This article is part ten of a ten-part series that will focus on lessons learned from decades of project and program management within higher education.
Deploying an ERP system in a higher education environment, particularly in the cloud, is a complex process that requires meticulous planning, coordination, and execution. Here are some essential considerations to ensure a smooth deployment:
Deployment Preparation
Production Cloud Environment
- Timeline for Production Environment: Deploying in the cloud typically requires a minimum of four weeks to build and prepare the environment. This period allows for thorough testing and validation before the final cutover.
- Cutover Window: While the build of the production environment can be lengthy, the cutover itself is usually condensed into a 3 to 5-day window. This critical period demands precision and coordination to ensure minimal business disruption.
Post-Cutover Support
- Post-Cutover Window: Be ready to support a post-cutover window of 1 to 2 weeks. This period is crucial for resolving any deployment issues and managing manual catch-up transactions that may arise.
- Around-the-Clock Support: Deployment and cutover activities necessitate round-the-clock support. This ensures that any issues are promptly addressed and that the transition to the new system is as smooth as possible.
Roles and Responsibilities
Partner and Team Collaboration
- Deployment Management: Deployment to the cloud is typically managed by your implementation partner, with essential support from your internal team. Clear roles and responsibilities should be defined at least a year in advance to ensure that all aspects of the deployment are covered.
- Cutover Management: While the implementation partner leads the deployment to the cloud, cutover is usually managed by your internal team, with the partner providing support. This division of labor ensures that your team is fully engaged and invested in the process.
Strategic Timing and Communication
Optimal Timing
- Choosing the Right Time: There is never a perfect time for deployment or cutover from an operational perspective. However, selecting the most optimal or least disruptive time is crucial. This might mean choosing a time when the impact on daily operations is minimized (e.g., during a school break or after fiscal year-end).
Communication Planning
- Document and Communicate Key Dates: Clearly document and communicate freeze dates to support conversion and deployment. These dates are critical for ensuring that everyone involved is on the same page and that there are no surprises.
- Interim Processes: Plan and communicate any interim processes that will be needed to support the cutover. This could involve temporary procedures or workarounds that ensure operations continue smoothly during the transition.
- Catch-Up Transactions: Prepare for and communicate the need for catch-up transactions that may be required post-cutover. These transactions are necessary to ensure that the new system is fully aligned with any activities that occurred during the cutover period.
Conclusion
Effective ERP deployment in higher education demands detailed planning, clear communication, and collaborative teamwork. By preparing thoroughly, choosing the right timing, and managing roles and responsibilities effectively, institutions can ensure a successful deployment that meets their operational needs and minimizes disruption. These lessons learned provide a roadmap for navigating the complexities of ERP deployment, ensuring that the transition to the new system is as seamless as possible.
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About the author:
Christopher (Chris) Mercer has over forty years of experience in higher education, including the last twenty-five years consulting as an Executive Program/Project Director/Manager and other leadership roles. Chris has managed or been engaged in more than four dozen programs\projects during his career.