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:banner: banners/getting_started.jpg
==========================
Odoo Online Implementation
==========================
This document summarizes **Odoo Online's services**, our Success Pack
**implementation methodology**, and best practices to get started
with our product.
*We recommend that new Odoo Online customers read this document before
the kick-off call with our project manager. This way, we save time and
don't have to use your hours from the success pack discussing the
basics.*
*If you have not read this document, our project manager will review
this with you at the time of the kick-off call.*
Getting Started
===============
Do not wait for the kick-off meeting to begin playing with the software.
The more exposure you have with Odoo, the more time you will save later
during the implementation.
Once you purchase an Odoo Online subscription, you will receive
instructions by email on how to activate or create your database. From
this email, you can activate your existing Odoo database or create a new
one from scratch.
If you did not receive this email, e.g. because the payment was made by
someone else in your company, contact our support team using our
`online support form <https://www.odoo.com/help>`__.
.. image:: media/getting_started02.png
:align: center
Fill in the sign-in or sign-up screens and you will get your first Odoo
database ready to be used.
In order to familiarize yourself with the user interface, take a few
minutes to create records: *products, customers, opportunities* or
*projects/tasks*. Follow the blinking dots, they give you tips about
the user interface as shown in the picture below.
+----------------+----------------+
| |left_pic| | |right_pic| |
+----------------+----------------+
Once you get used to the user interface, have a look at the
implementation planners. These are accessible from the Settings app, or
from the top progress bar on the right hand side of the main
applications.
.. image:: media/getting_started05.png
:align: center
These implementation planners will:
- help you define your goals and KPIs for each application,
- guide you through the different configuration steps,
- and provide you with tips and tricks to getting the most out of Odoo.
Fill in the first steps of the implementation planner (goals,
expectations and KPIs). Our project manager will review them with you
during the implementation process.
.. image:: media/getting_started06.png
:align: center
If you have questions or need support, our project manager will guide
you through all the steps. But you can also:
- Read the documentation on our website:
`https://www.odoo.com/documentation/user <https://www.odoo.com/documentation/user>`__
- Watch the videos on our eLearning platform (free with your first Success Pack):
`https://odoo.thinkific.com/courses/odoo-functional <https://odoo.thinkific.com/courses/odoo-functional>`__
- Watch the webinars on our
`Youtube channel <https://www.youtube.com/user/OpenERPonline>`__
- Or send your questions to our online support team through our
`online support form <https://www.odoo.com/help>`__.
What do we expect from you?
===========================
We are used to deploying fully featured projects within 25 to 250 hours of
services, which is much faster than any other ERP vendor on the market.
Most projects are completed between 1 to 9 calendar months.
But what really **differentiates between a successful implementation and
a slow one, is you, the customer!** From our experience, when our customer
is engaged and proactive the implementation is smooth.
Your internal implementation manager
------------------------------------
We ask that you maintain a single point of contact within your company to
work with our project manager on your Odoo implementation. This is to ensure
efficiency and a single knowledge base in your company.
Additionally, this person must:
- **Be available at least 2 full days a week** for the project,
otherwise you risk slowing down your implementation. More is better with
the fastest implementations having a full time project manager.
- **Have authority to take decisions** on their own. Odoo usually
transforms all departments within a company for the better. There
can be many small details that need quick turnarounds for answers and
if there is too much back and forth between several internal decision
makers within your company it could potentially seriously slow everything down.
- **Have the leadership** to train and enforce policies internally with full support
from all departments and top management, or be part of top management.
Integrate 90% of your business, not 100%
----------------------------------------
You probably chose Odoo because no other software allows for such a high
level of automation, feature coverage, and integration. But **don't be an
extremist.**
Customizations cost you time, money, are more complex to maintain, add risks
to the implementation, and can cause issues with upgrades.
Standard Odoo can probably cover 90% of your business processes and requirements.
Be flexible on the remaining 10%, otherwise that 10% will cost you twice the original
project price. One always underestimates the hidden costs of customization.
- **Do it the Odoo way, not yours.** Be flexible, use Odoo the way it
was designed. Learn how it works and don't try to replicate the
way your old system(s) work.
- **The project first, customizations second.** If you really want to
customize Odoo, phase it towards the end of the project, ideally
after having been in production for several months. Once a customer
starts using Odoo, they usually drop about 60% of their customization
requests as they learn to perform their workflows out of the box, or
the Odoo way. It is more important to have all your business processes
working than customizing a screen to add a few fields here and there
or automating a few emails.
Our project managers are trained to help you make the right decisions and
measure the tradeoffs involved but it is much easier if you are aligned
with them on the objectives. Some processes may take more time than your
previous system(s), however you need to weigh that increase in time with
other decreases in time for other processes. If the net time spent is
decreased with your move to Odoo than you are already ahead.
Invest time in learning Odoo
----------------------------
Start your free trial and play with the system. The more comfortable you
are navigating Odoo, the better your decisions will be and the quicker
and easier your training phases will be.
Nothing replaces playing with the software, but here are some extra
resources:
- Documentation:
`https://www.odoo.com/documentation/user <https://www.odoo.com/documentation/user>`__
- Introduction Videos:
`https://www.odoo.com/r/videos <https://www.odoo.com/r/videos>`__
- Customer Reviews:
`https://www.odoo.com/blog/customer-reviews-6 <https://www.odoo.com/blog/customer-reviews-6>`__
Get things done
---------------
Want an easy way to start using Odoo? Install Odoo Notes to manage your
to-do list for the implementation:
`https://www.odoo.com/page/notes <https://www.odoo.com/page/notes>`__.
From your Odoo home, go to Apps and install the Notes application.
.. image:: media/getting_started07.png
:align: center
This module allows you to:
- Manage to-do lists for better interactions with your consultant;
- Share Odoo knowledge & good practices with your employees;
- Get acquainted with all the generic tools of Odoo: Messaging,
Discussion Groups, Kanban Dashboard, etc.
.. image:: media/getting_started08.png
:align: center
.. tip::
This application is even compatible with the Etherpad platform
(http://etherpad.org). To use these collaborative pads rather than
standard Odoo Notes, install the following add-on: Memos Pad.
What should you expect from us?
===============================
Subscription Services
---------------------
Cloud Hosting
~~~~~~~~~~~~~
Odoo provides a top notch cloud infrastructure including backups in
three different data centers, database replication, the ability to
duplicate your instance in 10 minutes, and more!
- Odoo Online SLA:
`https://www.odoo.com/page/odoo-online-sla <https://www.odoo.com/page/odoo-online-sla>`__\
- Odoo Online Security:
`https://www.odoo.com/page/security <https://www.odoo.com/fr_FR/page/security>`__
- Privacy Policies:
`https://www.odoo.com/page/odoo-privacy-policy <https://www.odoo.com/page/odoo-privacy-policy>`__
Support
~~~~~~~
Your Odoo Online subscription includes **unlimited 24hr support at no extra
cost, Monday to Friday**. Our teams are located around the world to ensure you
have support, no matter your location. Your support representative could be
communicating to you from San Francisco, Belgium, or India!
What kind of support is included?
- Providing you with relevant material (guidelines, product documentation,
etc...)
- Answers to issues that you may encounter in your standard Odoo database (eg.
“I cannot close my Point of Sale” or “I cannot find my sales KPIs?”)
- Questions related to your account, subscription, or billing
- Bug resolution (blocking issues or unexpected behaviour not due to
misconfiguration or customization)
- Issues that might occur in a test database after upgrading to a newer version
*Odoo Support does not make changes to your production database, but gives you
the material and knowledge to do it yourself!*
What kind of support is not included?
- Questions that require us to understand your business processes in order to
help you implement your database
- Training on how to use our software (we will direct you to our many resources)
- Importation of documents into your database
- Guidance on which configurations to apply inside of an application or the database
- How to set up configuration models (Examples include: Inventory Routes,
Payment Terms, Warehouses, etc)
- Questions or issues related to specific developments or customizations done
either by Odoo or a third party (this is specific only to your database or
involving code)
You can get this type of support with a `Success Pack <https://www.odoo.com/pricing-packs>`__.
With a pack, one of our consultants will analyze the way your business runs and
tell you how you can get the most out of your Odoo Database. We will handle all
configurations and coach you on how to use Odoo.
Our support team can be contacted through our
`online support form <https://www.odoo.com/help>`__.
Upgrades
~~~~~~~~
Once every two months, Odoo releases a new version. You will get an
upgrade button within the **Manage Your Databases** screen. Upgrading your
database is at your own discretion, but allows you to benefit from new
features.
We provide the option to upgrade in a test environment so that you can
evaluate a new version or train your team before the rollout. Simply
fill our `online support form <https://www.odoo.com/help>`__ to make this request.
Success Pack Services
---------------------
The Success Pack is a package of premium hour-based services performed by
a dedicated project manager and business analyst. The initial allotted hours
you purchased are purely an estimate and we do not guarantee completion of
your project within the first pack. We always strive to complete projects
within the initial allotment however any number of factors can contribute
to us not being able to do so; for example, a scope expansion (or "Scope Creep")
in the middle of your implementation, new detail discoveries, or an increase
in complexity that was not apparent from the beginning.
The list of services according to your Success Pack is detailed online:
`https://www.odoo.com/pricing-packs <https://www.odoo.com/pricing-packs>`__
The goal of the project manager is to help you get to production within
the defined time frame and budget, i.e. the initial number of hours
defined in your Success Pack.
His/her role includes:
- **Project Management:** Review of your objectives & expectations,
phasing of the implementation (roadmap), mapping your
business needs to Odoo features.
- **Customized Support:** By phone, email or webinar.
- **Training, Coaching, and Onsite Consulting:** Remote trainings via
screen sharing or training on premises. For on-premise training
sessions, you will be expected to pay extra for travel expenses
and accommodations for your consultant.
- **Configuration:** Decisions about how to implement specific needs in
Odoo and advanced configuration (e.g. logistic routes, advanced
pricing structures, etc.)
- **Data Import**: We can do it or assist you on how to do it with a
template prepared by the project manager.
If you have subscribed to **Studio**, you benefit from the following
extra services:
- **Customization of screens:** Studio takes the Drag and Drop approach to
customize most screens in any way you see fit.
- **Customization of reports (PDF):** Studio will not allow you
to customize the reports yourself, however our project managers have
access to developers for advanced customizations.
- **Website design:** Standard themes are provided to get started at
no extra cost. However, our project manager can coach you on how to utilize
the building blocks of the website designer. The time spent will consume
hours of your Success Pack.
- **Workflow automations:** Some examples include setting values in fields based on
triggers, sending reminders by emails, automating actions, etc.
For very advanced automations, our project managers have access
to Odoo developers.
If any customization is needed, Odoo Studio App will be required. Customizations
made through Odoo Studio App will be maintained and upgraded at each Odoo upgrade,
at no extra cost.
All time spent to perform these customizations by our Business Analysts will be
deducted from your Success Pack.
In case of customizations that cannot be done via Studio and would require a
developers intervention, this will require Odoo.sh, please speak to your
Account Manager for more information. Additionally, any work performed by a
developer will add a recurring maintenance fee to your subscription to cover
maintenance and upgrade services. This cost will be based on hours spent by
the developer: 4€ or $5/month, per hour of development will be added to the
subscription fee.
**Example:** A customization that took 2 hours of development will cost:
2 hours deducted from the Success Pack for the customization development
2 * $5 = $10/month as a recurring fee for the maintenance of this customization
Implementation Methodology
==========================
We follow a **lean and hands-on methodology** that is used to put
customers in production in a short period of time and at a low cost.
After the kick-off meeting, we define a phasing plan to deploy Odoo
progressively, by groups of apps.
.. image:: media/getting_started09.png
:align: center
The goal of the **Kick-off call** is for our project manager to come
to an understanding of your business in order to propose an
implementation plan (phasing). Each phase is the deployment of a set of
applications that you will fully use in production at the end of the
phase.
For every phase, the steps are the following:
1. **Onboarding:** Odoo's project manager will review Odoo's business
flows with you, according to your business. The goal is to train
you, validate the business process and configure according to
your specific needs.
2. **Data:** Created manually or imported from your existing system.
You are responsible for exporting the data from your existing system
and Odoo's project manager will import them in Odoo.
3. **Training:** Once your applications are set up, your data imported, and
the system is working smoothly, you will train your users. There will
be some back and forth with your Odoo project manager to answer questions
and process your feedback.
4. **Production**: Once everyone is trained, your users start using
Odoo.
Once you are comfortable using Odoo, we will fine-tune the process and
**automate** some tasks and do the remaining customizations (**extra
screens and reports**).
Once all applications are deployed and users are comfortable with Odoo,
our project manager will not work on your project anymore (unless you
have new needs) and you will use the support service if you have further
questions.
Managing your databases
=======================
To access your databases, go to Odoo.com, sign in and click **My
Databases** in the drop-down menu at the top right corner.
.. image:: media/getting_started10.png
:align: center
Odoo gives you the opportunity to test the system before going live or
before upgrading to a newer version. Do not mess up your working
environment with test data!
For those purposes, you can create as many free trials as you want
(each available for 15 days). Those instances can be instant copies of your
working environment. To do so, go to the Odoo.com account in **My
Organizations** page and click **Duplicate**.
.. image:: media/getting_started11.png
:align: center
.. image:: media/getting_started12.png
:align: center
You can find more information on how to manage your databases
:ref:`here <db_management/documentation>`.
Customer Success
:banner: banners/getting_started.png
====================================
Basics of the QuickStart Methodology
====================================
This document summarizes Odoo Online's services, our Success Pack
implementation methodology, and best practices to get started with our
product.
1. The SPoC (*Single Point of Contact*) and the Consultant
==========================================================
Within the context of your project, it is highly recommended to
designate and maintain on both sides (your side and ours) **one
and only single person of contact** who will take charge and assume
responsibilities regarding the project. He also has to have **the
authority** in terms of decision making.
- **The Odoo Consultant ensures the project implementation from A to Z**:
From the beginning to the end of the project, he ensures the overall
consistency of the implementation in Odoo and shares his expertise
in terms of good practices.
- **One and only decision maker on the client side (SPoC)**:
He is responsible for the business knowledge transmission
(coordinate key users intervention if necessary) and the consistency
of the implementation from a business point of view (decision
making, change management, etc.)
- **Meetings optimization**:
The Odoo consultant is not involved in the process of decision
making from a business point of view nor to precise processes and
company's internal procedures (unless a specific request or an
exception). Project meetings, who will take place once or twice a
week, are meant to align on the business needs (SPoC) and to define
the way those needs will be implemented in Odoo (Consultant).
- **Train the Trainer approach**:
The Odoo consultant provides functional training to the SPoC so that
he can pass on this knowledge to his collaborators. In order for
this approach to be successful, it is necessary that the SPoC is
also involved in its own rise in skills through self-learning via
the `Odoo documentation <http://www.odoo.com/documentation/user/10.0/index.html>`__, `The elearning platform <https://odoo.thinkific.com/courses/odoo-functional>`__ and the testing of functionalities.
2. Project Scope
================
Odoo is passionate about delighting our customers and ensuring that
they have all the resources needed to complete their project.
To make sure all the stakeholders involved are always aligned, it is
necessary to define and to make the project scope evolve as long as the
project implementation is pursuing.
During the implementation phase, your point of contact is the project
manager and eventually the support team.
- **A clear definition of the initial project scope**:
A clear definition of the initial needs is crucial to ensure the
project is running smoothly. Indeed, when all the stakeholders share
the same vision, the evolution of the needs and the resulting
decision-making process are more simple and more clear.
Once you are in production, you will probably have less interaction
with your project manager. At that time, we will assign a member of
our Client Success Team to you. They are specialized in the long-term
relationship with our customers. They will contact you to showcase new
versions, improve the way you work with Odoo, assess your new needs,
etc...
- **Phasing the project**:
Favoring an implementation in several coherent phases allowing
regular production releases and an evolving takeover of Odoo by the
end users have demonstrated its effectiveness over time. This
approach also helps to identify gaps and apply corrective actions
early in the implementation.
Our internal goal is to keep customers for at least 10 years and offer
them a solution that grows with their needs!
- **Adopting standard features as a priority**:
Odoo offers a great environment to implement slight improvements
(customizations) or more important ones (developments).
Nevertheless, adoption of the standard solution will be preferred as
often as possible in order to optimize project delivery times and
provide the user with a long-term stability and fluid scalability of
his new tool. Ideally, if an improvement of the software should
still be realized, its implementation will be carried out after an
experiment of the standard in production.
Welcome aboard and enjoy your Odoo experience!
.. seealso::
* :doc:`../../db_management/documentation`
.. image:: media/getting_started13.png
.. image:: media/basic_quickstart01.png
:align: center
.. |left_pic| image:: media/getting_started03.png
.. |right_pic| image:: media/getting_started04.png
3. Managing expectations
========================
The gap between the reality of an implementation and the expectations of
future users is a crucial factor. Three important aspects must be taken
into account from the beginning of the project:
- **Align with the project approach**:
Both a clear division of roles and responsibilities and a clear
description of the operating modes (validation, problem-solving,
etc.) are crucial to the success of an Odoo implementation. It is
therefore strongly advised to take the necessary time at the
beginning of the project to align with these topics and regularly
check that this is still the case.
- **Focus on the project success, not on the ideal solution**:
The main goal of the SPoC and the Consultant is to carry out the
project entrusted to them in order to provide the most effective
solution to meet the needs expressed. This goal can sometimes
conflict with the end user's vision of an ideal solution. In that
case, the SPoC and the consultant will apply the 80-20 rule: focus
on 80% of the expressed needs and take out the remaining 20% of the
most disadvantageous objectives in terms of cost/benefit ratio
(those proportions can of course change over time). Therefore, it
will be considered acceptable to integrate a more time-consuming
manipulation if a global relief is noted.
Changes in business processes may also be proposed to pursue this
same objective.
- **Specifications are always EXPLICIT**:
Gaps between what is expected and what is delivered are often a
source of conflict in a project. In order to avoid being in this
delicate situation, we recommend using several types of tools\* :
- **The GAP Analysis**: The comparison of the request with the standard
features proposed by Odoo will make it possible to identify the
gap to be filled by developments/customizations or changes in
business processes.
- `The User Story <https://help.rallydev.com/writing-great-user-story>`__:
This technique clearly separates the responsibilities between the
SPoC, responsible for explaining the WHAT, the WHY and the WHO,
and the Consultant who will provide a response to the HOW.
.. image:: media/basic_quickstart02.png
:align: center
- `The Proof of Concept <https://en.wikipedia.org/wiki/Proof_of_concept>`__
A simplified version, a prototype of what is expected to agree on
the main lines of expected changes.
- **The Mockup**: In the same idea as the Proof of Concept, it will align
with the changes related to the interface.
To these tools will be added complete transparency on the possibilities
and limitations of the software and/or its environment so that all
project stakeholders have a clear idea of what can be expected/achieved
in the project. We will, therefore, avoid basing our work on hypotheses
without verifying its veracity beforehand.
*This list can, of course, be completed by other tools that would more
adequately meet the realities and needs of your project*
4. Communication Strategy
=========================
The purpose of the QuickStart methodology is to ensure quick ownership
of the tool for end users. Effective communication is therefore crucial
to the success of this approach. Its optimization will, therefore, lead
us to follow those principles:
- **Sharing the project management documentation**:
The best way to ensure that all stakeholders in a project have the
same level of knowledge is to provide direct access to the project's
tracking document (Project Organizer). This document will contain
at least a list of tasks to be performed as part of the
implementation for which the priority level and the manager are
clearly defined.
The Project Organizer is a shared project tracking tool that
allows both detailed tracking of ongoing tasks and the overall
progress of the project.
- **Report essential information**:
In order to minimize the documentation time to the essentials, we
will follow the following good practices:
- Meeting minutes will be limited to decisions and validations;
- Project statuses will only be established when an important milestone
is reached;
- Training sessions on the standard or customized solution will be
organized.
5. Customizations and Development
=================================
Odoo is a software known for its flexibility and its important evolution
capacity. However, a significant amount of development contradicts a
fast and sustainable implementation. This is the reason why it is
recommended to:
- **Develop only for a good reason**:
The decision to develop must always be taken when the cost-benefit
ratio is positive (saving time on a daily basis, etc.). For example,
it will be preferable to realize a significant development in order
to reduce the time of a daily operation, rather than an operation to
be performed only once a quarter. It is generally accepted that the
closer the solution is to the standard, the lighter and more fluid
the migration process, and the lower the maintenance costs for both
parties. In addition, experience has shown us that 60% of initial
development requests are dropped after a few weeks of using standard
Odoo (see "Adopting the standard as a priority").
- **Replace, without replicate**:
There is a good reason for the decision to change the management
software has been made. In this context, the moment of
implementation is THE right moment to accept and even be a change
initiator both in terms of how the software will be used and at the
level of the business processes of the company.
6. Testing and Validation principles
====================================
Whether developments are made or not in the implementation, it is
crucial to test and validate the correspondence of the solution with the
operational needs of the company.
- **Role distribution**:
In this context, the Consultant will be responsible for delivering a
solution corresponding to the defined specifications; the SPoC will
have to test and validate that the solution delivered meets the
requirements of the operational reality.
- **Change management**:
When a change needs to be made to the solution, the noted gap is
caused by:
- A difference between the specification and the delivered solution - This is a correction for which the Consultant is responsible
**or**
- A difference between the specification and the imperatives of
operational reality - This is a change that is the responsibility of SPoC.
7. Data Imports
===============
Importing the history of transactional data is an important issue and
must be answered appropriately to allow the project running smoothly.
Indeed, this task can be time-consuming and, if its priority is not well
defined, prevent production from happening in time. To do this as soon
as possible, it will be decided :
- **Not to import anything**:
It often happens that after reflection, importing data history is
not considered necessary, these data being, moreover, kept outside
Odoo and consolidated for later reporting.
- **To import a limited amount of data before going into production**:
When the data history relates to information being processed
(purchase orders, invoices, open projects, for example), the need to
have this information available from the first day of use in
production is real. In this case, the import will be made before the
production launch.
- **To import after production launch**:
When the data history needs to be integrated with Odoo mainly for
reporting purposes, it is clear that these can be integrated into
the software retrospectively. In this case, the production launch of
the solution will precede the required imports.

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