ERP Go-Live Data Reconciliation and Approval Process Using SharePoint
Posted on: June 1, 2018 | By: Tim Lovely | QAD Business Process, QAD Distribution, QAD Financials, QAD Manufacturing
In prior articles Logan Consulting has discussed its pervasive use of SharePoint to function as a repository for all project documents and to help manage and execute Logan Consulting’s ERP Implementation Methodology.
This post focuses on using SharePoint to manage and store all approvals for the final cutover weekend conversion of dynamic data such as open Accounts Payable, open Accounts Receivable, open Sales Orders, open Purchase Orders, on hand Inventory, and open Work Orders. Assuming the Project Team has done a thorough job of loading and verifying all Static and Master Data, the conversion of Dynamic Data will be a key focus of the cutover weekend.
Being able to prove out the Dynamic Data conversion and approvals for internal and external auditors is important to think about and prepare for ahead of time. To this end, Logan Consulting recommends the following approach, using Open AP as an example:
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Extract or prepare the Open AP load file for the target ERP system.
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Run a report from the Legacy system, such as an AP Aging as of Effective Date. You will need this report to reconcile too after the conversion to the target ERP system. In Test and Mock conversions prior to the conversion, this report should have been identified.
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Post both files to an AP Conversion folder on SharePoint under the Launch Phase directory.
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Gain approval from the business owner of this area for the load files, and request an email or signed approval indicating the load files are accurate. You can even request the owner attach the approved file to the approval email.
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Load the Open AP to the target ERP application. This is often done by a member of the IT or Consulting team and not by the business owner.
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Run the comparable report from the target ERP application, such as an AP Aging report. In Test and Mock conversions prior to the conversion, this report should have been identified. Post this report to the SharePoint folder.
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Gain approval from the business owner of this area that the Legacy ERP AP Aging ties to the target ERP system AP Aging, and request an email or signed approval indicating the load files are accurate and reconcile or that the owner approves of any differences and why. You can even request the owner attach the approved file or files to the approval email.
All pre-load and post-load file should be posted to SharePoint. Additionally, approval emails should be saved to SharePoint. Many email applications allow you to save the email as a file, which can be posted to SharePoint. An auditor can then open the email file from SharePoint and not only see the email, but also the approved load file attachments or report attachments.
Being able to leverage SharePoint to store and manage the approval process for Dynamic Data not only provides a solid trail of what occurred over cutover weekend, but can provide auditors with a reconciliation path that proves the approvals occurred as part of the process.
About Logan Consulting
Logan Consulting is a leading consulting firm with strengths in strategy, project management, business process design, ERP and CRM implementation, recruitment and training. Since 1992, our business process-based delivery techniques and tools have helped our clients build a solid business process and information technology foundation to support their business. Our clients count on us for objective, unbiased analysis, recommendations and project work. To learn more and hear what our customers are saying about us, please visit our website (www.logan-consulting.com).
Logan Consulting is headquartered in Chicago, IL with global services reach.