Orchestra specializes in the implementation of complex business systems and utilizes a highly developed phased process to repeatedly transition companies from their legacy system to SAP Business One with minimal impact on the organization. This phased approach has proven highly efficient and effective time and again, and will help the project team to successfully complete the project on time and on budget.
Each phase requires the involvement of both Orchestra and distillery's lead project manager. Upon completion of each phase, the distillery will be provided a deliverable to conclude the phase and move on to the next.
Prior to the start of the implementation project you must purchase all necessary software and hardware, as well as putting the IT infrastructure in place. A Project Kickoff meeting will be scheduled prior to beginning the implementation process
Business Process Discovery & Orientation
Orchestra will perform discovery & orientation remotely with the distillery. 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.
Data Conversion & Migration
Orchestra will convert the legacy master data into data usable by SAP Business One and import the data into the new system. The data applicable to this phase of the project is “Master Data”, such as Customers, Vendors, Items, Price lists, and Item Groups
Distillery Process Design & Configuration
Orchestra will assist in the design of standard business processes and configuration in SAP Business One and OrchestratedSPIRITS. Orchestra and the distillery will work closely together to complete the initial configuration per the project specifications. The initial configuration includes the setting of the critical options in the software, creation of the chart of accounts, configuration of system-wide master data, such as payment terms and banks, and many other settings.
During this stage, Orchestra also configures and designs the remainder of the system in preparation such as warehouse locations, storage tanks, recipes and Bill of Materials, sales process, purchasing process, production process, and banking process for training and testing phases.
Orchestra will setup the foundation of the system environment for the distillery. During this phase Orchestra will setup all users and the server environment necessary for the distillery to begin use of their live productive environment. Orchestra will then migrate the distillery’s designed and configured database from Orchestra’s development environment to the distillery’s production system environment prior to End-User Orientation and Training.
User Orientation & Training
Orchestra will conduct 4 days of orientation and training for the new system on-site. The training will be led by the 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 consultant will help the distillery prepare for the necessary requirements to conduct the Go-Live Transition. Orchestra 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.
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 SAP Business One 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).
90 Day Stabilization
For a period of 3 months from the cutover date (1st of the month of the transition), you will have direct stabilization support from the consultants who implemented your solution. During this time you will also be performing end-of-month reporting on a weekly basis to ensure accuracy and stabilization of your new solution.