ganda erp project | 0 cfc erp cut-off strategy & go-live preparation 1 june 2015

Ganda ERP Project | 1

CFC ERP Cut-off Strategy & Go-Live Preparation 1 June 2015

Ganda ERP Project |

• 25 May Templates for master data uploading and opening balance should be verified working by 25/05/15.

Note : every template need to be upload should have pre-upload to confirm the format is correct, need to set up a list and note pre-upload finish date to trace it.

• 25 May Master data to be downloaded from existing system on 5:00pm 25/05/15.

• 25 May Templates to be prepared and uploaded into new system by 5:30pm 25/05/15.

• 25 May Additional master data to be created manually after 6:00pm 25/05/15 into new system

Master data migration (existing: computerized & Manual records)

Master Data:-Master data for Vendor-Master data for Customer-Master data for Item Master-Master data for Carrier

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Ganda ERP Project |

• 29 May Inform vendors not to deliver goods to us from 29/05/15 ~ 31/05/15.

• Strictly no goods receipt on 29/05/15, 30/05/15 and 31/05/15.

Note: If there is goods receipt on 29/05/15 – 31/05/15, stamp the receipt documents. Key document into existing system to offset PO. Key document into new system to add stock balance.

• Complete entry of goods receipt till 29/05/15 by 5:00pm.

GR for spare, raw material (existing: computerized records)

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Ganda ERP Project |

• 29 May User stop creating PR in existing system 5:00pm

• 29 May User create PR in new system after 5:00pm .

• 31 May All of outstanding PR should be convert to PO before 31/05/15 5:00pm.

PR (existing: Manual records) Avoid outstanding PR

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Ganda ERP Project |

• 29 May Speed up the conversion of PR into PO on 29/05/15 ~ 5:00pm.

• 29 May Stop issuing PO and lock existing system for PO creation on 5:00pm

• 31 May Download outstanding PO list from system on 5:00pm

• 31 May Prepare PO outstanding into template by 5:30pm.

• 31 May Manual Entry the outstanding PO list 6:00pm.

Convert PR (after user key in) into PO in new system from 29/05/15.

PO Court-Over Can Be Early if is possible

Purchase Order (existing: computerized records)

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Ganda ERP Project |

• Plan spares to be used between 29/05/15 and 31/05/15. Issue the spare physically in a specific location.

• 29 May Stock taking.

• 29 May Prepare balances as per stock take (not include issued material in specific locations) into template by 5:00pm.

• 31 May Upload balances as per stock take (not include issued material in specific locations) into new system by 5:00pm.

• If any goods issue after 29/05/15, stamp the documents. Key in new system to minus stock balance.

Note: If there is good issue on 29/05/15 – 31/05/15, stamp the issue documents. Key document into new system to reduce stock balance.

Stock balance: Spare (existing: computerized records) - 1/2

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Ganda ERP Project |

• 1 Jun Stock take on 1/6/15 for balance of stock still remain in the specific location.

• 2 Jun Prepare balances as per stock take (in the specific location) into template by 5:00pm and upload into new

system.

• 15 Jun Adjust price of closing stock after closing of GL.

Note : About Stock Balance principle would be like this, stock freeze-> stocktaking-> upload stock balance data->person in charge confirm data correction->un-freeze stock, this is very important to keep some time for KUs to confirm the data, if data is not clean, Go-Live transaction would be totally a mass and un-smoothly.

Stock balance: Spare (existing: computerized records) - 2/2

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Ganda ERP Project |

• Prepare and upload draft balance i.e. (3 days usage quantity with end of May price).

• 29 May Stock taking on.

• 1 Jun Prepare balances as per stock take by 5:00pm.

• 3 Jun Adjust stock movement 29/05/15 – 31/05/15 to the physical list by 5:00pm.

Note : Actually, If there is enough Qty for Goods Issue, it’s OK to adjust open balance data anytime in Jun-2015.

• 3 Jun Upload / Adjust closing physical quantity by 5:00pm.


Stock balance: Raw material (existing: A-Tools records)

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Ganda ERP Project |


• 29 May Stock taking.


• 3 Jun Adjust stock movement 29/05/15 – 31/05/15 to the physical list by 5:00pm

• 3 Jun Upload / Adjust closing physical quantity by 5:00pm.


Stock balance: WIP (existing: A-Tools records)

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Ganda ERP Project |

• 3 Jun Key in transaction relating to AP (payment/CN/DN) as many as possible by 5:00pm.

• 3 Jun Download open item of AP on 5:00pm for transfer preparation.

• 3 Jun For posting into existing system after 5:00pm 3/6/15, stamp on the document. Key into new system

• 4 Jun Manual Entry on 8:00am for AP opening items (include CN/DN) on historical transaction date by detail in new system.

• 15 Jun Checking the balance of AP Chart of Account between G/L and AP Modules are the same in new system.

Note : Before check the balance of Chart of Accounts between G/L and AP Module are the same, we do not allow to offset AP transactions in new system.

Account Payable (existing: computerized)

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Ganda ERP Project |

• 25 May Download outstanding SO & DO list from existing system 5:00pm and upload the ending balance to new ERP.

• 26 May Start Parallel testing from 26/5 ~ 31/5.

• 1 Jun Compare the 31/5/2015 ending balance with 2 systems.

• 1 Jun lock old system for SO & DO creation.

SO/DO Court-Over Can Be Early if is possible

Sales Order & Delivery Order (existing: computerized records)

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Ganda ERP Project |

• Inform customer input the schedule into ERP B2B from 26/05/15 for parallel test.

• 31 May Change www.cfc.vn website Link to new B2B.

• 1 Jun new B2B system effective 1/6/15.

Delivery Schedule (existing: computerized records)

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Ganda ERP Project |

• 1 Jun 08:00 ~ 09:00 Shipping LiGu Scale system and Main Gate Scanner

- GUA-RG Register + Scanner- GUA-NC Weighing Tickets Printing- PAK-BL1 ~ BL4 Weighing Tickets Printing + LED Display- DLR-CL Weighing Tickets Printing

• 1 Jun 09:00 ~ 10:00 W/H LiGu Scale system

- WHD-NC Clay receiving - WHD-LC Limestone receiving - WHD-RD Coal receiving - WHD-RC Coal receiving - WHD-BS1 + BS2 Belt Scale receiving

LiGu weight scale system upgrade

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Ganda ERP Project |


• Stock taking from 29/5/15 – 31/5/15. By stages in different warehouse (big warehouse to be done on 31/5/15).


• 3 Jun Adjust stock movement 29/5/15 – 31/5/15 to the physical list by 5:00pm.

• 3 Jun Adjust closing stock balance into new system by 5:00pm.


Reconciliation of quantity and value may be required on physical balances and book balances in old system

Stock balance: Finished goods (existing: A-Tools records)

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Ganda ERP Project |

• Delay bank in cheque receive on 31/5/15 to 1/6/2015.

• 3 Jun Key in transaction relating to AR (receipt/CN/DN) as many as possible by 5:00pm.

• 3 Jun Download open item of AR on 5:00pm for transfer preparation.

• 3 Jun For posting into existing system after 5:00pm 3/6/15, stamp on the document. Key into new system.

• 4 Jun Manual Entry on 8:00am for AR opening items (CN/DB) on historical transaction date by detail in new system.

• 15 Jun Checking the balance of AR Chart of Account between G/L and AR Modules are the same in new system

Note : If the payment term of Delivery Note and Sales Order is FOB, we need to issue VAT Invoice and AR on May, 2015. If the payment term of Delivery Note and Sales Order is DEQ, we need to issue VAT Invoice and AR on June, 2015

Account Receivable (existing: computerized records)

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Ganda ERP Project |

• 4 Jun Start Month-End Closing Process for May-2015 Accounting period in existing system

• 8 Jun Complete Month-End Closing Process and Generate financial report on form existing system

• 10 Jun Prepare final item cost and stock value into upload template

• 10 Jun Key in Opening Voucher by detail in new system on 31-May, 2015 after monthly closing on May, 2015 in existing system. All amounts of chart of account in opening voucher are based on the Trial Balance of existing system in May, 2015.

• 11 Jun Checking the balance of all Chart of Account between G/L and Subsidiary Financial Modules are the same in new system.

• 11 Jun Upload ERP item cost and open stock value into ERP system

• 12 Jun Complete ERP Opening check and close open period

General Ledger (existing: computerized records)

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Ganda ERP Project |

• 1 Jun Prepare Note Receivable, Note Payable, Bank, Financing Loan, Time Deposit, Investment open items data

• 4 Jun Key in records relating to Note Receivable, Note Payable, Bank, Financing Loan, Time Deposit, Investment on historical transaction date by detail in new system

• 4 Jun Key in records relating to Note Receivable, Note Payable that Cheque Expired Date is after 31-May 2015 in new

system.

• 11 Jun Checking the balance of NM Chart of Account between G/L and NM Modules are the same in new system.

Note : Before check the balance of Chart of Accounts between G/L and NM Module are the same, we do not allow to write off/Offset NM transactions in new system..

Note, Bank & Investment (existing: computerized records)

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Ganda ERP Project |

• 31 May Physical Counting all FA Properties (include Expense FA and Capitalized FA) on 31/5/15 to 1/6/2015. To scrap and add FA Properties after Physical Counting in existing

system or detail report of FA.

• 4 Jun Upload Property Master Data of FA and transfer to Depreciation Expense Records in new system before 4/6/2015.

• 11 Jun Checking the balance of FA Chart of Account between G/L and FA Modules are the same in new system.

Fixed Asset (existing: computerized records)

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Ganda ERP Project |

Reprioritize ordinary jobs of Department and reserved suitable manpower for ERP Go-Live on 1st-June-2015

Assign Department personal in charge for those ERP Go-Live data preparation and validation tasks.

Participate to the ERP end user training schedule and ensure members have enough time to practice for new ERP system process.

Stressed the importance of ERP Go-Live goal and continual to motivate our members to support ERP Project.

Supporting Requirements

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Ganda ERP Project |

ERP Go-Live KM / KU SUPPORT

Item Old New KM / KU ( Teacher ) MIS - Support Digiwin support

1 Accounting System FIN - General Ledger Module ACC Ms. Thanh Huong Hong Mr. MoneyLin + Mr. Wayne

2 Cashier FIN - Notes Management Module ACC Ms. Lan Anh Hong Mr. MoneyLin + Mr. Wayne

3 Cost Accounting MFG - Cost Accounting Module ACC Mr. Viet Alex Mr. Nick + Ms. Cass

4 Material MFG - Inventory ModuleW/H Mr. Viet + Mr. TanG/A Mr. Tran

Alex Mr. Nick + Ms. Cass

5 Purchasing MFG - Procurement ModulePUR Mr. Hung + Ms. MaiQC. Mr. Huong + Mr. Toan

Alex Mr. Nick + Ms. Cass

6 Raw Material Receiving ( LiGu Belt ) MFG - Inventory Module W/H Mr. Viet + Mr. Tan Alex Mr. Nick + Ms. Cass

7 Purchasing ( Payment Process ) FIN - AP Module ACC Ms. Yen Alex Mr. Nick + Ms. Cass

8 Fixed Assets Pro FIN - Fixed Assets ModuleACC Mr. VietG/A Mr. Tran

Alex Mr. MoneyLin + Mr. Wayne

TKP - Mr. The Hai

QUA - Mr. Dat + Ms. Thai

RM - Mr. Hai + Mr. Cuong

Kiln - Mr. Bon + Mr. Khai

CM - Mr. Hai + Mr. Diep

PAK - Mr. Tai

F/G - Mr. Chinh + Mr. May + Mr. Hai

ELC - Mr. Hong Hai

WPG - Mr. Ngoc + Mr. Tien

QC - Mr. Huong + Mr. Toan

W/H - Mr. Viet

Mr. Nick + Ms. Cass9A-Tools - Production Daily ReportElec. Power

MFG - Production Module Alex

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Ganda ERP Project |

ERP Go-Live KM / KU SUPPORT

10 CMMS MFG - Maintain Module MEC Mr. Uyen + Mr. Quang + Mr. Thang Tuan Mr. Nick + Ms. Cass

11 Cement Delivery (MAK) SO / LB / IS MFG - Sales Module - SO/DOMAK Mr. Luong + Ms. Ha + Ms. ThuyLOG Mr. Hien + Mr. Tuong + Mr. Phuong

Tuan Mr. Nick + Ms. Cass

12 Cement Delivery (B2B) SO, Schedule MFG - B2B ModuleMAK Mr. Luong + Ms. HaLOG Mr. Hien + Mr. Tuong + Mr. Phuong

Hong Mr. Nick + Ms. Cass

13 Cement Delivery ( Invoice Process ) FIN - AR Module ACC Ms. Thoa + Ms. Nga Tuan Mr. MoneyLin + Mr. Wayne

14 Cement Delivery ( Register ) MFG - Sales Module - Register G/A Mr. Tran Tuan Mr. Nick + Ms. Cass

15 Cement Delivery (F/G + Logistic) MFG - Sales Module - F/G F/G Mr. Chinh + Mr. May + Mr. HaiLOG Mr. Hien + Mr. Tuong + Mr. Phuong


16 Packing ( LiGu Truck Scale ) MFG - Sales Module - F/G F/G Mr. Chinh + Mr. May + Mr. HaiLOG Mr. Hien + Mr. Tuong + Mr. PhuongPAK Mr. Tai


17 Human Resources Management

18 Finger printer / Shift table upload

GPI - Get Productions Issue Qty

TX - Check Register Status

MX - Check Truck Loader Status

TT - Check Ship Loader Status

TG - Check Overtime Status

NP - Check Attendance Status

MIS Dept. Alex

HRD Ms. Thao + Ms. Thanh + Ms. Loan

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HR Module + ESS Mr. AndrewAlex

SMS - 13 commands SMS - 6 commands

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In case system cannot recovery within predefined service level then User will provide manual form to record temporary and later should be entry into ERP when system recovered.

Ganda ERP Project |

Thank You

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ganda erp project | 0 cfc erp cut-off strategy & go-live preparation 1 june 2015

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