Delivery Procedure

1. Purpose

To establish a consistent and scalable implementation process for partner companies offering ERPNext or Frappe-based solutions.


2. Implementation Team

The implementation team should be composed of:

  • Project Manager

    • Responsible for ensuring project implementation as per the customer’s goal.
    • Conducts weekly reviews of the project (minimal) and communicates status internally and with the customer.
    • Acts as the point of contact to handle customer issues and escalations.
  • Project Consultant

    • Key person driving the implementation.
    • Ensures data migration, requirement understanding and documentation.
    • Conducts user training, manages UAT, gets sign-off, and takes customer live.
  • Project Developer

    • Works on customisation based on signed-off requirements.
    • Develops features only after customer sign-off.
    • Once a feature is developed, it’s handed over to Consultant and then Customer for first round of testing and finalisation.

3. Implementation Process Overview

The implementation process is structured into the following stages:

  • Project Kick Off

    • Establish a team with the required expertise to execute the project.
    • Explain the role and responsibilities of each member clearly.
    • Organize a formal kick-off meeting with customer stakeholders.
    • Discuss scope of work, timeline, team structure, commercial obligations, and review cadence.
  • Process Mapping

    • Use a template to map existing processes.
    • Identify and document deviations from the template.
    • Prepare a plan to close gaps between current and future state.
  • Project Champion

    • Identify a champion from the customer’s end as single point of contact.
    • Responsible for managing people and encouraging change management.
  • Project Planning

    • Create a detailed project plan with deliverables, timelines, and ownership.
    • Maintain a dedicated folder for project-related data and communication.
  • Project Tracking

    • Establish a system for managing project progress with relevant data.
    • Create reusable project templates for efficiency.
    • Use a proper tool for task tracking and timelines (avoid Excel when possible).
  • Task Management

    • Break scope into smaller tasks for better tracking.
    • Assign ownership and timelines to each task.
    • Monitor delays proactively and analyse root causes.
    • Track customisation and development tasks separately.
    • Keep customer informed of tasks assigned to their team.
  • Progress Review

    • Set a formal cadence with customer for progress updates.
    • Share timesheets to maintain transparency.
    • Record progress logs in the system for future reference.
  • Go Live Plan

    • Prepare a detailed go-live plan with timelines.
    • Help customer switch to ERPNext from legacy systems systematically.
  • Post Go Live Phase

    • Prepare a hypercare plan to handle surge of enquiries/support issues.
    • Critical for maintaining customer trust before official handover to support.
  • Customer Sign Offs

    • Get confirmation after training on relevant modules.
    • Ensure staging site requirements are tested and signed off.
    • Request go-live sign-off once system is stable and live.
  • Post Implementation Feedback

    • Capture customer feedback on defined parameters.
    • Use feedback to gauge satisfaction and identify improvements.
  • Implementation Analysis

    • Design a dashboard in Frappe Insights (or other tool) to track KPIs.
    • Analyse data such as project completion, task status, team efficiency, feedback.

3. Sucess Metrics

  • Set cadence to review KPIs in the dashboard with key team members.
  • Use data to make proactive or reactive decisions.
  • Record findings and action items for future reference.
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