Efficient Multi-Site EAM Implementation at Renewi

First and foremost, across all project stages, the MaxGrip team set up and ran project management and change management. This is essential for success in all stages. For an efficient multi-site rollout like Renewi wanted, the project entails three key stages. The project is half way with implementation at two sites completed.

These are the steps that are taken.

Stage 1: Blueprinting

The initial phase of introducing IFS Ultimo at Renewi UK begins with the blueprinting stage. This critical phase focuses on developing a comprehensive plan, or blueprint, detailing the setup and configuration of the software according to specific requirements. It consists of two primary workstreams: business process design and detailed functional design, which together establish a solid foundation for the project.

• Business Process Design
  In collaboration with key users, the implementation team develops the design for maintenance processes essential to the system’s introduction. This involves conducting workshops with a select group of key users to define how all sites will adhere to uniform, standardized maintenance processes.
• Detailed Functional Design
  This workstream is dedicated to formulating a functional blueprint that outlines the precise setup and configuration of the software. The objective is to define the software’s functionality, establish acceptance criteria, and detail the implementation approach.

Throughout the blueprinting stage, the implementation team engages in regular design reviews. These reviews are essential to ensure that the blueprint aligns with the project requirements and is technically viable for implementation.

Stage 2: Realization & Build

The realization and build phase is where the project team focuses on actualizing the detailed design specifications

• Data Migration
  Data collection, reviewing, cleansing and migration is crucial to the success of an EAM system implementation. The MaxGrip consultants start with developing data collection sheets that align with the data requirements outlined in the detailed design. These templates are crucial for importing data into the IFS Ultimo system. Meanwhile, the Renewi site team is responsible for data collection and delivery, ensuring that all relevant data is gathered efficiently. The data is then reviewed and cleansed to safeguard a smooth integration in the new Enterprise Asset Management (EAM) system without outdated or incorrect data. The MaxGrip team is responsible for the actual migration of data into the IFS Ultimo system, ensuring the integrity and accuracy of the data transferred.

• Configuration and Testing
  System Configuration and Functional Setup involves setting up the IFS Ultimo system in accordance with the detailed design and preparing it for testing against the established acceptance criteria. After the configuration, the team evaluates the system based on the functional requirements and acceptance criteria using a predefined test plan. The project team or key users then conduct tests to validate and ensure the integrity of the imported data. Following successful functional testing, a User Acceptance Test is performed by the Renewi site team. This involves end-users testing the system to verify that it meets their needs and that they are satisfied with its functionality. The build, configuration, and setup details of the system will be documented for future reference and maintenance.

• Training
  E-Learning: IFS Ultimo offers an e-learning platform. The Renewi end-users get familiarized with all the system functionalities thanks to this pragmatic online way of learning. On-Site End-User Training: In addition to e-learning, hands-on training sessions are conducted on-site to ensure users are thoroughly familiarized with the IFS Ultimo system. The certified MaxGrip consultants will be on-site to provide the training and be available after for follow-up questions.

This comprehensive approach in the realization and build phase ensures that the system not only meets the technical requirements but is also well-received and effectively used by all end-users.

Stage 3: Go-live and Post-Implementation

This final phase marks the official rollout of the software system to end-users, making it fully operational – a key milestone referred to as “Go-live.”

Following the system’s launch, it is essential to closely monitor its performance to ensure it operates as intended. The initial period following the system’s introduction is critical for user experience. During this time, also called the hyper care stage, the implementation team provides extensive support to help end-users navigate their initial interactions with the new system. The MaxGrip consultant is also on-site to assist. The support includes on-the-job coaching and opportunities for Q&A and walk-in help. These efforts are designed to smooth the transition, address any immediate issues, and optimize user competency and confidence with the system.