1

2

3

System

Project approach Project Cost anf

go-live

Objectives and context

1

2

3

System

Project approach Project Cost anf

go-live

Business needs: overview

Web

Tel

Mail

SI

SI SI

My M&Ms

Accounting Bank R&D

Marketing Logistics

CarrierCustomerCustomer

SISI

1

2

3

System

Project approach Project Cost anf

go-live

Orders are automatically charged in Financial Accounting (link website My M&Ms / SAP FI,CO )

Refunds

Reports

Link website / Accounting system (SAP)

Secured online payment (bank partnership + setting up)

PCI DSS Compliant

Accounting

My M&Ms

Bank

Business needs: financial functions

1

2

3

System

Project approach Project Cost anf

go-live

Log information about customers

-website use statistics

-orders history

-information from support

Support to customer (mail / phone)

Access to “state of the order” information (access to logistics information)

Gather information for the marketing department

If the customer is a company, possibility to order directly when phoning

Training will be needed

Surf the website and see Mars information

Order

Marketing

Support

My M&Ms

Customer

Business needs: customer related function

1

2

3

System

Project approach Project Cost anf

go-live

Develop new colors

Develop new ink

Develop the tracking system

Produces on the new production line

Use the new tracking system

Prepare products and packaging

Hand products to carrier

Is handed products by the logistics department

Deliver products to the customer on time

R&D

Logistics

My M&Ms

Carrier

Business needs: supply chain

1

2

3

System

Project approach Project Cost anf

go-live

Flow chart of an order

(add hyperlink)

1

2

3

System

Project approach Project Cost anf

go-live

Technical description of the IS

1

2

3

System

Project approach Project Cost anf

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Consumer’s travel

Common home pageCommon home page

Young adultsYoung adults

EnterprisesEnterprises

Product presentationProduct presentation

4 steps ordering4 steps ordering

1

2

3

System

Project approach Project Cost anf

go-live

Page d’accueil

AdvertisingAdvertising

Terms of sale and security informationTerms of sale and security information

Questions fréquentes et procédure d’emploiQuestions fréquentes et procédure d’emploi

Products presentationProducts presentation

actualities

actualities

LinksLinks

1

2

3

System

Project approach Project Cost anf

go-live

Target IT infrastructure/Looking for a new solution

• Scenario 1• Extend actual SAP

infrastructure• More coherent• More expensive

• Scenario 2• « patchwork »• System more liable + less expensive (Linux ?)• BUT less coherent

Call center : internal then externalisation

1

2

3

System

Project approach Project Cost anf

go-live

Work load

1

2

3

System

Project approach Project Cost anf

go-live

Planning;

Gantt Project My M&Ms.ganDocumenting and ending

W22W22 W23W23 W24W24 W25W25 W26W26 W27W27 W28W28 W29W29 W30W30 W31W31 W32W32 W33W33 W34W34 W35W35 W36W36 W37W37 W38W38 W39W39 W40W40 W41W41 W42W42 W43W43 W44W44 W45W45

Initiating anddefinition

Design

Developme

ntplan

Tests

JuneJune August August July July September September October October Nov. Nov.

Solution Choice

Conception, development and

configuration

Integration

Follow-up and training

Communication and change management

Development plan

validation

Order and receive material

Material deploym

ent

1

2

3

System

Project approach Project Cost anf

go-live

Stakeholders

1

2

3

System

Project approach Project Cost anf

go-live

Risks

Risks Undetection Frequency

Seriousness

Total Solution

The marketing team takes longer than expected to design the website

3 1 9 3 27 9 Do not wait for the end of the design to do all that can be done

The website development takes longer than expected

3 3 9 3 81 27 Plan to have some safety margin + do not hinder yourself, you must be able to do other parts

Integration issues (difficulty in integrating My M&Ms with existing systems). Beware of lack of competencies.

9 3 3 1 9 3 243 9 Plan to have some safety margin + think about the integration as soon as you begin the technical definition of the system

Problems with the R&D department (the development of the new color/process takes longer than expected)

9 3 1 9 3 81 27 Plan to have some safety margin + follow the progress of the R&D department in developing the new colors/process

The supplier takes longer than expected to deliver the equipments

9 3 1 9 3 243 27 Plan to have some safety margin + add a clause to the contract implying huge late payment charges

1

2

3

System

Project approach Project Cost anf

go-live

Legal aspects

1

2

3

System

Project approach Project Cost anf

go-live

General resolutions about communication processes

1

2

3

System

Project approach Project Cost anf

go-live

Change management in five steps

1

2

3

System

Project approach Project Cost anf

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Step 1 Characterize: Objectives, context and constraints

Communication

1- FIRST MEETING as early as possible1- FIRST MEETING as early as possible

2- PROJECT ANNOUNCEMENT

on the intranetRight after the

meeting

3-PROJECT ANNOUNCEMENT

by mailRight after the

meeting

Announce the launch of the My M&Ms Project-One-hour meeting-Why ?- Presentation by senior leaders and executives-Who ?

Mail sent to staff

+ stakeholders

Creation of a dedicated item on the intranet with High level and executive storytelling delivered company-wide

Change management

To listen and shareTo listen and share

Executives

Managers

Strategic Objectives and benefits of the project

Inventory and report, difficulties, teams connaissance

Involvement

reconnaissance

1

2

3

System

Project approach Project Cost anf

go-live

Step 2 Evaluate the gap between present situation and targeted one

Communication

CASCADING SMALL GROUP MEETINGSAs soon as the project implementation has

begun

CASCADING SMALL GROUP MEETINGSAs soon as the project implementation has

begun

Within each team, manager set up a meeting to : share informationbrainstorm solutions implement new processes

CONSTENT COMMUNICATION over the changes that occur in the project

Each time it seems relevant

CONSTENT COMMUNICATION over the changes that occur in the project

Each time it seems relevant

ONE-TO-ONE WITH KEY ACTORSEach time it seems relevant

ONE-TO-ONE WITH KEY ACTORSEach time it seems relevant

De-dramatize the situationshare informationbrainstorm solutions

Choose the audience depending on the subject

Industrialized process, big quantities Manual actions, little quantities

Different media: TV InternetAdvertising/spots E-marketing

Negociations with retalors fixed prices and quantities

SAP: Time consuming/complex, WEB: quickness, flexibility, fast changes.

What is to do regarding to the actual situation and the targeted one?

What is to do regarding to the actual situation and the targeted one?

Marketing and advisoryMarketing and advisory

PurchasesPurchases

FactoryFactory

PurchasesPurchases

Change management

1

2

3

System

Project approach Project Cost anf

go-live

Step 3 Prepare: necessary actions to make the change and to fill the gap

Communication

MID-COURSE « TEAM MEETINGS »MID-COURSE « TEAM MEETINGS »

Annonce changes, discuss solutions, etc Within operational teamsevery time the manager find it relevant

INTRANET UPDATESINTRANET UPDATES

MAILS … each time a major step in the project was

successfull

MAILS … each time a major step in the project was

successfull

To make operators and managers imptove the skills that are needed to adapt,

Define Target groups (homogeneous groups) and contact people who will intervene in training.

Support To train support teams(proximity with the users)

• Action plan: Organisation adaptation:• Action plan: Organisation adaptation:

Training planning

Change management

1

2

3

System

Project approach Project Cost anf

go-live

Step 4 and 5 Realize the actions to change and make the change sustainable

Communication

END-COURSE MEETINGEND-COURSE MEETING

Announce all the transformations that have been set up

- a whole afternoon- meeting with all the staff that is concerned by the project- Each Manager explain what has changed in his team – and what the impacts could be

Operators must know how to do

thanks to change drivers

To implement indicators and boards to evaluate performance of the new system

To drive complementary actions and to redress the situation if there are disrepancies.

DEPLOYMENT AND IMPLEMENTATIONDEPLOYMENT AND IMPLEMENTATION

Change management

INDICATORSINDICATORS

COMPLEMENTARY ACTIONSCOMPLEMENTARY ACTIONS

1

2

3

System

Project approach Project Cost anf

go-live

ROI and budget

1

2

3

System

Project approach Project Cost anf

go-live

ROI and budget

1

2

3

System

Project approach Project Cost anf

go-live

ROI and budget

1

2

3

System

Project approach Project Cost anf

go-live

Questions

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