Common mistakes SME’s make during their Odoo implementation

Public Channel / Odoo Experience 2016

By Catherine Vieslet - BE Quickstart Team Leader & Richard Shall - US Quickstart Team Leader

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6. Apps per project

9. Success rate this year !

4. QuickStart Teams Functional consultants

5. Projects every month Projects every month

7. Average project hours Average project hours

8. Time spent by the Time spent by the Functional Consultant

22. EXPERIENCE 2016 Thank you. #odooexperience

3. A few figures 1 A few figures 1

11. Odoo for SMEs 2 Odoo for SMEs 2

21. — Dante Alighieri The secret of getting things done is to act! — Dante Alighieri is to act!

10. % Highly Satisfied Average % Not Satisfied % Satisfaction rate

2. The QuickStart Methodology in figures 1 The QuickStart Methodology in figures 1 Implement Odoo in a SME Q&A 2 3

1. Common mistakes SME’s make during their Odoo implementation EXPERIENCE 2016 implementation Catherine Vieslet • QuickStart Functional Consultants Manager at Odoo Belgium Richard Shall • Business Analyst Manager at Odoo US

20. Common Mistakes ● Not building a plan ● Poor expectation management ● Making Assumptions and not communicating ● Not being flexible and open minded to new ideas ● Not being flexible and open minded to new ideas ● Having too many cooks in the kitchen ● Customizing everything!!! ● Release without really testing ● Importing historical data

18. TEST and VALIDATE ● Rule #1 - Everything is about testing ○ Start the project by training the SPoC on Odoo standard ○ Analyze regarding Odoo standard ○ No involvement in the solution before the prod launch ● Rule #2 - Distribution of roles ○ You provide a solution fitting with the agreed scope ○ They continously test to validate if that fits with their reality

12. Build a plan ● Rule #1 - Define the initial scope ○ Project priorities ■ Initial scope : What’s inside the box ■ Product Backlog ○ No project (scope) overview ● Rule #2 - Phase the project ○ Quick Win approach ○ Project overview ○ Nothing usable (every app almost done) ● Rule #3 - Standard first ○ Experiment Odoo standard before changing it ○ Useless developments almost done)

15. Keep a SPoC (Single Point of Contact) ● Rule #1 - One decision maker ○ The SPoC oversees everything ● Rule #2 - Meetings optimization ○ Meetings are straight to the point ■ Meeting preparation & pre- analysis made internally ○ Wasted time ○ Misinterpretation of information ○ The SPoC oversees everything on their side ■ Understands the company’s requirements / key users coordination ■ Sees all the moving parts at once ■ Consistent decision making ○ Too many cooks in the kitchen ■ Misinterpreted / Missed information

17. ● Rule #1 - Replace, don’t replicate ○ There is a reason your customer is moving away from their previous platform ■ It’s the best time to suggest workflow changes ■ Support and bring change ○ Remaking another platform ■ Changes are rarely functional and are usually nice to haves ■ It’s not a clean methodology ■ Kills the change process ● Rule #2 - Guaranteed long term use ○ Database durability ○ 60% of customization requests are dropped after getting used to Odoo’s workflows ○ Increases maintenance costs for both sides CUSTOMIZE at the right moment

14. Keep an open line of COMMUNICATION ● Rule #1 - The project scope is always EXPLICIT ○ It’s included if it’s written ○ No assumption ! ■ It should be in the standard ● Rule #2 - Record the essentials ○ Limit Meeting minutes ■ Main decisions & validations ○ Project status to the essential ■ On milestones & WIP ○ No over documentation ● Rule #3 - Share project documentation ○ TO DOs, Needs description, Project status ○ Shared responsibility ○ Is this version the most up to date?

19. DATA HISTORY is not a priority ● Rule #2 - Three different approaches ○ No historical data ■ Keep all old data in the previous system ● Rule #1 - Data history is necessary but can’t be the project priority ○ Reporting can lead the functional choices ○ The project focus must be on the operational requirements ○ Kills the project momentum ○ High cost for an eventual infrequent need ■ Keep all old data in the previous system and reference it whenever necessary ■ A clean database is a happy database ○ Summarized historical information ■ Create or import journal entries for key points in time (Month End or Year End values) ○ Import data after having launched Odoo in production ○ Waiting for the historical data before using Odoo in production

13. Manage EXPECTATIONS ● Rule #1 - Apply the 80-20 ● Rule #2 - Agree on the methodology from the start of the project ○ Shared approach and tools ■ How to validate, raise an issue, etc. ■ Roles & Responsibilities ○ Frustrated customer and / or project fail ■ Gap between what you deliver and what your customer expect ● Rule #3 - Be transparent about the possibilities & limitations ○ You both know what you can expect approach ○ Plan to implement 80% of the customer’s needs ■ Adding clicks or steps is not a problem if the net time taken is decreased ■ Change existing processes can’t be blocking ○ The remaining 20% take 80% of the time ○ You both know what you can expect from this project ○ False promises kill confidence Expectation Outcome Disappointment

16. Be CREATIVE ● Rule #1 - Your goal: The project success ○ You’re the Odoo expert, you define the HOW ■ User story: [Role] needs to [Action] in ⇒ ● Rule #3 - Simplify business User story: [Role] needs to [Action] in order to [Goal] ⇒ WHAT & WHY ○ Replicate the former software’s workflows ● Rule #2 - Odoo is easily customizable ○ Develop for the good reasons ■ Important value added with a minimum resource investment ○ It’s like using a bazooka to kill a fly! ■ Negative effort / value ratio ■ Develop to make money ● Rule #3 - Simplify business processes ○ Make their processes more flexible ■ Be more efficient ○ Rigidity ! ■ Useless security measures

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