Project phases
Durations vary with scope, number of sites and integrations. Ask the vendor for a plan per phase with durations, deliverables and the resources expected from you.
| Phase | Key activities | Deliverable | Owner |
|---|---|---|---|
| 1. Mobilisation | Project team, governance, communication plan, risk log | Project charter | Customer + vendor |
| 2. Analysis and design | Process workshops, exceptions, location structure, labels, integration interfaces | Signed-off solution design (scope document) | Vendor, customer sign-off |
| 3. Configuration and build | System rules, reports, custom developments, integrations | Working system in the test environment | Vendor |
| 4. Testing | Unit, integration, user acceptance (UAT) and load tests | Signed UAT report, open defect list | Customer (UAT), vendor |
| 5. Data migration | Item master, locations, opening stock, open orders; trial loads | Validated data load | Customer (data), vendor (tools) |
| 6. Training | Key-user training, operator training, manuals | Training records | Vendor + key users |
| 7. Go-live | Go / no-go decision, stock count, cut-over, on-site support | Live system | Joint |
| 8. Hypercare | Intensive support, daily stand-ups, KPI tracking, closure | Project closure report | Joint |
Customer-side responsibilities
- Appoint a project owner with decision authority and a near-full-time project manager.
- Name a key user for each main process (receiving, inventory, picking, shipping).
- Plan IT resources for ERP-side development and testing from the start.
- Start cleaning item master data (dimensions, weight, barcodes) at the start of the project.
- Have hardware (handhelds, printers, Wi-Fi coverage) ready on site before testing.
- Finish labels, location barcodes and rack labelling before go-live.
Test plan
- User acceptance testing (UAT): real scenarios, real users and handhelds; use the demo scenarios (SET-02) as a starting point.
- End-to-end integration testing: the full flow from an order created in the ERP to shipment and invoicing.
- Load testing: system and network performance at your peak-day order volume.
- Rollback rehearsal: how to return to the old process if go-live fails.
Go-live (go / no-go) checklist
Make the go-live decision against this list, not the calendar. Assign an owner and evidence to each item.
- UAT signed off; no open critical or high-priority defects.
- End-to-end integration tests passed; error monitoring and its owner are in place.
- Master data loaded and verified by sampling.
- Stock count plan for the opening balance and variance approval method ready.
- All users trained; user accounts and access rights set up.
- Handhelds, printers and Wi-Fi coverage tested on site.
- Location and item labels printed and applied.
- An hour-by-hour cut-over plan: ERP transaction freeze, last movements, count, opening.
- Customers and carriers informed about the cut-over; order intake adjusted if needed.
- Vendor team on site for the first week(s); support line and escalation path clear.
- Rollback plan and decision criteria written down.
Hypercare
- Hold a short daily stand-up in the first weeks: open issues, shipping status, stock variances.
- Track the KPIs you measured before go-live (accuracy, productivity, lead time) weekly.
- Write down the exit criteria for hypercare in advance (e.g. no critical defects for a set period).
- At closure, record lessons learned and the next list of improvements.
This document is a general working template; it is not a substitute for legal, financial or technical advice. Adapt it to your circumstances.