To ensure the success of an Open Source Odoo ERP implementation, it’s essential to have a clear understanding of both the Client’s and Vendor’s responsibilities at each stage of the project. Below is a comprehensive recipe detailing these responsibilities to facilitate collaboration, accountability, and effective project execution.
1. Project Kickoff & Planning
Client Responsibilities:
- Clearly define business goals, processes, and success metrics.
- Assign a dedicated project manager and team to oversee the project.
- Share key business workflows, process documentation, and pain points.
- Approve the project scope, budget, timeline, and deliverables.
- Ensure stakeholders are involved in the kickoff meeting.
Vendor Responsibilities:
- Conduct a detailed needs assessment and business process review.
- Propose a detailed project plan, including milestones and timelines.
- Assign a dedicated team with Odoo expertise (functional and technical).
- Present a clear project management framework, including risk mitigation strategies.
- Establish communication protocols and project tracking tools.
2. Requirements Gathering & Analysis
Client Responsibilities:
- Provide all relevant documentation on current processes and data flow.
- Make subject matter experts available for discovery workshops.
- Ensure clear communication of business challenges and desired outcomes.
- Validate and approve the functional and technical requirements document.
Vendor Responsibilities:
- Facilitate in-depth requirements workshops.
- Document the current state and future needs through a gap analysis.
- Prepare a detailed functional specification document.
- Identify and propose necessary customizations and third-party integrations.
- Present final requirements for client validation and approval.
3. System Design & Configuration
Client Responsibilities:
- Provide approval for system design based on business requirements.
- Make internal teams available to review system prototypes and workflows.
- Approve all data and business rule configurations as per requirements.
- Supply master data for initial system setup (e.g., customers, products, etc.).
Vendor Responsibilities:
- Configure the Odoo system based on the approved requirements document.
- Create and present mock-ups and prototypes for client review.
- Map and configure all workflows, modules, and customizations in the system.
- Deliver detailed documentation on system configuration.
- Facilitate review meetings and incorporate feedback into the system design.
4. Development & Customization
Client Responsibilities:
- Approve the scope of customizations and associated costs.
- Provide real-world test cases and scenarios for development validation.
- Ensure business users review and provide feedback on developed features.
- Sign off on key customizations and modifications.
Vendor Responsibilities:
- Perform any necessary customizations based on client requirements.
- Develop features that align with Odoo’s architecture and best practices.
- Perform internal quality assurance testing before client review.
- Keep the client updated on development progress and any risks or delays.
- Ensure that all developments meet the required functionality before UAT.
5. Data Migration
Client Responsibilities:
- Clean and prepare master data (products, customers, vendors, etc.) for migration.
- Validate migrated data by conducting checks for consistency and accuracy.
- Provide timely feedback on any issues found during the data migration process.
Vendor Responsibilities:
- Assist the client in data cleansing and transformation as needed.
- Migrate data from legacy systems to Odoo as per the project scope.
- Conduct test migrations and validate the data with the client.
- Document the data migration process and ensure alignment with system requirements.
6. User Acceptance Testing (UAT)
Client Responsibilities:
- Create and execute detailed test cases based on actual business processes.
- Ensure participation of key users in the UAT process.
- Report issues and provide feedback promptly.
- Approve UAT completion and sign off on the system.
Vendor Responsibilities:
- Set up a UAT environment for client testing.
- Guide the client through the UAT process and assist in issue resolution.
- Track and address bugs, configuration errors, or misalignments.
- Ensure that all functionalities meet the client’s requirements and expectations.
- Provide detailed UAT completion reports for client approval.
7. Training
Client Responsibilities:
- Ensure key users are available and committed to attending training sessions.
- Provide feedback on training effectiveness and suggest additional sessions if required.
- Confirm that all business users are sufficiently trained before go-live.
- Approve training outcomes and readiness for system handover.
Vendor Responsibilities:
- Prepare comprehensive training materials (user manuals, guides, etc.).
- Conduct detailed training for key users and administrators.
- Offer additional support or refresher training if needed.
- Ensure that all training is focused on the actual use cases and business processes.
- Evaluate the readiness of users post-training and provide support as required.
8. Go-Live Preparation & Execution
Client Responsibilities:
- Ensure that all users and processes are ready for the go-live date.
- Approve the final data load, configurations, and system readiness.
- Provide support for internal user queries during the go-live period.
- Report any issues or performance concerns immediately to the vendor.
Vendor Responsibilities:
- Finalize all configurations and ensure data is up-to-date for go-live.
- Provide on-site or remote support during the go-live period.
- Monitor the system for performance issues and address them promptly.
- Offer hypercare support during the first few weeks of live operations.
9. Post-Go-Live Support & Maintenance
Client Responsibilities:
- Use the system as per the agreed workflows and processes.
- Report issues or enhancement requests through the appropriate support channels.
- Provide feedback on the system’s performance and any areas for improvement.
- Ensure ongoing user training and adherence to ERP processes.
Vendor Responsibilities:
- Offer post-go-live support based on the service level agreement (SLA).
- Provide bug fixes, system patches, and regular maintenance.
- Assist with additional enhancements or customisations after the go-live phase.
- Perform periodic system health checks and advise on process optimisations.
Key Success Factors for Odoo ERP Projects
- Collaboration & Communication: Continuous dialogue between the client and vendor to avoid misunderstandings and delays.
- Timely Delivery: Both parties must stick to deadlines for data, feedback, development, and testing.
- Change Management: Prepare the organisation for change by managing expectations, providing training, and engaging key stakeholders.
- Risk Mitigation: Proactively identify risks and develop strategies to minimize disruptions.
- Scalability & Flexibility: Ensure the solution is scalable for future growth and open to adjustments during the project.
Conclusion:
By ensuring that both the client and vendor fulfil their responsibilities at each stage, the Open Source Odoo ERP project can achieve success with minimised risk and maximum benefit to the organisation.
Client Representative: Name: _____________________ Signature: __________________ Date: ______________________
Vendor Representative: Name: _____________________ Signature: __________________ Date: ______________________
This structured approach will help both parties clearly understand their roles and responsibilities, contributing to a successful Odoo ERP implementation.
