Zeyto Academy · Specialist · Module 26
Project delivery, change and professional practice
Phases, governance, RACI, working with accountants and IT, change management, scope control, risks, data protection, ethics, support models and documentation.
You will be able to
- Plan an ERP project with phases, stage gates, a timeline and governance
- Build a RACI and work effectively with the client's accountant and IT contact
- Plan change management and measure user adoption
- Control scope with a written change process and contingency
- Communicate by audience and keep a scored RAID log
- Apply professional ethics and data protection, using Zeyto's passphrase, support-window and diagnostics protections
- Design support levels and an SLA and write usable documentation
Phases, timeline and governance
- Phases end in gates: blueprint, UAT and go/no-go.
- A 12-user, one-site project typically runs about 10 weeks with client availability stated.
- Governance means a status report, a decision log and change control.
RACI, and working with the client's accountant and IT
- RACI has exactly one Accountable per deliverable.
- Involve the accountant early with checkable work; never replace their judgement.
- Agree hardware, network, backups and printers with IT in writing.
Change management and user adoption
- Change management starts in discovery and focuses on people.
- Find champions, train early, retire the old tools and have leaders use the new reports.
- Measure adoption with usage, quality and ticket trends.
Scope creep and change requests
- Scope creep is unpriced additions; the cure is written change control for everything.
- Assess impact on effort, cost, schedule and other deliverables before approval.
- Say yes with a price, and treat product gaps as requests with no promised date.
Communication, risks and issues
- Communicate by audience: sponsor, steering committee, users and all staff.
- Keep one RAID log and score risks by probability times impact.
- Escalate early with options; honest amber status builds trust.
Professional ethics, data protection and confidentiality
- Be honest, independent, confidential, competent and respectful of the client's decisions.
- Take minimum data, use approved channels, named users, and delete or return at the end.
- Use passphrase-protected backups, support windows and the Diagnostics Bundle; never take passwords.
Support models, SLAs and documentation
- Support has three levels: client first line, partner second line, Zeyto third line.
- An SLA sets response and fix targets by severity, hours and exclusions.
- Good documentation has one purpose, task titles, numbered steps and version control.
Phases, timeline and governance: key table
| Phase | Main work | Gate at the end |
|---|---|---|
| 1 Prepare | Kick-off, team, access, plan | Plan approved |
| 2 Discover and design | Workshops, requirements, fit-gap, blueprint | Blueprint signed |
| 3 Build | Configure Zeyto, masters, users, prints; first migration | Configuration review |
| 4 Migrate and test | Rehearsals, reconciliation, test scripts, UAT | UAT signed |
| 5 Train and cut over | Training, cutover plan, final load | Go/no-go |
| 6 Hypercare and close | Support, first month-end, handover, closure | Acceptance |
Phases, timeline and governance: key table
| Weeks | Activity |
|---|---|
| 1 | Kick-off, document collection, access |
| 2-3 | Discovery workshops, requirements, fit-gap |
| 4 | Blueprint review and sign-off |
| 4-6 | Configuration; data cleansing by the client |
| 6-7 | Migration rehearsals 1 and 2; opening balances reconciled |
| 7-8 | UAT; defect fixing |
| 8-9 | Training sessions; cutover preparation |
| 9 | Final cutover weekend and go-live |
| 10 onwards | Hypercare and first month-end |
RACI, and working with the client's accountant and IT: key table
| Deliverable | Consultant | Client lead | Accountant | IT | Sponsor |
|---|---|---|---|---|---|
| Business Blueprint | R | C | C | C | A |
| Chart of accounts and tax setup | R | I | A | I | I |
| Customer and item data cleansing | C | A | C | I | I |
| Opening balances loaded | R | I | A | I | I |
| Server, network and printers ready | C | I | I | R/A | I |
| Test scripts executed | C | A | R | I | I |
| Go/no-go decision | C | R | C | C | A |
Change management and user adoption: key table
| Sign | Likely cause | Response |
|---|---|---|
| 'We have always done it this way' | Fear of losing skill or status | Involve them in design; show the new role |
| Slow entry, keeping Excel on the side | Not trained enough, or the system is slower for them | Coach; fix screens or defaults; retire the side file |
| Gossip about errors | No visible fixes | Publish the issue log and fixes |
| Silence in training | Fear of looking foolish | Small groups, practice, no blame |
| Manager still asks for paper reports | Leadership not using the system | Sponsor requests reports from Zeyto only |
Scope creep and change requests: key table
| Field | Example |
|---|---|
| CR number | CR-02 |
| Request | Add a second approval step for invoices above AED 200,000 |
| Requested by | Owner |
| Class | Change |
| Impact | 0.25 day configuration, 0.25 day retest |
| Cost | AED 600 at AED 1,200 a day |
| Decision | Approved, using contingency |
Communication, risks and issues: key table
| Audience | What they need | Format | Frequency |
|---|---|---|---|
| Sponsor | Progress, budget, decisions needed | One-page status; call | Weekly |
| Steering committee | Gate decisions, risks, changes | Pack and meeting | At gates or every two weeks |
| Key users | What is next, what they must do | Short meeting, checklist | Twice a week during UAT |
| All staff | Why, when, what changes for me | Announcement, demo | Monthly, then weekly near go-live |
| Zeyto contact | Product questions and requests | Written, with examples | As needed |