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iX ERP Implementation Playbook

    Implementing iX ERP transforms operations by unifying finance, inventory, sales, and procurement into a single cloud platform. This iX ERP implementation playbook gives a prescriptive, phase‑by‑phase implementation plan, governance model, data migration approach, change management steps, and measurable KPIs, so teams can go live in a predictable 8–16 week window and track ROI from day one.

    When to choose iX ERP

    • Rapid growth: frequent stock outs, manual spreadsheets, and multiple disconnected systems.
    • High transaction volume: orders or invoices causing processing backlogs.
    • Multi‑location complexity: warehouses, stores, or remote teams needing a single source of truth.
    • Need for scalability: want pay-as-you-go cloud ERP and faster feature updates.
    • Desire for automation: interest in Agentic AI features for routine tasks.

    Project phases & estimated timeline

    Assumed scope for iX ERP implementation playbook: core finance, inventory, sales, purchasing, 1–2 integrations. Typical duration: 8–16 weeks.

    1. Discovery (1–2 weeks)
    2. Design & configuration (2–4 weeks)
    3. Build & integrations (2–4 weeks)
    4. Testing & UAT (1–2 weeks)
    5. Cutover & go‑live (1 week)
    6. Hypercare & optimisation (4–12 weeks)

    Typical milestone calendar (high-level)

    • Week 1: Kick-off, discovery workshops, finalise scope
    • Weeks 2–4: System configuration, master data mapping
    • Weeks 5–8: Integrations & bespoke workflows, data migration runs
    • Weeks 9–10: UAT, performance testing, user training
    • Week 11: Cutover, go‑live
    • Weeks 12–20: Hypercare, KPI validation, iterative improvements

    Roles & governance (RACI summary)

    • Project Sponsor: Accountable — executive decisions, budget signoff.
    • Project Manager (Vendor or Client): Responsible — schedule, risks, vendor coordination.
    • Functional Leads (Finance, Ops, Sales, Inventory): Responsible/Consulted — requirements, UAT.
    • IT/Infrastructure: Consulted — integrations, network, SSO.
    • iX ERP Implementation Team: Responsible — configuration, data migration, training.
    • End Users: Informed/Responsible for UAT and adoption.

    Integration checklist

    • Core systems to integrate: accounting, e‑commerce (Shopify/Magento), POS, shipping/carrier, banking, payroll.
    • Data endpoints: master items, customers, suppliers, pricing, invoices, orders, inventory levels.
    • Integration methods: native connectors, REST APIs, webhooks, middleware (e.g., Zapier, Mulesoft) for complex mappings.
    • Security: API keys rotation, OAuth2, IP allow lists, TLS 1.2+.
    • Test cases: end-to-end sales order → pick/ship → invoice → payment.

    Data migration plan

    1. Extract: export source CSVs/DB dumps (items, customers, vendors, opening balances, historical invoices).
    2. Cleanse & map: normalise SKUs, de‑duplicate customers, reconcile opening balances.
    3. Transform: map source fields to iX ERP schema; handle units of measure and locations.
    4. Load (staging): run initial load to a sandbox, validate record counts.
    5. Validate: reconcile sample transactions, inventory totals, AR/AP balances.
    6. Cutover load: final delta load, freeze source if needed, confirm balances, then switch.

    Suggested migrations sequencing: master data → opening balances → beginning inventory snapshot → transactional history (last 3–12 months as needed).

    Change management & training

    • Communications plan: weekly status emails, executive updates, launch countdowns.
    • Training approach: train‑the‑trainer for functional leads + role‑based video micro‑lessons.
    • UAT program: scripted scenarios covering 20–30 critical workflows; maintain a defects log with SLA for fixes.
    • Adoption tactics: quick reference guides, contextual help, office hours in hypercare.

    Security & compliance

    • Authentication: SSO (SAML/OIDC) or robust password policies + MFA.
    • Data encryption: TLS in transit and AES‑256 at rest.
    • Access controls: least privilege roles, approval workflows for financial changes.
    • Backups & retention: daily backups, retention policy aligned with accounting requirements.
    • Audit trails: immutable logs for transactions, admin changes, and exports.
    • Compliance: map to relevant standards (GDPR, HIPAA if applicable, local tax regulations).

    KPIs & ROI measurement

    Track baseline and post‑go‑live; measure at 30/90/180 days.

    Suggested KPIs:

    • Order‑to‑cash time: days from order to cash receipt — target reduce by 20–40%.
    • Invoice processing time: hours per invoice — target reduce by 50% with automation.
    • Inventory turns: times per year — target increase 10–30% via improved visibility.
    • Stock out rate: % of orders with stock outs — target reduce by 30–60%.
    • Days payable outstanding (DPO) / Days sales outstanding (DSO): improvement ranges dependent on process.
    • Operational FTE reduction: transactions handled per FTE — quantify cost savings.
    • IT maintenance hours: reduction in on‑premise effort and patching time.

    ROI simple formula (example):

    • Annual savings = (FTE hours saved * loaded hourly rate) + inventory carrying cost reduction + avoided stock outs revenue + reduced payment/late fees.
    • Implementation cost = subscription + implementation services + internal project costs.
    • Payback months = Implementation cost / Monthly savings.

    Common risks & mitigations

    • Scope creep — enforce change control and phased releases.
    • Poor data quality — run pre‑migration cleansing cycles and sample reconciliations.
    • Low adoption — budget for training and early user support; incentivise power users.
    • Integration failures — allocate time for end‑to‑end testing and sandbox iterations.
    • Insufficient governance — establish steering committee and weekly status meetings.

    Cutover & 90‑day hypercare checklist

    Pre‑cutover:

    • Final data reconciliation completed and signed off.
    • Integration endpoints confirmed and smoke‑tested.
    • Back out plan documented and communicated.
    • User access and roles provisioned.

    Go‑live day:

    • Monitor transaction queues, system performance, and error logs.
    • Dedicated support channels and escalation matrix active.
    • Daily standups with vendor/client leads.

    Post‑go‑live (90 days):

    • Weekly KPI review and corrective backlog prioritisation.
    • Optimise workflows and automate manual steps identified in first 30 days.
    • Knowledge base updates and recorded training sessions.

    Downloads & CTAs (recommended)

    • Migration checklist (PDF) — master data, mapping, validation steps.
    • ROI calculator (spreadsheet) — baseline inputs, expected savings, payback.
    • Request a technical assessment/demo with sample timeline and cost estimate.

    Example 30‑day KPI validation plan

    • Day 0: Record baseline metrics.
    • Day 7: Verify system data accuracy and critical workflow throughput.
    • Day 30: Measure KPIs vs. baseline; report gaps and action plan.
    • Day 90: Confirm achieved savings and finalise process automations.

    Closing recommendation

    This iX ERP implementation playbook is guided by standard implementation methodology and for iX ERP standard features, enterprise special requirements require suitable schedule, customer with special requirements may run a 4‑week pilot focusing on one their requirements such as business unit or warehouse to validate integrations, data flows, and adoption. Use the pilot results to tune the full rollout and finalise the ROI case for wider deployment.

    iX ERP Features
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