alliance 2017 - how to plan a pain-free upgrade or transition to the cloud

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How to plan a pain free upgrade or transition to the cloud#ALLIANCE2017

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YOUR PRESENTERDiana BudreauClient Success DirectorJOINED SPARKROCK IN 2010

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Please be INTERACTIVEPollsShareLearn

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AGENDA

START10:301 hourUpgrade PlanningCloud TransitionsEvergreen PlanningRiskChange Management

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Getting to know the groupWhat version are you on?Main purpose for attending this session?


Why Upgrade

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We must be drawn by the idea of where we want to go more than we dislike the idea of all the work it is going to take to get there. -Scott Hammerle

# You have all been through implementation projects or upgrades before, and Im not going to stand here and tell you that its going to be an effortless process we all know that would be a lie!

What I DO want to do is tell you a bit about how we support our clients through the process and make sure that youre set up for success once youve taken the leap and decided that this is a worthwhile venture. Were not new to this were been in business since 2003 and have a consistent implementation methodology based on best practice from Microsoft and from the Project Management Institute. 7

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# Situation AnalysisMillenial Meg:What does this organization need to do?

Risky Randy:What does this organization need to do?

No Time Tom:What does this organization need to do?

Ethusiastic Elizabeth:What does this organization need to do?Research/ Build a business case to upgradeSolve the security risk by upgradingPlan a safe transition to the cloudPlan their Evergreen Upgrade

# Mellenial Meg complaining First job out of university and complaining about how old the solution is and that it is missing critical functionality such ss social integration, outlook connector, cool dashboard, quick efficient reports and views.

Risky Randy In a board meeting, CEO pounding the table how is it that the server crashed. No current back up. How can I explain this to the board. We are dead in the water. Randy but sir you keep cutting my budget back every year, there hasnt been infrastructure in the budget for 3 years. And Im only me.

No Time Tom quickly running around the room trying to do something technical and folks are bothering him with issues, final questions tom do we have a back u of last night we just crashed and I spent hours yesterday preparing for our audit..

Enthusiastic Elizabeth: Just attended Alliance and saw all sorts of new features that can improve my reporting and efficiency I cant wait to upgrade. Start talking with teams/leaders and discuss the best timing, plan internal PM and attend webcasts9

2016201520132009Cloud comes to CanadaWorkflowsOCRExpense/Credit Card ReconciliationsContinued growth in BINative DatabaseTechnology SimplificationWord ReporterPayroll Journal ValidationWeb Apps updatedImproved Dashboards and BI

First Full RTC ReleaseDeployment OptionsExcel IntegrationDimensions redesignedPosition ManagementNew Perpetual License Mixed, Classic and Role Tailored ClientCommon Functions are one click awayCustomizations become ConfigurationsDashboard, integrationsFrench Support

# December 2016 SERVICE PACKExpense Claims Print ViewVendor Order Address on RequisitionsAttachments to HR TasksCross browser issues on reportsOctober 2016 SERVICE PACKTax OverrideUsability ImprovementsKwikTag UpdateJuly 2016 EXPENSE CLAIMS & ABSENCE MANAGEMENTExpense Claims New UI and ProcessAbsence ManagementAbsence Confirmation

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09.0201

09.02 02Nov 2016 STABILIZATION & LOCALIZATION K12 ReportingFRC LocalizationExpense Claims Enhancements

09.03Releases 2016April 2016 NAV 2016 NAV 2016 SupportNew WebApps structure and pages

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# 2017 President/CEO

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# 2017 Accounting Manager

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2017 Highlights:In App Help & WizardsOCR now with linesPower BI Integration Email document from NAVOutlook Synchronize to NAV Master TemplatesDatabase LocksImproved Web Client

# General LedgerCash ManagementBudget ManagementAccounts PayableAccounts ReceivableInventory ManagementPurchasingAsset ManagementAdvanced Financial ReportingEmployee ManagementPosition ManagementBenefit ManagementOnline RequisitionsOnline Expense ClaimsProject/Grant AccountingBudget PlanningFinancial AnalysisAdvanced Document ImagingWorkforce Business IntelligenceTime EntryTraining ManagementEmployee SchedulingAbsence ManagementCollective Agreement ManagementPayroll AdministrationEmployee and Manager Self-ServiceAdvanced Workforce ReportingApplicant ManagementMANAGE FOUNDATIONMANAGE MODULESFinanceWorkforceAppraisal ManagementFinancial Business Intelligence

Manage

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February 2017 SCHEDULINGScheduling high & med priority itemsApril 2017 PLATFORM AND MOBILENAV 2017WebApps Security EnhancementsIntegration with Engage Products (ATS)Mobile optimized pages for specific web apps areasAug 2017 SIMPLIFICATION, SCHEDULING & INTEGRATIONSimplification across the application including additional mobile optimized pagesScheduling Time-ClockIntegration with Engage Products (DE)

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09.04Nov 2016 STABILIZATION & LOCALIZATION K12 ReportingFRC LocalizationExpense Claims Enhancements

09.03MANAGE (ERP)Dec 2017 DYNAMICS 365 SOLUTION APPSolution App for Dynamics 365

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# Poll #1Who can tell me how long does Microsoft support their solutions (providing updates, hot fixes, testing with the stack)?


Lifecycle Timeline:We support the version for 1 year after Microsoft

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To Cloud or Not to Cloud

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Cloud OverviewWhat are the options and which is best?Software SubscriptionThe most cloud of the clouds Usually Multitenant, Everything is managed for youMost cost effectivePlatformHosted & OutsourcedYou manage the Application & Data, they manage the restInfrastructureTypically, The Hosted on premise license.You manage everything from the OS to the application, they manage the technology

# Cloud PlanningThinking of going Cloud? Heres Why:VersionIf you have to upgrade several versions.TechnologyServer and overall technology is dated. IT is outsourced or no focused roleOther solutions are CloudVisionOrganizational Strategy includes CloudPlanned Outsourcing of ITCostLong Term costs decreasedRemain Current

# Cloud PlanningThinking of going Cloud? Cautions:RestrictionsExisting Solution is highly integratedFuture Integrations are plannedSignificant CustomizationsITInternal IT teamNew Server/Equipment

PrivacyBoard Concerns over data. Solutions in useJet ReportsKwikTag

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By failing to prepare, you are preparing to fail."Benjamin FranklinResearch and PlanTimelineReview of your technologyInventory everything5 year impact study:Corporate StrategySolution GrowthCost AnalysisTransition ProcessChoose your providerPlan to standardize

# Helpful ResourcesCatch up on your readingMicrosoft Data CentreUse this link to connect to and read about the Canadian Data CentreIs the Cloud safeUse this link to learn about how your data is stored and maintained.Cloud FirstInformation week reviews what cloud first or mobile first initiatives are about.https://www.microsoft.com/en-ca/sites/datacentre/default.aspx

http://computer.howstuffworks.com/cloud-computing/files-safe-in-the-cloud.htm

http://www.informationweek.com/software/enterprise-applications/microsofts-mobile-first-cloud-first-strategy-explained/d/d-id/1234865

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Questions

# Poll #2Which cloud option would typically be used if you want to take your on premise license and have it hosted outside your organization?


2 Years ago

In a galaxy far far away we announced EVERGREENYou demanded a way to upgrade and we created the ultimate plan.

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Diana BudreauClient Success DirectorCEO & FOUNDEROur Evergreen Clients are going to experience the most optimal upgrade we can provide."Colin DickinsonPRESIDENTThe Evergreen Plan was created to allow our on premise Customers, to take advantage of the benefits of a subscription service: cost certainty, risk reduction, and peace of mind.

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Stay CurrentEvery 2 years to the latest technologyDataMigration for both test and productionProject ManageEvery successful project needs managementCustomizationsProperly Plan their transition

TeachingWhats new in this releaseUATAlways test, and test some moreGo-liveGo-live and Support assistanceLow Annual FeeEasy to budgetEvergreen is a no brainer, its the Easiest and most Cost effective way to upgrade!

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TimingWhen you sign up drives the timingEarly AdoptersThe Evergreen PioneersSpring 2017 StartAhead of the curveInvestigated and joinedWinter StartsHad to upgrade firstA number of folks now joining since upgrade.

2017:

Upgrade 2019 to 2020

Minimum 20152016:


Minimum 2013 R22015:


Minimum 2013

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Plan TimingInfrastructureReviewTEXTEntrepreneurial activities differ substantially depending on the

# How is an evergreen upgrade going to work 1 plan the timing2 start attending webcasts exclusively for evergreen clients3 review your infrastructure is it ready for the new version?4 Prepare for the change, educate, generate excitement, acknowledge there is still work to do5 Learn, teach others, share the knowledge, help others adapt to the change6 UAT, you still need to test and test some more, we will help guide you through this process

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Will all training be remote?Can we have someone come on-site?Can we implement something we have not used before?Do we get help with UAT?Will we have a PM on this project?How long will the Evergreen upgrade take?

Evergreen FAQs

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Any Questions about

# What are the implications of not upgrading?Potentially Catastrophic to your business:Inceased Security RiskLower performance, outdated productLack of improved technologyLoss of Social interactionRegulatory compliance may not be met or automatedMissed opportunity for growthLess collaboration, less team effectiveness

Friends dont let friends use old technology

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Phases of Change Management

# Phase 1 Preparing for changeDefine your change management strategyCreate your change management teamDevelop your sponsorship model

Phase 2 Managing the changeDevelop your change management planTake action and implement your plan

Phase 3 Reinforce changeCollect and analyze feedbackIdentify gaps and manage resistanceImplement corrective actions and celebrate success

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Phase 1




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Phase 1 Preparing for ChangeChange management strategyChange management teamSponsorship

# Change management strategyDetails who, why and how it will impact the organizationBrings the change to lifeChange management teamPart of or independent of the project teamResponsible for managing the change SponsorshipChange must be supported by the leadership teamInvolve them at every step not just at the beginning

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Phase 2




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Phase 2: Managing ChangeChange management plan should include:

IntroductionChange management approachTypes of changes allowedChange control committeeRoles and responsibilitiesChange control process

# Change management plan should include:IntroductionWhat is the purpose of the change management plan?Change management approachDescribe the approach to manage the changeTypes of changes allowedExample: scope, budget and schedule changesChange control committeeWho are authorized to approve the change?Roles and responsibilitiesDescribe each role and their responsibility with regards to the change processChange control processDescribe the steps of the change control process

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Phase 2: Managing ChangeImplement your plan and take actionRefer to your detailed plan that everyone agreed toCheck in regularlyUse tools to track the progress

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Phase 3: Reinforce ChangeCheck in and see how things are goingFind out whats working and whats not workingTake steps to change whats not workingCommunicateencouragerepeatcelebrate!

# Poll #3First to yell out our new company name?


EVALUATIONSPLEASE TAKE 5MINS TO COMPLETE A SESSION EVALUATION.

WIN ME!One lucky survey will take home a Ecobee Smart Wi-Fi Thermostat

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Melissa Alvares (MA) -

THANK YOU FOR [email protected]

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