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The Diary of an EE Upgrade. Toni Clubb – CFO Vita Tech International Ray Greenwood – Strategic Information Group. Overview. Company Background Why Upgrade? Upgrade Decision Activities Conversion Planning Identify System Changes and Required Resources

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the diary of an ee upgrade

The Diary of an EE Upgrade

Toni Clubb – CFO Vita Tech International

Ray Greenwood – Strategic Information Group

  • Company Background
  • Why Upgrade?
  • Upgrade Decision Activities
  • Conversion Planning
    • Identify System Changes and Required Resources
    • Assemble and Prepare the Conversion Team
    • Set the Conversion Timeline
    • Assess Data Conversion
  • Environment Schema
  • Training
  • System Validation
  • Actual Conversion
  • Post-Conversion Activities

Go Decision


why upgrade
Why Upgrade?
  • Financial functionality – IFRS
  • Process manufacturing functionality
  • Strategic positioning for EDI

processing in mass markets

  • Improved transaction auditing
  • New software technology and

framework .Net UI

upgrade decision activities
Upgrade Decision Activities
  • Attended EE Financials Fundamentals Class
  • Completed QAD’s Q-Scan
  • Conducted a QAD on-site visit
  • Got QAD endorsement
  • Engaged SIG consulting
  • Identified Proposed System Changes
  • Developed a Conceptual Project Plan
  • Estimated costs/benefits for management
conversion planning identify system changes
Conversion PlanningIdentify System Changes
  • IFRS concepts of accounting
  • Multiple currencies
  • “Layered” structures
    • Multiple entities
    • Ability to apply or rollback transactions
    • Complex data structures
  • Enhanced system security
  • Improved functionality
conversion planning identify system changes1
Conversion PlanningIdentify System Changes




Product Change Control



Inventory Control




2010 Enterprise Edition Financials



conversion planning assemble and prepare the team
Conversion PlanningAssemble and Prepare the Team

QAD Enterprise Edition 2010 Conversion Team

Internal Core Team Members

Ray Greenwood

SIG–Senior VP

Project Coordinator

Toni Clubb


Project Team Leader

Robin Ward

Dir. Of Logistics

Operational Transactions Specialist

Systems Validation Team Leader

Cynthia Koetke

SIG–Sr. Technical Mgr.

Installation/Conversion Specialist

Scott Blaska

IT Manager

Installation/Conversion Specialist

Carol Summo

Administrative Mgr.

Accounts Payable Specialist

Marcia Dean


Financial Specialist

Sal Canale

Sr. Systems Admin.

Security/Reports Specialist

Teresa Mumm

Sr. Staff Accountant

Current Financial

Systems Expert

Kevin Edwards

Senior Buyer

Cyberquery Reports Expert

Optio Reports Specialist

conversion planning assess data conversion1
Conversion PlanningAssess Data Conversion
  • Employee Entity Utility
  • End User Contact Utility (duplicate contact names)
  • Control Account Utility
  • Orphaned Address Utility
  • Credit terms Utility
  • Data Preparation Report
  • GL Account Type Utility

Pre-Conversion Utilities

environment schema
Environment Schema

Security Profile Differences

  • QAD classroom training “Financial Fundamentals”
  • On site training with Vita Tech data
  • Developed training tools
    • Acceptance testing scenarios
    • Process flow charts
    • Work instructions
    • Menu mapping
  • Security training for IT


training differences for users
Training Differences for Users…
  • Business Relationships
    • Customers & Suppliers (Bill-to / Ship-To / Sell-To)
  • Enhanced Browses and Reports
    • Sales Order history
    • Dashboards
  • Menu numbers
  • New Browses
    • component check by work order browse collection
system validation
System Validation
  • Revised prior validation documents for EE vs. SE
  • Completed the hardware & software installation qualification
  • Tested 100% custom programs and 3rd-party enhancements: Cyberquery, Radley, SIG Alerts, and SIG Connects
  • Executed “High Risk” hazard analysis validation tests
  • Reviewed menu security
  • Completed system wide “Stress Test”
  • Prepared Validation post go-live verification report
actual conversion data conversion process
Actual ConversionData Conversion Process
  • Key decisions:
    • Chart of Accounts remained the same (no SAF’s)
    • Financial reporting remained custom with Crystal Reports
    • Skipped data reduction
actual conversion test conversion trials
Actual ConversionTest Conversion Trials

Vita Tech chose to utilize SIG to

complete the conversion execution:

  • Test 1 March 2010
  • Test 2 June 2010
  • Go-Live August 1, 2010
actual conversion timeline
Actual ConversionTimeline
  • Friday afternoon final shipments completed and all transactions updated…..close SE.
  • Pre-conversion utilities run in 1 hour (IT & CFO)
  • SIG started the data conversion process
  • Advanced Team arrived at 7 am Saturday morning
  • Completed post go-live checklist
  • Post go-live reports run and compared to SE version
  • Validation team arrived 9 am
  • Tested formulas, PO’s, Open Sales Orders, PCO status
  • System released to full production 4 pm
  • SE version rendered unavailable to general users
  • Monday morning…business as usual
post conversion activities set up
Post-Conversion ActivitiesSet Up
  • Security
  • Daybooks
  • GL Transaction Profiles
    • Accounts & Cost Centers
  • Accounting Layers
  • Cash Groups
post conversion activities feedback
Post-Conversion ActivitiesFeedback
  • Operational users had “very little change”
  • Accounts payable “much easier”
  • Dashboards are “awesome”
  • Excel integration “powerful”
  • User ability to customize browses “very helpful”