MTS #16 – Go Live Event Checklist

SMARTSystem Management Training Series

Training Session #16 – Go Live Event Checklist

Purpose:  Provide a smooth SMARTSystem Go Live start-up

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

• Go Live Event – Is the coordination of all activities to begin operations using the SMARTSystem.

Go Live Date Decision

The Go Live Date depends on two primary factors:

1. Staff understanding of how to use the SMARTSystem and
2. Using the new System to get their work done, without confusion.

Major Steps to achieve Go Live status:

• Imports are completed and information verified:
  • Customers
  • Vendors
  • Inventory
• Staff comfortable using the SMARTSystem
• Staff using the SMARTSystem to simulate daily activity.
• Quick Books is up and running.
• Computers, printers and scanners setup and configured for daily operations.
• Inventory balance capture procedures established and working in a test environment:
  • Fresh
  • Supplies
• Decision to Go Live and set a date.
• Database cleared/reset after staff completes their training and testing.
• Actual inventory balance forwards input and verified
• Begin using the new System

Go Live Week:

• System Control settings:
  1. System Options
  2. Default G/L accounts
  3. Reset starting numbers for:
     1. Invoice Number
     2. Sales Order Number
     3. PO Number
  4. SMTP for emailing

• Make sure that SQL backup is running nightly

• Save SQL backup to an external drive to be rotated weekly

• Clear database of all transactions

• Remove inactive records from:
  1. Customers
  2. Vendors
  3. Inventory

• Enter PO Standing Orders, if not already done.

Note: remember the first PO entry is a real PO to be ordered.

• Enter Sales Standing Orders, if not already done.  

Note: remember the first Sales entry is a real Sales Order.

• Take Inventory and enter Balance Forwards for:
  1. Supplies
  2. Fresh

• Begin Operations with the new System.

• When the day is finished execute the SMARTSystem End-of-Day checklist.

Follow-up Project:

Identify non-floral vendors to inactivate in SMARTSystem:

• Inactivate using Vendor Maintenance or
• Create a vendor excel spreadsheet
  1. Set status code to “I” to inactive for non-floral vendors
  2. Import inactive file
• Purge inactive vendors

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306 for assistance.