Making your internal week by week Readysell 8 conversion project

Owned by John Nairn
Last updated: Feb 05, 2024
7 min read

Overview

The actual implementation plan for your business will be tailored to your exact needs in discussion with you and your team. The notes below are just a general guide as to some of the key steps frequently included in individual problem plans.

Generally the project is a joint effort. It will involve quite a bit of time from your team leader, your team and the team at Readysell.


You still should have your own week by week plan for the project with a target conversion date in mind.  Otherwise your project can drift without the focus you get by targeting a date.  The target date is just for your purposes, generally we will delay implementation if you are not ready by the specified date, but having a target will help you keep pushing time into self training and other tasks we all need to perform. 

Starting work on the project plan

The first thing we need to do is read, review and agree to all the points on the aims and budgeted ours on the stage 0 checklist. You need a plan of action first before you can start allocating your time.  Then work out when you want to action each of the items on the stage 0 checklist.

From this you can build a weekly plan and a target ready to go live date.  You need to consider that you need to get your stage 1 and stage 2 checklists completed a few weeks before your preferred go live date.  Then talk to Readysell to plan stage 3 of the project and to set an agree go live date.  The go live date will be a Saturday in most cases.

  • We will setup a Readysell system for you, ensure Readysell can be accessed from a number of your computers and convert data from your existing system into the Readysell system
  • One of our support team members will help you check the imported data before we start training
  • Di on our support team will contact you about scheduling in a Financials engagement meeting
  • Sharon on our training team will contact you about scheduling in a Project engagement meeting and a training engagement meeting
  • Agree on a Readysell site visit early in the project to help kick start your training and preparation
  • Agree on Readysell site visit on the conversion weekend and all other elements of the conversion budget
  • If you are an Office Brands dealer, organise a onboarding phone discussion with Geoff, a office brands principal who helps new dealers prepare to get the best from the conversion from a dealer perspective
  • Complete the stage 0 planning checklist. See:Stage 0 Readysell project planning checklist

Example project plan

You might want to make your own detailed project plan,  something like the following:

Week beginning Monday __/__/___  (Aim: Complete project planning and setup)

  • Agree the project plan in the  stage 0 checklist with Readysell.  Ensure the expected budget and your staff commitments are acceptable.
  • Review and update your stage 0 checklist. If all stage 1 and/or stage 2 on the stage 0 checklist are signed off.  Contact Readysell and organize a planning review meeting with Readysell.


Week beginning Monday __/__/___  (Aim: Check data conversion sufficient to be used when we start training)

  • Sharon on our training team to schedule in a:
    • for very small sites, a phoned based Project engagement meeting with you, allow 2- 3 hours.  We normally do this in the afternoon after most of the orders for the day have been shipped.
    • for medium to large sites, a on site Project engagement meeting with you, allow 2 days. 
  • Project Engagement Meeting
  • You will need to schedule in some time for Readysell to help you complete the Readysell stage 1 data conversion checklist
    • Send you the stage 1 data review checklist and help you understand what is involved with completing the checklist. See:
    • Stage 1 Customer Verification Checklist
    • Help you complete the Customer stage 1 data conversion checklist
    •  Run you and if possible one other team member at your business through a few parts of the “introduction to Readysell” training program.  The purpose being to show you enough about navigating around Readysell that you can complete the stage 1 data review checklist. See, as optional reading
    • What do I get for my data conversion
    • Readysell Data Conversion
    • Readysell Implementation
    • We can explain the “fail safe implementation methodology” to you.  Redysell is to ensure you have been sent all of the project documentation, such as the shared priorities checklist and that you understand the purpose of each of the project documents. See:


    • Sharon and Di to schedule in project, financial and training engagement meetings within a week
    • Review and update your stage 0 checklist. If all stage 1 and/or stage 2 on the stage 0 checklist are signed off. Contact Readysell and organize a planning review meeting with Readysell.

Week beginning Monday __/__/___   (Aim: Complete engagement, budgets and start training)


  • Sharon on our support team to schedule in a training engagement meeting with you, allow 2 hours in the afternoon.  See:

o   Training Engagement Meeting

o   Training Guide

o   Readysell YouTube Channel

    • Di on our support team to schedule in a financial engagement meeting with you, allow 1 hours in the early afternoon, around 2 pm. See:

o   What do I get for my training and financials budget

o   Financial Engagement Meeting

    • We need to agree the project budget including all costs such as training and site visits
      • Sharon and Di to help you get the budget for training and financials agreed. It is looking like you are going to exceed the 8 hours included.  Adding up planning sessions, training time.  Financial assistance is separate. We will firm this up next week
      • The budget overall is currently looking as follows:
        • 2 days Readysell on site for project engagement
        • 2-6 datas Readysell on site for conversion weekend
      • Around 5 hours’ financial implementation assistance. You will need to put quite a bit of effort in to keep the financials implementation assistance down to this level
      • Around 10 hours remote training and training audit. You have 8 included hours.  You will need to do a lot of self-training to keep the remote training to this level 
      • Thursday
      • Sharon on our support team to schedule in a remote training sessions with you, showing you how to move around the system and how to use the self-training materials, allow 2 hours in the afternoon
      • Friday
      • Self-training for 2-3 hours in the afternoon.  Try to get used to the self-training materials and process.  Test your knowledge from Thursday’s session.
      • Milestone: Before you complete the first weeks training, you must complete and sign off: Stage 1 Initial Data Conversion Customer Sign Off Checklist
  • Review and update your stage 0 checklist.  If all stage 1 and/or stage 2 on the stage 0 checklist are signed off.  Contact Readysell and organize a planning review meeting with Readysell.

Week beginning Monday __/__/____  (Aim: Complete all the training basics by allocating substantial training and self-training each afternoon)

      • Monday
        • Sharon on our support team to schedule in a remote training sessions with you, allow 1.5 hours in the afternoon.  Including more on using training videos and the training guide
      • Tuesday
  • Review and update your stage 0 checklist. If all stage 1 and/or stage 2 on the stage 0 checklist are signed off. Contact Readysell and organize a planning review meeting with Readysell.

Week beginning Monday __/__/____ (Aim: Complete training audit and correct training issues identified)

      • Daily breakup to be specified after the training engagement meeting
      • Self-training and training audit
      • Possible early start to data cleansing
  • Review and update your stage 0 checklist. If all stage 1 and/or stage 2 on the stage 0 checklist are signed off. Contact Readysell and organize a planning review meeting with Readysell.

Week beginning Monday __/__/____ (Aim: Data tidy up and parallel runs)

      • Final conversion of master data to be completed over the proceeding weekend if not earlier
      • Web integration enabled, at least in part by Sharon
      • Data tidy up completed by this week, if not earlier:
        • Addresses
        • Contacts/emails
        • Product
        • Customers flag as archive as required
        • Products flag as archive as required
      • Parallel runs
        • Sample as specified in final week on fail save implementation methodology
        • The parrallel runs must be done and signed off before you can go live
      • Catch up training
        • Training should be complete, but additional sessions can be scheduled if required
      • Milestones: Before you can talk with Readysell about setting a go live date, you must complete and sign off, before the Friday of this week at the latest:
  • Review and update your stage 0 checklist. If all stage 1 and/or stage 2 on the stage 0 checklist are signed off. Contact Readysell and organise a planning review meeting with Readysell.

Go live weekend Saturday__/__/___

Whats next?

  • There has to be a plan for what happens next after Readysell goes live. Installing Readysell is just the start, to get the best results for your business, we need to keep on activating new features and new practices in your business as you move towards best practice
    • If you are an Office Brands dealer, organize a whats next phone discussion with Geoff, a office brands principal who helps new dealers take on board the idea of keeping  forward towards best practice once the initial Readysell 8 conversion is complete
  • A few weeks after the system goes live, you have to start gradually implementing some of the more advanced features of
  • Readysell. So that you don't get stuck at the level you were on the first day of implementation:
  • Post implementation plan to be completed with the assistance of Geoff Kindred, Office Brands and Readysell. Including:
    • Special reports
    • Stocktake
    • Mobile picking
    • etc, etc.

What do I get?

  • Training notes
  •     Remote training 
    • Remote training is charged on a time and materials basis. 
    • Your team will need to rely on a lot of self-training and pick up the training audit feedback.
  •  Financials implementation assistance 
    •  Financials implementation assistance is charged on a time and materials basis and normally involves a few hours before go live and can involve days after go live. 
    •  Financials assistance is normally provided remotely 
    • Your team will need to pick up the financials quickly and put in quite a bit of their own time.
  •  Ongoing training 
    • Post implementation work, bringing new features on line will require training on a ongoing basis, every now and again, for many months after Readysell goes live