First contact
When you have completed and submitted a contact form through VK DATA's website, a consultant will contact the company, where you will then have an initial interview.
Of course, you can also call VK DATA directly, where we will take the initial interview straight away-
Demo
Based on your needs
After the first contact / initial conversation, we will typically hold an online review/demo of Odoo. The demo is set up based on the initial conversation, where we aim to match your company's needs as closely as possible. Here we will also review Odoos's standard functionalities, at the same time as we have a more in-depth conversation about your wishes / needs.
Through our demo and review, you can quickly get an overview of whether Odoo could be something for your company. This doesn't mean that you are completely settled, as there may still be many unanswered questions that we must decide together.
Clarification of needs
Possibel workshop
After our review and demo, there may be some wishes, gains and needs that your company would like to have fufilled, where we will investigate in more detail how we can solve this challenge with Odoo.
This can be done in two different ways;
- If you have less complex wishes / needs, a new review of Odoo can be held, where VK DATA adapts the new review to the new needs that you have presented to us.
- If, you on the other hand, need larger and more complex solutions, there may also be a need for a workshop, where one or two consultants come to your company, where you go through all the daily processes in the company together. We then provide an estimate of how Odoo can optimize these, where you can subsequently decide whether you want to proceed with Odoo.
However, VK DATA has the experience that it is a good investment to have a workshop held - here you get the opportunity to reverse most of your daily workflows, where you can identify any bottlenecks that way. This gives you both an early clarification of whether you want to proceed in the process, as well as an understanding of why you are facing challenges. If you don't wish to proceed further in the process, you have thus still gained a new internal understanding of your company.
Conclusion of agreement
When you have decided to proceed in the process, conditions are agreed, and both parties sign a cooperation agreement - then the project can be started.
Kickoff-meeting
Before the kickoff meeting, VK DATA has put together a team of competent consultants, project manager and possibly programmers who follow your project from start to finish.
VK DATA then convenes a meeting where approx. 300 questions for your company - many of these questions have already been reviewed in the demo and the needs clarification, but so that all parties have understood the scope, most of these questions are reviewed / confirmed again.
These questions are important in the further process and collaboration, since it is these questions that will help clarify how your system should be set up.
Projectplan
In connection with the kickoff meeting, it is agreed what is to be done and by whom and when. VK DATA then makes a project plan of what has been agreed. In the project plan, meeting dates, task managers, as well as what, who and when things must be done will be indicated. The plan is sent to your company for approval, so that all parties are involved in what needs to happen.
The project plan must be followed throughout the duration of the project. The implementation of a new ERP system will, depending on size and complexity, take between 6 weeks - 12 months.
With a project plan, both your company and VK DATA always have an overview of the project and how far we are in the process. Throughout the process, a number of workshops are held, where we review and set up the various processes with you, so that we continuously get ready for Go-live.
Please note, however, that the date of Go-live may be postponed if there are many requests for changes throughout the phases of the project plan. To avoid this, it is important that we make as many decisions as possible at the kick-off meeting.
Development/adjustments
If there are modules to be developed, this will be done in parallel with the project. The project plan will indicate when a development is expected to be completed.
VK DATA prepares a proposal for the development, which is forwarded to your company for approval. With this, we once again ensure that both parties have understood the task.
We sometimes experience that in this phase you can have a lot of wishes for development, which can delay the project. Here we would like to find out together whether Odoo can handle the task through the ongoing solution that is being implemented, or whether these newly arisen wishes or needs can wait until AFTER Go-live.
What can go wrong?
We want to be transparent and forward-looking, so we also think it is important to explain what can go wrong. The actual implementation phase is where errors can occur. For example, it may be that we have talked past each other, there may be functions that are not correctly understood, or something else entirely. It is therefore important that we agree on as much as possible during the clarification of needs and the workshop phase. Of course, there will always be small things that need to be adjusted, but we would like to clarify the bigger decisions together before we start the implementation and development.
Test
All the way through the project and after each meeting, there will be a flow test of the system. These tests must be carried out by your company yourself - of course with help and guidance from VK DATA.
It is during these flow tests that you internally in the company write down your various processes with the new system. At the same time, you get a feel for the system and through these tests can more easily find out if there are things that need to be adjusted before Go-live.
We know that as soon as you put the system into use, you quickly find out how much it can actually do - here, however, it is important that the project plan is adhered to, as otherwise we quickly find ourselves in a situation with new demands, as well as the solution must be able to. These new wishes and functionalities must be written down, after which we will collectively take them up AFTER Go-live.
Go-Live
When everything is set up and all users have been trained, a Go-live date is agreed. Before the date, an opening balance must be created, and some stress tests must be carried out to ensure that everything works optimally.
Support
After Go-live, we won't let you go! VK DATA will continuously contact you to ensure that everything is running as it should. You also have the opportunity to get in touch with our support should this be necessary.
Upgrade
Every year, Odoo comes with a new version of the system. However, it is not necessary to upgrade every year, but VK DATA still recommends that you do so, since each version comes with new and improved functions that can benefit your business.