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What is the best way to plan an EDI project with multiple stakeholders?

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Electronic Data Interchange (EDI) is a standardized way of exchanging business documents and data between different systems and partners. It can streamline workflows, reduce errors, and improve efficiency. However, planning an EDI project with multiple stakeholders can be challenging, as it involves various technical, operational, and organizational aspects. In this article, you will learn some best practices to plan an EDI project with multiple stakeholders, from defining the scope and goals to managing the communication and risks.

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1 Define the scope and goals

The first step in planning an EDI project with multiple stakeholders is to define the scope and goals of the project. This means identifying what business processes and documents you want to automate and exchange with EDI, what systems and partners you need to integrate with, and what benefits and outcomes you expect from the project. You should also define the project timeline, budget, and deliverables. Having a clear and realistic scope and goals will help you align the expectations and priorities of all the stakeholders involved.

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jaya Krishna tummala ,MS, CSM

Award Winning Senior Functional Quality Assurance|BSA|SAP QA|Safe 6.0 Agilist|Sigma Xi Full Member|IEEE Senior Member|Fellow IETE|Author
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Develop a comprehensive change management and communication plan to facilitate stakeholder engagement, awareness, and buy-in throughout the EDI project lifecycle. Communicate project objectives, milestones, progress updates, and impacts effectively through various channels, such as meetings, workshops, newsletters, and stakeholder forums, to ensure transparency and alignment among stakeholders.

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2 Identify the stakeholders and roles

The next step is to identify the stakeholders and roles in the EDI project. Stakeholders are anyone who has an interest or influence in the project, such as customers, suppliers, internal departments, EDI providers, and third-party vendors. Roles are the specific responsibilities and tasks that each stakeholder has in the project, such as project sponsor, project manager, business analyst, EDI specialist, developer, tester, and end-user. You should map out the stakeholders and roles in a matrix or a chart, and assign them to different phases and activities of the project.

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Miguel Gonzalez

IT Director at Zuo Modern
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It's important to understand that EDI has always a process behind, either order entry, invoicing, sending Advanced Ship Notices, etc. so getting the teams in charge of those process is the key. Understanding the processes and the relevant data makes an EDI integration easier for all stakeholders.

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3 Establish the communication and governance

Another important step in planning an EDI project with multiple stakeholders is to establish the communication and governance mechanisms. Communication is the way you share information, feedback, and updates with the stakeholders, such as meetings, emails, reports, and dashboards. Governance is the way you control and monitor the project progress, quality, and risks, such as milestones, checkpoints, reviews, and approvals. You should create a communication and governance plan that specifies the frequency, format, content, and audience of each communication and governance activity.

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4 Design the EDI solution and architecture

Once you have defined the scope and goals, identified the stakeholders and roles, and established the communication and governance, you can start designing the EDI solution and architecture. This involves choosing the EDI standards, formats, and protocols that you will use to exchange data with your partners, such as X12, EDIFACT, XML, AS2, or FTP. It also involves designing the EDI workflows, mappings, validations, and transformations that you will implement to automate and integrate your business processes and systems with EDI. You should document and validate your EDI solution and architecture with your stakeholders before moving to the development phase.

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5 Develop and test the EDI solution

The next phase in planning an EDI project with multiple stakeholders is to develop and test the EDI solution. This involves coding, configuring, and deploying the EDI workflows, mappings, validations, and transformations that you designed in the previous step. It also involves testing the EDI solution for functionality, performance, security, and compatibility with your partners' systems and requirements. You should follow the best practices of software development and testing, such as version control, code review, unit testing, integration testing, user acceptance testing, and regression testing.

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Miguel Gonzalez

IT Director at Zuo Modern
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Testing is a key part of any project, when dealing with EDI transactions where the goal is to automate and reduce errors a strong testing plan is a must. During testing you can find things that need to be adjusted but you may also find scenarios that were not considered or accounted for.

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6 Deploy and monitor the EDI solution

The final phase in planning an EDI project with multiple stakeholders is to deploy and monitor the EDI solution. This involves migrating the EDI solution from the testing environment to the production environment, and ensuring that it works as expected. It also involves monitoring the EDI solution for any issues, errors, or anomalies that may arise during the operation, and resolving them as soon as possible. You should also collect and analyze the data and metrics that measure the performance and impact of the EDI solution, such as transaction volume, error rate, cost savings, and customer satisfaction.

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Miguel Gonzalez

IT Director at Zuo Modern
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Even with strong and solid planning and testing phases it's common on EDI projects to find unexpected issues or scenarios that were not previously considered so keeping an eye on the integrations after a go-live is important. It's also important to plan for those issues and setup guidelines to roll back changes or make manual updates while the fixes are done.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What is the best way to plan an EDI project with multiple stakeholders?

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1 Define the scope and goals

2 Identify the stakeholders and roles

3 Establish the communication and governance

4 Design the EDI solution and architecture

5 Develop and test the EDI solution

6 Deploy and monitor the EDI solution

7 Here’s what else to consider

Electronic Data Interchange (EDI)

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