Orchestra Software has developed an accelerated implementation plan for transitioning distilleries to OrchestratedSPIRITS OnDemand through a series of project steps that will be conducted over a roughly 60 day period. By utilizing an online project management tool called BaseCamp, Orchestra Software will provide a structured, transparent and task driven project path in which both parties will be able to see the progress of the project through completion.
A distillery representative must be identified and will be responsible for coordinating all project deliverables and tasks necessary to complete the implementation process. A team of Orchestra Software service consultants facilitate by a dedicated Orchestra Software Project manager will ensure that your OrchestratedSPIRITS OnDemand environment is configured and implemented using distillery operations best practices. Orchestra Software will provide breweries with login credentials for a training sandbox environment and an example database to allow distilleries to complete the training requirements, as outlined in the project plan.
Upon project start, Orchestra Software will conduct a meeting to outline the project steps, project deliverables, online project management tool (BaseCamp), and project milestones. Orchestra Software and the distillery representative will work closely to establish a project timeline and coordinating completed task for the project in a timely fashion.
Orchestra Software will configure the setting of the critical options in the software (such as payment terms and banks) standardized chart of accounts, configuration of system-wide master data, (such as customers, vendors, items, and pricelists) and many other settings. This project step will set the foundation of the company’s OrchestratedSPIRITS database for the latter steps of the project.
Business Process Discovery & Orientation
Orchestra Software will perform discovery & orientation remotely via Go-To-Meeting. This phase is designed to familiarize the customer with standard processes and to identify differences in workflows used by the distillery in the day-to-day activity of the business, as well as processes that are not currently part of operations.
Orchestra Software will configure the OrchestratedSPIRITS company database with the distillery’s core configuration data. During this step all recipes, warehouses, storage tanks and production processes will be configured using distillery operations best practices.
User Orientation and Training
Orchestra Software will conduct 3 days of orientation and training for the new system on-site. The training will be led by one lead consultant and requires the attendance and commitment of the project managers at the distillery. (Each day will consist of 8 working hours).
Go-live Prep & Test
Prior to system go-live, an Orchestra Software consultant will help the distillery prepare for the necessary requirements to conduct the Go-Live Transition. Orchestra Software will also work with the distillery to verify their configuration and perform system testing. This phase is used to test the configuration in place and make any necessary changes as needed, prior to the Go-Live Transition.
Orchestra will provide one Orchestra consultant for the 4 day duration of the Go Live on the new system. During Go Live, Orchestra will convert all open financial data from the legacy system to the new system, including, but not limited to, G/L Account balances, inventory balances, open A/R and A/P Invoices, and open sales orders and purchase orders. Upon completion of open balance transfer, Orchestra will assist in the operation and use of OrchestratedSPIRITS in day-to-day processes. Orchestra will also go through each common transaction for the first time, alongside the distillery. (Each day will consist of 8 working hours).
60 Day Stabilization
For a period of 2 months from the cutover date (1st of the month of the transition) you will have direct stabilization support from Orchestra. During this time period Orchestra Software will assist the distillery with various system processes to ensure accuracy and stabilization of your new solution. This will be done through a series of scheduled meetings. By the end of the stabilization period, Orchestra Software will have assisted the distillery with the majority of the system processes that the distillery will be performing in their OrchestratedSPIRITS system on a month-to-month basis.