Work & Design Documentation
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Change Management
Leadership
Evaluate Assess
Communication
People
Tools
Proc
Stakeholders
Manage ess
Design
Change
Learning
Build
Adoption
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Change Management - Learning
Communication
Business plan & strategy
Process Re-
engineering –
BPR
User Adoption
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The Sage X3 Implementation Methodology
KNOWLEDGE TRANSFER
PROJECT GOVERNANCE
CHANGE MANAGEMENT
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Project Communication
Weekly
Project Status Meeting Task List & Plan Review Risk & Issue Log Review Project Status Report
Monthly
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Scope Management
TIME
COST
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Cost Management
Approve Submit
Review Log
Analyze
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Risk Management
Risk Log
Identify
Risk
Review Assess Major Medium High Extreme
Management
Impact of Risk
Moderate Medium Medium High
Probability of Risk
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Project Assumptions
Sage X3
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Customer – What do you need to do?
Resources onboarded & upskilled Global consistency in design
Plan work to meet Go Live date Localisation for Legislation and Compliance Only
Ensure all core users attend Training Ensure data is cleansed, consistent and complete
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Resource Usage
Customer
50% 50% 30% 30% 70% 70% 80%
SAGE
50% 50% 70% 70% 30% 30% 20%
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Responsibilities
Activity Sage Customer
Initiation & Planning Provide any pre-requites and guidance on completion of any Complete pre-work assigned and provide to Sage consultants at least
documentation if required one week prior to Design sessions
Design Session Conduct the Discovery Session to review the Workbook and finalize Include all relevant team members
implementation plan
Design Write Up & Playback Create Discovery Document based on decisions from Discovery Review, provide feedback and sign-off on Discovery Document
Session and conduct remote playback session for review prior to promptly
requesting <CUSTOMER> signoff
Configuration Complete configuration based on discovery document; provide advice Support configuration based on discovery document; complete all
and guidance for <CUSTOMER>-implemented configuration templates
Data Migration Provide templates to <CUSTOMER> and migrate data from Complete and provide clean data templates
completed templates into Sage
Integration Develop and test Integration Service Ensure cooperation from all third parties during integration build and
test phase
Quality Assurance Conduct formal internal review of all configuration performed by Sage
Training Deliver System training prior to customer testing Attend and/or deliver formal end user training
Delivery end user training (if applicable)
Testing Address issues raised in user acceptance testing (SIT & UAT) Prepare for, conduct, and manager all system integration and user
acceptance testing (UAT) and report issues as outlined in Design
document
Go Live Support go live process and handover to support when stabilized Follow established Sage process for engaging with the support team
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Q&A
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Team Exercise – 10 min
• Break-out Session
• Whiteboard - Create list of
5 important points/issues
to state/address during the
Kick-Off Meeting
• Will share your list with
rest of class
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Individual Exercise –
10 min
• Choose a phase slide
• Prepare a presentation
• Be prepared to present
your presentation in class
on start of Day 2
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Summary
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Welcome - Day 2
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Agenda
• Overview of STREAM • What do you remember? • What do you remember? • What do you remember
• Review of Kickoff Meeting • Student Presentation of • Presentation of Individual • Presentation of Individual
& Deck Kickoff Slide Assignments Assignments
• Assignment of Kickoff • Project Planning, SOW, • Status Calls, Steering • Managing the Project
Presentation Sales Handover Checklist Committee Meetings, Ad- Team
• Team Exercise • Data Migration, Design Hoc Calls • Change Control v Change
• Summary Workshop Review • Project Action Items, Management, Change
• Team Exercise Risks, PSF-ESR, Budget Documents
• Individual Assignments • Individual Assignments • Summary
• Summary • Summary
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Knowledge Check
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Individual Exercise –
Time to Present
• 2 minutes to present
phase slide selected on
Day 1
• Instructor will ask
questions
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15 Minute Break
Q&A
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Planning a Project
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Project Planning
Planning Tool
2
(Smartsheet v Project)
What do we need to 3
Sales Hand Off
(Review Estimate Tool)
start planning
4 Reach out to Customer
Scheduling –
5 Consultants, Kick-Off,
Installation
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Core Processes
Configurator, Quotes and Order entry Stock inquiries Packing, Invoicing, export
SALES
pricing and contracts and allocation Delivery declarations,
MANAGEMENT
discounts & Returns credit notes
Configurator, BOM planning, Routings and Work and cost Traceability, Order release
PRODUCTION
MANAGEMENT options & formulas & scheduling centers quality control
variants recipes management & analysis
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Data Migration & Design Workshop
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Date Management, Reporting, and Analytics
DATA MANAGEMENT
Collect data from Manage data across Provide users with Distribute consistent
multiple sources, platforms and create self-service reporting, reports across the
including Enterprise consistent analytical inquiry and exploration organization, trigger
Management data, models for users tools, and dashboards alerts and workflows
but also other preconfigured by role based on KPIs, and
platforms (Cloud, and easily adaptable by enable collaboration to
database, csv files, the users make better decisions
Excel…) or historical
data from your legacy
systems.
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Workshops
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Design Workshops
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Extending the Sage X3 Solution
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Team Exercise – 10 min
• Break-out Session7
• Whiteboard - Create list of
5 important topics to cover
during Design Workshops
• Will share your list with
rest of class
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Individual Exercise –
10 min
• Given assign scenario
• Prepare a presentation
• Be prepared to present
your presentation in class
on start of Day 3
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Summary
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Welcome - Day 3
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Agenda
• Overview of STREAM • What do you remember? • What do you remember? • What do you remember
• Review of Kickoff Meeting • Student Presentation of • Presentation of Individual • Presentation of Individual
& Deck Kickoff Slide Assignments Assignments
• Assignment of Kickoff • Project Planning, SOW, • Status Calls, Steering • Managing the Project
Presentation Sales Handover Checklist Committee Meetings, Ad- Team
• Team Exercise • Data Migration, Design Hoc Calls • Change Control v Change
• Summary Workshop Review • Project Action Items, Management, Change
• Team Exercise Risks, PSF-ESR, Budget Documents
• Individual Assignments • Individual Assignments • Summary
• Summary • Summary
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Knowledge Check
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Individual Exercise –
Time to Present
• Present the
scenario you were
given on Day 2
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15 Minute Break
Q&A
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Meetings
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Project Meetings – Run by the Project Manager
• Kick-Off Meeting
• Status Calls
• Steering Committee
Meeting
Be on time (cancel if necessary), • Ad-Hoc Team Calls
Document who is there, if you can’t
document ask someone else to document,
control the meeting
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Project Status Report
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Project Action Items and Risks
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Project Budget
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Project Budget
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Team Exercise – 10 min
• Break-out Session
• Whiteboard - Create list of
5 items PMs must discuss
during Status Call and/or
Steering Committee
Meeting
• Will share your list with
rest of class
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Team Exercise – 5 min
• Break-out Session
• Whiteboard - Create list of
important items every PM
should ALWAYS know
• Will share your list with
rest of class
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Individual Exercise –
Preparation for Day 4
• Instructor will randomly
select students in the next
session for a “surprise”
topic to discuss
• Make sure you review
what you have learned so
far
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Summary
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Welcome - Day 4
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Agenda
• Overview of STREAM • What do you remember? • What do you remember? • What do you remember
• Review of Kickoff Meeting • Student Presentation of • Presentation of Individual • Presentation of Individual
& Deck Kickoff Slide Assignments Assignments
• Assignment of Kickoff • Project Planning, SOW, • Status Calls, Steering • Managing the Project
Presentation Sales Handover Checklist Committee Meetings, Ad- Team
• Team Exercise • Data Migration, Design Hoc Calls • Change Control v Change
• Summary Workshop Review • Project Action Items, Management, Change
• Team Exercise Risks, PSF-ESR, Budget Documents
• Individual Assignments • Individual Assignments • Summary
• Summary • Summary
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Knowledge Check
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Individual Exercise –
Time to Present
• Customer Interaction
exercise
• Present assigned Topic
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15 Minute Break
Q&A
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PM as a Leader
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Leadership Thought
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Customer Journey with Sage Professional Services
PreSales
Centre of
Products
Excellence
Professional
Services
Support Partners
Learning Projects
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Managing Project Team (Internal)
1 Smile
1
2 Appearance
3 Listening vs Interrupting
4 Be visible
5 Mistakes
7 Presentations
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Working with Customers, Partners and Co-Workers
01
Customer
• Define Roles
• Scheduling Constraints
• Go Live Date
02
Partner
• How soon?
• Resource/software constraints
03
Sage
• Consultants
• Program Manager
• Escalation Points
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Teams
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Leadership (with the Team – Customer and Internal
Responsive: stay in contact with client even when busy let them know
3 you’ll get back to them and be sure you do.
4
Engaging: Share goals, roles and responsibilities, procedures, and
relationships – in that order.
Adoption: Remind all that they are part of guiding and mentoring each
5 person in the project from the SME, to the end user on the floor, to the
executive on the Steering Committee.
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Change Management vs. Change Control
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Change Management vs. Change Control
What is the difference between Change Management vs Change Control?
Why is it
Changing?
Scope
What will
What is Change be different
Schedule
Changing? Management in the
future?
Budget
Who is
affected by
this
change?
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Change Management
The human side of change
Phases of a Project
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Change Control
Change must be controlled and communicated.
Prioritize and determine which changes are immediate versus what can be done at a later phase.
Push back at all times.
Finally the five Why’s? Ask Why we are doing this over and over until it is agreed it MUST be done
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Team Exercise – 10 min
• Break-out Session
• Whiteboard – List
differences between
Change Management and
Change Control
• Will share your list with
rest of class
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Summary
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Welcome - Day 5
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Agenda
• What do you remember? • What do you remember? • What do you remember?
• Workshop, Training, UAT • Closing Projects • Project Do’s & Don’ts,
Review • Team Exercise Listening Tips
• Team Exercise • Consulting Mentoring/PM • Team Exercise
• Dry Run & Go-Live as a Leader • Review of Sage City,
• Team Exercise • Team Exercise STREAM on Sage U,
• Summary • Summary STREAM Subscription
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Knowledge Check
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STREAM Review
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Sage Methodology – Examples and Soft Skills for
Project Mangers – STREAM Way
• Knowledge share on best practices
1 Support • Understand impact of decisions
4
• Ask for the client to document processes
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• Ask for the client’s PM to update on action items
103
STREAM Overview
Consistency
Flexibility
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Training & UAT
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Training & UAT (User Acceptance Testing)
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Knowledge Transfer
Customers Partners
• Functional Learning • Pre Project:
Key users • Learning Path to
• Business process Certification
documentation • Certification by role
assist • Hands on Case
• Pilot End user Study
Learning • Ongoing Learning
• Rollout End user
Learning pre go live
• Ongoing User
Adoption
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Change Management – Learning
Communication
Business plan & strategy
Process Re-
engineering –
BPR
User Adoption
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Team Exercise – 10 min
• Break-out Session
• Whiteboard – List 5 items
that are important during
training
• Will share your list with
rest of class
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15 Minute Break
Q&A
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Dry Run, Go-Live, Post Go-Live
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Training & UAT (User Acceptance Testing)
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Team Exercise – 10 min
• Break-out Session
• Whiteboard – List 10 items
that need to be covered
during the “Dry Run”
and/or “Cut Over”
• Will share your list with
rest of class
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Fast Start Review/Introduction
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Fast Start – Agile Methodology
PRODUCTION CUSTOMER
Fast Start value: MANAGEMENT SERVICE
• First step
• Rapid Success
CUSTOMIZATION COMPLEMENTARY
• Maturity paradigm & DEVELOPMENT SOLUTIONS
TOOLS
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Summary
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Welcome - Day 6
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Agenda
• What do you remember? • What do you remember? • What do you remember?
• Workshop, Training, UAT • Closing Projects • Project Do’s & Don’ts,
Review • Team Exercise Listening Tips
• Team Exercise • Consulting Mentoring/PM • Team Exercise
• Dry Run & Go-Live as a Leader • Review of Sage City,
• Team Exercise • Team Exercise STREAM on Sage U,
• Summary • Summary STREAM Subscription
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Knowledge Check
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Closing a Project
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Closing a Project
Be disciplined. Most PM’s skim over the closure process too quickly. Adhere to the closure processes
Perform all activities called out in the SOW, project plan, and any additional Change Orders tied to the
closure process.
Update all information on the internal customer shared drives with the current documentation.
Perform a lessons-learned analysis. Build on your successes, and avoid making the same mistakes again.
Remember the project is not complete until the customer signs off.
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Mentoring Consultants
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Phrases Consultants Should Never Say…
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Phrases Consultants Should Never Say…
“The
software has “I don’t
“The a lot of bugs” know”
software is
broken” “I have never
done that”
“You’re an idiot”
“My previous
product did
this”
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Business Conversations: Communication Goals
Unhealthy Goals Positive Goals
• The Need to be right • Learn/Understand
• Looks good/save face • Find the truth
• Keep the peace • Produce results
• Wind the conversation • Strengthen relationships
• Punish, blame • Integrity
• Avoid Conflict • Documentation
• Take notes “later”
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Phrases – Ways to say things differently
Trigger Words (Avoid)
• You should
• You can’t
• I can’t
• No
• If only
• But
• Bug or glitch
• That’s our policy
• What you typically need
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Phrases – Ways to say things differently
Trigger Words (Avoid) Collaborative words
• You should • We can do this together
• You can’t • One alternative for you could be…
• I can’t • What I can do is
• No • I’m sorry, that is not possible, because…
• If only • Let me shown you what to do in the future
• But • And
• Bug or glitch • Issue or Situation
• That’s our policy • In order to provide you with great service…
• What you typically need • Be certain in your answers. Refer to best practices.
Know the situation and control it
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Team Exercise – 10 min
• Break-out Session
• Whiteboard – Make a list of
good Consultant Behaviors
• Will share your list with
rest of class
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15 Minute Break
Q&A
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Professional Services: Giving and Receiving
Feedback/Mentoring
Understand how to use constructive feedback with others to strengthen collaborative
1 relationships and keep work on track; mentoring improvement with co-workers and with
clients throughout the project
3 Practice active listening skills to increase understanding and effectiveness while working with
co-workers and clients (continuing to mentor)
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PM as a Leader
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The role of a PM: The way customers see us
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Communication = Listening
What is Active Listening?
Actively
Don’t Make Focus on the Respond
Assumptions Person Talking to Questions
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Team Exercise – 15 min
• Break-out Session
• Whiteboard – Create a list
of 5 things that make a
good PM & 5 things that
make a good Client
• Will share your list with
rest of class
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Presentation Skills
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End to End Funnel Management - Enterprise
MARKETING PROCESS
HANDOVER
HANDOVER Lead Services HANDOVER
Marketing to
Dev. to Field ONBOARDING by SALES to
Lead Dev.
Sales Rep/Partner Presales Services
Team to SDR
A contact that has interacted or
SALES PROCESS
engaged with marketing activity
but has not yet done enough to
be rated as Marketing Qualified.
We may also only have limited Customer has
information about their profile acknowledged a value in
(eg, business phone, size, Sales acceptance of the proposed Sage
Initial contact
revenue etc) the opportunity. Start product or solution.
with the Lead Negotiations underway.
functional discovery Proposal development
by Lead Final terms and
from Field sales rep / describing pricing,
Development conditions being
Partner implementation plan, Order created
implementation team, reviewed; pricing being and order to
timeline, etc finalized. cash process
started..
Sales Sales
SUSPECT Accepted Qualification 1.Discovery 2. Evaluating 3. Proposal 4. Preferred 5. Negotiation 6. Signed Order Closed Won
Lead
Closed Lost
Customer has Physic signed
Further conversations acknowledged or agreement has
after initial communicated or sales rep been received. All Sage has lost
Lead converted and introduction. Visit to has determined that Sage contracts, this opportunity
Opportunity potential customer. has been “short listed” documentation, to competition.
A contact that has interacted or identified; BANT Demo of the products meaning we are one of a agreements are
A contact that has not engaged with marketing stablished and/or Assisted trial. final few vendors under signed, completed
interacted or engaged activity sufficiently for Discuss consideration and compliant by
with marketing activity marketing to deem them ready implementation both Sage and
but where we may have for a conversation with sales. approach Customer.
information about the We also have an almost
individuals profile complete picture of their profile
(eg, business phone, size,
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LEAD OPPORTUNITY
Presentation Skills
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Presentation Skills
A good presentation always matters!
• PPT vs Whiteboard
• Busy slides: it’s support not your presentation /
Tell a Story
• Flow should be tied to agenda for meeting
• Watching Audience: like Robert
• Dry-Run: always (Know your script)
• Notes preparation
• Time
• Tone
• Best wording
• Executive Summary
• Situation
• Complication
• Proposal
• Red/Yellow/Green
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Team Exercise – 15 min
• Break-out Session
• Whiteboard – Create a list
of 5 good presentation
skills & 5 poor presentation
skills
• Will share your list with
rest of class
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Summary
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Welcome - Day 7
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Agenda
• What do you remember? • What do you remember? • What do you remember?
• Workshop, Training, UAT • Closing Projects • Project Do’s & Don’ts,
Review • Team Exercise Listening Tips
• Team Exercise • Consulting Mentoring/PM • Team Exercise
• Dry Run & Go-Live as a Leader • Review of Sage City,
• Team Exercise • Team Exercise STREAM on Sage U,
• Summary • Summary STREAM Subscription
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Knowledge Check
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ERP Projects, Do’s and Don’ts
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Team Exercise – 10 min
• Break-out Session
• Whiteboard – Explain as a
team what is an ERP
project
• Will share your list with
rest of class
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Project Manager Network
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Services Accountability
Solving problems begins with your network!
• Project Managers
• Senior Managers
• ISV’s
• Education
• Product Support
• Global Practice/COE
• Team Consultants
• Sales
• Management
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Team Exercise – 15 min
• Break-out Session
• Whiteboard – Make a list of
how to make a project
successful
• Will share your list with
rest of class
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Team Exercise – 15 min
• Break-out Session
• Whiteboard – Make a list of
how to make a project fail
• Will share your list with
rest of class
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15 Minute Break
Q&A
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Successful Projects
Major principles..
• Shared vision and common project approach
• Availability and commitment of teams
• Understanding and mutual respect
• Strong sponsorship
• Communication
• Traceability
..to be applied every day
• Adopt rather than adapt
• Focus on project objectives
• Prepare and participate
• Formalize feedback
• Monitor the project
• Follow the plan
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Sage City, Sage U,
STREAM Subscription
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STREAM Subscription
Benefits:
• Access all documents, processes and
templates (350 plus documents when full
first roll out is complete)
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Individual Exercise –
Time to Present
• Make a list of your PM
strengths and weaknesses
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Suggestions for Receiving Mentoring through
Feedback
1 Listen – don’t argue. Recognize that what 5 Try out some suggestions and make it
the other person is saying is true from his
```````` ````````
visible
or her perspective
4
Focus on the future
````````
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Conclusion
Quote: “If you cheat yourself in practice, you’ll cheat yourself in a game; and if you cheat
yourself in a game, you’ll cheat yourself for the rest of your life.” Vince Lombardi
Post Class – Use new Methodology, Learn, Network, Engage…pass on what you have
learned….
© 2020 The Sage Group plc or its licensors. All rights reserved.
Overall Course Summary
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Thank You!