Implementation Guidelines and Policies

Effective Date: January 01, 2017



Introduction

This document is intended to help you understand the activities, tasks, and roles during the implementation of Logiware software application modules. The components and steps outlined below are a high-level overview of the System Life Cycle Methodology used by Logiware. Logiware uses a combination of the Rational Unified Process and Agile Development Process, which are both best practices for developing, implementing, and supporting software.



Implementation Components

The implementation of Logiware application modules may include all or some of the following components:

  • Process Analysis
  • Implementation Project Plan
  • Software Setup and Configuration
  • Data Conversion and setup
  • Parallel testing
  • Training
  • Business Migration


Process Analysis

A process analysis is conducted by Logiware to ensure that the Logiware product set will meet the business process needs of the client. Interviews are held with the appropriate business staff to walk through the Client’s process. The Logiware software is demonstrated to the client in a step by step fashion. A comparison is made between the client’s current process/system and the Logiware system capabilities to determine if any process changes or gaps that need to be addressed. If so, these process changes or gaps are documented in a Process Analysis document and presented to the client along with any proposed methods to resolve the gaps.

Most gaps can be resolved by making document, workflow, or software setup changes by the user themselves. However, if a gap cannot be resolved by one of these methods, then a program change may be required. If so, an estimate of the cost to change the program in order to resolve the functionality gap will be included in the Process Analysis document.



Implementation Project Plan

Once the Process Analysis is completed and reviewed with the Client, a project plan is developed. Key tasks for completing the implementation are identified on the project plan along with timelines and resources. The plan will be reviewed with the client.



Software Setup and Configuration

Next, Logiware will assist you in setting up the software to accommodate your business process. Generally, this involves the following steps:

  • Document changes – Many times the process analysis reveals gaps in the Logiware documents available in the standard library and those needed by the customer. Logiware has a tool called “Doc Creator” that allows the user to modify or create new documents in the system to resolve these gaps. The user can open a document, add fields to the document, remove fields, change formatting, text, fonts, colors, etc.
  • Workflow changes - another area that changes frequently between customer processes is the workflow. The process analysis may reveal that the customer’s workflow is different than the standard Logiware workflow. For these changes, Logiware has a workflow module that allows the user to setup and modify the tasks involved in different types of shipments. Tasks can be assigned to users or groups and can trigger events to automatically happen in a shipment, such as sending documents, notifying people, or just assigning the next task. If a task is not done, then it can alert people as well. In most cases, Logiware can alter the workflow to accommodate the customers process.
  • Software Configuration Changes – Logiware is a data driven system, so many of the screens and features can be turned on or off to accommodate your business process.
  • Program Changes – As mentioned above, Logiware can also modify the programs to accommodate process changes. If that is the case, then Logiware will follow the steps outlined below:

    * The requirements will be documented, usually in the form of use-cases, and reviewed with the Client. A sign-off will be required to move forward.

    A design will be developed to address the requirement.

    The program(s) or system configuration will be modified to accommodate the gap.

    The customer will be asked to allocate a subject matter expert to test and verify the change has been completed satisfactorily.



Data Conversion and Setup

Data conversion and setup is a key step in the implementation of Logiware. Logiware will provide standard spreadsheet templates that will allow the customer to automatically upload trading partner and accounting information into the Logiware database. Logiware will also make a reasonable attempt to help the customer get the data into the standard spreadsheet format if data is extracted from another system and needs some minor formatting changes. Reference data, such as ports, cities, commodity codes, charge codes, and other information is already loaded in the Logiware system and can be reviewed by the client and modified directly in the system if needed.



Data to be loaded in Logiware usually includes:
  • Trading Partner information – names, addresses, contacts for customers, vendors, carriers, warehouses, and other partners.
  • Chart of Account and charge code mapping information for accounting


Reference data already loaded in Logiware that can be reviewed and modified by the customer usually includes:
  • Incoterms and payment terms
  • Ports, terminals, cities, countries, zip codes
  • Major ocean carriers, vessels, SCAC codes, airline carriers and codes
  • Charge codes
  • Commodity codes
  • Container and Package Types
  • Hazardous categories and codes


Transaction Data:

Transaction data includes historical shipment information (quote, booking, bill of lading, and other) that may be stored in another system or files.

The Logiware system has a standard import and export feature that can load and export data into and out of the Logiware system. This feature can be used to import transaction data into Logiware by using a standardized spreadsheet format.

The loading of transaction data, other than through the use of the standard import/export feature, is not included in the standard implementation. If the loading of transactional data is needed for the implementation, then Logiware will provide a separate quote for time and material to accomplish the task.



Parallel Testing

In order to ensure a smooth implementation, it is recommended that Logiware run in parallel to the existing system/process for an agreed upon period of time, usually a minimum of 5 business days. This provides both the Client and Logiware with a safety check to compare outputs from both systems and make any corrections necessary before going live in production on Logiware.



Training

Logiware offers online training that is accessible from the Logiware system at any time. In addition, Logiware holds weekly online webinar classes using GotoMeeting with a trainer. These services are included with your subscription service at no additional cost.

Under some circumstances, if required by the customer, classes may be held at the customer’s site. The class duration can range from 1-3 days to 1-3 weeks depending on the number of students and student scheduling. The class is designed to be a “train the trainer” format, so that the person trained can act as a trainer to other people in the company. If the training class is to be held at the customer site, then travel costs plus $300 per day for the trainer will be charged to the customer.



Business Migration

Once the parallel testing is complete, the client is ready to begin moving customers onto the Logiware platform. Small to mid-size clients may choose to move the entire customer base at one time. Larger clients will usually want to migrate customers onto Logiware in groups so that the transition is more manageable. Logiware will work with the client to develop a careful and conservative plan to make the migration smooth and easy.



Recommended Implementation Timeframes

Shown below are some general implementation timeframes based on our past experience. Your timeline may be shorter or longer based on your organization and resource availability:



Task 1-20 users 21-50 users 51-200 users 200+ users
Gap Analysis Week 1 Week 1-2 Month 1 TBD
Implementation Project Plan Week 1 Week 1-2 Month 1 TBD
Software Setup and Configuration Week 1-2 Week 2-6 Month 2-4 TBD
Data Conversion and setup Week 1-2 Week 2-6 Month 2-4 TBD
Parallel testing Week 3 Week 7-8 Month 5 TBD
Training Week 2-3 Week 7-8 Month 4-5 TBD
Business Migration Week 4 Week 9-12 Month 5-6 TBD
Duration 1 Months 3 Months 6 Months TBD