DEPOT Software 2019 - 03 The How To Guide

THE HOW TO GUIDE All the steps to carry out a successful DEPOT Software implementation project

Adress: DEPOT Software De Zelling 8 3342GS H-I-Ambacht The Netherlands

Phone: Reception: +31 78 68 11 500 Accounts: +31 78 68 11 502 Support: +31 78 68 11 502

Enabling tank container service providers to make their next move

Online: info@depotsoftware.com support@depotsoftware.com www.depotsoftware.com

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You don’t just buy an application: we guide you from the start to continuous improvement Your next move Powerful business software for Tank Container Service Providers, that is what we have created for you the last twenty years and what we will continue to do in the future. For more than 65 organizations worldwide.

DEPOT Software was created to help depot employees work hard and effectively. This is the DEPOT Software mentality. We work hard, grow and innovate through blood sweat and tears. We do not stop, and always aim to make the next move.

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Our business software enables you to focus on the next goal, the next challenge. Quit waiting for what the future brings you; get in control! Analyze, test, and improve your depot operations, your organization and your business model, continuously, with the powerful business software of DEPOT Software.

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table of contents

All the steps to carry out a successful DEPOT Software implementation project

Continuous improvement

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HOW TO START

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HOW TO KEEP IMPROVING

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Insight

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Account planning

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Governance

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Maintenance & support

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OTHER SERVICES, SYSTEMS & HARDWARE

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Hardware

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Validation

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Commitment

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HOW TO GET THERE

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Lucrasoft IT Beheer

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Realization

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Dutch Grit

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Conversion

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Go-live

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The DEPOT Software team

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Advisory services

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Deployment services

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Knowledge services

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Development services

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Support services

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To accomplish real change, four things are vital: gaining insight into the depot business processes, governance, validation, and commitment to the new strategy

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HOW TO start

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HOW to start

INSIGHT To achieve optimal strategic objectives, a DEPOT Software implementation should focus on optimizing the operational depot environment. Insight into where to improve can only come from identifying and documenting the depot business model and processes.

For a successful project, Tank Cleaning Service Providers need to start by answering the following questions: 1. Which developments need to be included in our long-term strategy?

2. Which processes are created, or changed, for the benefit of these developments?

3. What is required to make these processes successful?

4. Which applications are impacted by these requirements?

GOVERNANCE The second step towards a successful implementation is governance. Governance is the structuring and management of people, technology, controls, and of information systems including operational depot systems, to effectively support the achievement of the organization’s goals. Effective governance helps control risks, reduce costs, improve performance, and deliver meaningful business benefits.

INSIGHT

GOVERNANCE

All the steps to carry out a successful DEPOT Software implementation project

Continuous improvement

VALIDATION As shown above, implementing DEPOT Software includes more than merely implementing a new IT solution. To make sure all aspects are aligned, validation checks are vital.

Validation checks are used to align business objectives with the process model. Once the future desired business process has been defined, Tank Cleaning Service Providers should perform a validation check against the process model. Only when the outcome of this check is positive they can expect a successful implementation of the new process and application model.

COMMITMENT To complete the growth curve and create competitive value, commitment to the strategy by all stakeholders is essential. One significant risk is present in all implementation steps: losing sight of the end goal by focusing on rapid gains. Often these are used to persuade IT and business to execute the strategy on tactical and operational level. But what organizations that are satisfied with these results tend to forget is that there is also a long-term strategy.

VALIDATION

COMMITMENT

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01

HOW TO start Insight

BUSINESS CASE & PROCESS ANALYSIS DEPOT Software provides analysis and advise services in the form of a Process Analysis (PA) that describes each Tank Container Service Provider business process followed by a recommendation. The current process is compared with the best practice DEPOT Software configuration and the benefits become clear.

MULTI-SITE OR SINGLE-SITE When a project involves multiple sites, the first site will be developed as a kernel, a “blueprint” of core activity common on all sites, that will be rolled out on all subsequent sites. For each subsequent site an additional process analysis is created that maps out deviations from the kernel.

SERVICES & DELIVERABLES Business case & process analysis with conclusions & recommendations Tailored offer

Governance A project implementation is performed according to a Project Initiation Document (PID). This guiding document consists of the customers’ strategic goals, scope, project organization and steering committee, reporting frameworks, project constraints, milestones, a project risk matrix and cost control.

STEERING COMMITTEE Provides guidance, direction and control to a project

PROJECT MANAGEMENT Operational management of the project. Scope, resources, escalation, issues, progress, team meetings, project reporting by exception to Steering Committee and end responsible for the project

LUCRASOFT PROJECT GROUP Implementation of tasks, local consultancy, remote consultancy, development, request processing, issue handling

OPERATIONS GROUP Operational business (depot services) (members can vary per site)

FINANCE GROUP Finance and administration (members can vary per site)

SERVICES & DELIVERABLES Project Initiation Document (PID) IT GROUP Provides IT services, infrastructure, provides IT support in close contact with the Lucrasoft Project group (members can vary per site)

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All the steps to carry out a successful DEPOT Software implementation project

Continuous improvement

Validation Implementing DEPOT Software requires an investment and project that begins with strategic planning.

90% of DEPOT Software users stated that their business and financial processes have benefited from DEPOT Software. But without measuring, they cannot know if this is because the system helps maintain their status quo, or if DEPOT Software really helps create value.

To determine what should be evaluated, keep in mind that implementation of DEPOT Software is only the first part of a growth curve. Constant evaluation is required to complete every stage of such a curve, not just the DEPOT Software implementation.

SERVICES & DELIVERABLES Measurable project Critical Success Factors (CSF’s)

Commitment Commitment to the plan & future results applies not just to the initial process, but also to the period after the change has been completed. If this is not arranged before the start, there is a serious risk of lack of commitment in the future, especially when the future situation turns out not to be 100% as agreed in the business case.

To ensure future commitment, take the following into account when designing and implementing the new governance model: Identify the key staff members, or change agents, who should drive the change Identify change delta (ist-soll) for each process, with a change program for each of them Install a deployment organization Outline the predicted impact of implementing the future solution Make sure all key players agree on the way forward Identify the scope of the change, required effort, and key focal points Install a clear governance structure to evaluate the system and reach decisions on issue and changes that may come up

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Our project flow guides you through the process

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HOW TO get there Now it’s time to begin the transition and implementation towards the new situation At this stage, keeping sight of the end goal is key. Do not fall into the trap of collecting easy gains by implementing the smallest impact/change first. This increases the risk of losing track of the long term strategy.

REALIZATION

CONVERSION

GO-LIVE

SUPPORT & EVALUATION

IT Plan

Detailed go-live plan

Actual data migration

Transfer of application support

Install & configure application environment

User training

Subsequent go-live actions

Project evaluation meeting

Data migration plan

Conversion acceptance (Go/No go)

On-site support

Disband project team

Prepare & test interfaces

Operational go-live

Account & customer service management

Install & configure local peripherals

Financial go-live

Install & configure application environment

Prepare test cases with key users

Realisation Acceptance

COMMUNICATION & DOCUMENTATION

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HOW to GET there: project

All the steps to carry out a successful DEPOT Software implementation project

Continuous improvement

Realization IT-PLAN An IT-plan collects information about the customer IT environment, how the DEPOT Software application suite is deployed and maintained, and how hardware resources are governed. It also describes procedures on initial deployment, backups, updates and rollbacks.

INSTALLATION & CONFIGURATION OF APPLICATION ENVIRONMENT A technical consultant deploys the application environment using an automated deployment tool.

INITIAL DATA MIGRATION Strategies concerning master tables, historic data, live data and synchronization vs. one-time migration are described in the data migration plan, according to best practices.

Initial data migration is performed.

REALIZATION

CONVERSION

INTERFACE PREPARATION & TESTS The interface plan document describes the steps to be taken for a successful interface implementation. It provides a simple checklist to easily keep track of tasks, assigned responsibilities and keep track of milestone dates to keep the go-live of the interface on track.

ACCEPTANCE TEST The acceptance test is performed and results in a go/ no-go decision to proceed to the next phase of the project.

Interfaces are tested and results are validated by the proper stakeholder.

LOCAL PERIPHERALS Local hardware peripherals are prepared, installed and tested in collaboration between our Lead Consultant and the customers IT-party.

INITIAL DATA MIGRATION The lead consultant sets up acceptance test cases with key users, based on the original Process Analysis Document, in concordance with the validation strategies as put down by the customer.

GO-LIVE

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HOW TO get there: project

DETAILED GO-LIVE PLAN You as a customer should be able to keep track of the go-live process of the solution.

To achieve this, you assign an in-house project leader who oversees the proper implementation of the software, and keeps track of planning, project scope and priorities if any additional requirements arise.

This document provides a simple checklist to easily keep track of tasks, assigned responsibilities and keep track of milestone dates to keep the go-live of the solution on track.

Any subsequent actions that need to be performed after go-live are also described in the document, as well as outstanding issues that are not critical to solve before go-live.

Not only your business develops continuously, so does your workforce. It is a must to train new Depot workers in the usage of Depot Software and to train continuously existing workers to discover the new possibilities of the software and improves efficiency and effectiveness of the depot operations.

Training is offered on site and off site , individual or classical (group).

GO-LIVE ACCEPTANCE The project manager reports the current status to de steering committee and gives an advice for go-live. If all members of the steering committee agree to the advice, the next phase of the project can begin.

TRAINING Knowledge about the system you are going to use is key for success. Training helps your depot workers to get the most out of your DEPOT Software environment.

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Continuous improvement

Go-live

Conversion

REALISATION

All the steps to carry out a successful DEPOT Software implementation project

CONVERSION

FINAL DATA MIGRATION The final data migration is performed according to the data migration plan.

OPERATIONAL GO-LIVE The go-live plan is executed. During operational go-live the key-users and lead consultant are on-premise to assist the end-users during operational go-live.

FINANCIAL GO-LIVE A predetermined number of days after operational go-live, financial go-live occurs as prescribed in the go-live plan.

Financial go-live usually means that the first invoice-run by the finance department is executed.

During financial go-live the key-users and lead consultant are on-premise to assist the end-users during financial go-live.

OUTSTANDING ISSUES Any outstanding issues are followed-up, as prescribed by the go-live plan.

GO-LIVE

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HOW to GET there: team

All the steps to carry out a successful DEPOT Software implementation project

Continuous improvement

The DEPOT Software team OUR EXPERTISE As a globally operating organization, always striving to optimize the value of your DEPOT Software investment, our team brings deep product and technical knowledge, and extensive industry experience.

The DEPOT Software team is there for you every step of the way; from initial deployment and day-to-day optimization to proactive strategizing, turning vision into reality.

SERVICES From sales to support, with project management, custom development, technical consultants and lead consultants, your DEPOT Software purchase comes with a team fully equipped to assist you throughout the entire process. We don’t just want to sell you software, we want to be your partner in helping you getting the most out of your business. We are there to help you get started, and keep supporting you as needs change while your business expands and evolves.

OUR SERVICE TEAM To guaranty you the best possible services by competent employees, we’ve carefully assembled our team.

ACCOUNT MANAGER The account manager is there for all commercial affairs between you and DEPOT Software. She aims to create, maintain, and improve the relationship and to create a win-win situation, helping you improve your business results.

PROJECT MANAGER For a successful implementation, goals need to be met, deadlines need to be watched over, problems need to be solved, and communication between all involved needs to be managed. This is where our project manager comes in.

SUPPORT ENGINEER Whenever you need help with your DEPOT Software environment, our support engineers are happy to assist you. Our support team is fully capable of providing support, and in constant communication with the consultancy team in case specialized expertise is required.

TECHNICAL CONSULTANT To translate your needs into a setup of Depot Software items and customization, you need a technical consultant. When data needs to be migrated, a user interface needs to be customized, a new functionality needs to be configured, or when you need an interface with another application, he’s your man.

LEAD CONSULTANT Lead consultants build up critical expertise in all key areas of TCSPs, and provide support when you face mission-critical challenges or issues that require a lead consultants’ expertise. They also provide insight when DEPOT Software-related decisions need to be made, serving as the connection between you and the DEPOT Software services.

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HOW TO get there: Services Advisory services

ACCOUNT MANAGEMENT We are more than a program you purchase: we are your partner, aiming to improve your business with DEPOT Software. Our account managers make sure your DEPOT Software purchases are in line with the direction you want your business to take. They mediate between you and the DEPOT Software services team, getting you the right advice from the right source, enabling you to make deliberate decisions when it comes to DEPOT Software projects.

BUSINESS CONSULTANCY Successful companies know that governing the people side of process change is as important as implementing or upgrading technology. By including change management as part of a new software implementation or upgrade, companies can quickly gain broad user acceptance, raise user proficiency, and improve performance organization-wide. Achieve a business breakthrough to transform and re-imagine an entire business with DEPOT Software Services its technology knowhow. Our lead consultants can enable TCSP’s to re-imagine and transform how work gets done to drive process optimization, stimulate groundbreaking innovation, and helps the customer and account manager to develop a long-term roadmap for success.

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Deployment services Getting DEPOT Software up and running quickly, as well as achieving a standard, upgradeable, and easily supported deployment are the keys to delivering a fast and reliable return on an investment.

From provisioning and system implementation to performance management and tuning, DEPOT Software experts draw on decades of experience to help our customers achieve standardized implementations that incorporate best practices and result in a lower cost of ownership.

Deploy quickly and reliably, anywhere in the world Accelerate time to value and minimize risk Achieve a cost-effective, easily supported deployment Maximize the long-term value of your investment DEPOT Software Services assures quality implementations with governance, quality control, and certified industry-specific best practice procedures through the DEPOT Software Deployment Method.

We prepare our teams to deliver the latest product footprint, as well as leadership and business knowledge to DEPOT Software customers.

Knowledge services DEPOT Software Knowledge Services provides you with the tools to empower your staff with the right know-how, to drive innovation, improve performance, and reduce costs. Software E-Learning helps DEPOT Software customers to build up the right knowledge and skills to maximize the benefits you gain from using DEPOT Software.

All the steps to carry out a successful DEPOT Software implementation project

Continuous improvement

Development services If you’d look under the hood of DEPOT Software, you’d see thousands and thousands lines of code. Though invisible to you, the quality of those lines is just as important as the parts of the software that you can actually see. Out developers write, change and maintain this code on a daily basis, making sure DEPOT Software supports your processes in the best possible way. We’ve adopted Kanban as the primary designated framework used to implement agile software development. Kanban is based on a continuous workflow structure that keeps DEPOT Software teams nimble and ready to adapt to changing priorities.

Support services Of course we are happy to help with any questions, big or small, that may come up while you’re working with DEPOT Software. Our support team is available during office hours to help you out. Backed up by the consultancy team, they help you make the most of your DEPOT Software license.

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After the software is implemented we offer support for continuous improvement to get the most out of the solution

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how to keep improving

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how to keep improving Maintenance & support

Continuity of your depot processes is the core during and after the project has been completed. Our Support SLA guarantees specified response times to your issues in addition to a range of other personalized services.

Our support and delivery organizations are fully integrated, ensuring a seamless handover once the implementation has been completed. As your partner we then build up detailed knowledge of your organization and how you use our solutions.

We are just a phone call away when you need us, whatever issues you face in the day to day use of your solution. We understand you need prompt, effective answers. We build up a detailed log on your activities and system to help us act quickly and decisively.

Services can also be extended with 24/7 support.

All the steps to carry out a successful DEPOT Software implementation project

Continuous improvement

Account planning Tank Container Service Providers need to optimize return on investment by realizing process and control efficiencies, cost reductions and effective compliance management. To make this happen, they should continuously seek improvements and maintain the DEPOT Software environment that integrates and optimizes business processes and technology.

Always measure and evaluate your business case. Surely all Tank Container Service Providers benefit from the use of DEPOT Software, but with proper measuring these benefits can increase significantly.

This is why we were surprised to learn that more than 50% of our customers never created a business case, or at least never performed an evaluation. We wanted to know why.

We identified two main reasons: Not all DEPOT Software benefits are quantitative, and qualitive gains are hard to measure and evaluate them in terms of financial KPI’s At the start of a project, TCSP’s are often convinced of the benefits of the implementation, and business cases are deemed unnecessary

We asked our customers about their main reasons for implementing DEPOT Software. The results were along the line of standardizing processes, cutting operational costs or increasing financial control.

SERVICES & DELIVERABLES Support helpdesk portal Knowledgebase portal Helpdesk contact information In case of 24/7 support a special phone number

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how to keep improving

All the steps to carry out a successful DEPOT Software implementation project

Continuous improvement

Account planning

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SERVICES & DELIVERABLES Discussion of lessons learned after a project Annual check-up of KPI’s Account planning Plan-Do-Check-Act (PDCA)- roadmap Periodic customer satisfaction survey

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Analysis

Implement basics of DEPOT Software

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Q&A grow and improve

Expand modules of DEPOT Software

2018 > 2021

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GROWTH CURVE To determine what should be evaluated, keep in mind that implementation of DEPOT Software is only the first part of a growth curve. Constant evaluation is required to complete every stage of such a curve, not just the DEPOT Software implementation.

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Measure and manage optimization

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Synergy and maturity

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To accomplish real change, four things are vital: gaining insight into the depot business processes, governance, validation, and commitment to the new strategy

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Other services, systems & hardware DEPOT Software is a part of Lucrasoft IT group, and as such offers a full IT package Whenever you need an addition to the DEPOT Software environment, we can reach out to our colleagues in the office next door. We would like to introduce you to Lucrasoft IT Beheer and Dutch Grit.

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other services Hardware

DEPOT SOFTWARE’S HARDWARE POSSIBILITIES The rich functionalities of DEPOT Software are accompanied by industrial-grade hardware and triedand-tested IT-service solutions.

DEPOT Software is a reseller of rugged industrial computers of Getac, Samsung and HP. We globally sell and support industrial computer systems for Tank Container Service Providers that require durability and ease of use. We offer a device for every Tank Container Service Providers budget. The industrial systems, mobile systems, and solutions for public safety conform to industry standards and are engineered to operate 24/7 in any condition. We provide complete hardware solutions, including scanners & keyboards in collaboration with valued alliance partners such as HP, Getac and Samsung.

All the steps to carry out a successful DEPOT Software implementation project

Continuous improvement

Lucrasoft IT Beheer INSPIRE THROUGH TECHNOLOGY Innovation never stops. With the possibilities offered by the latest technology, we want to inspire you. Together we make the world easier, smarter and better, and let technology work for us. This requires a solid foundation in which a good basic condition of all IT systems is essential.

Lucrasoft IT Beheer is a versatile partner for creating and maintaining IT infrastructures, cloud, back-up and VoIP telephony solutions. We support TCSP’s within our field of expertise building server- and cloud infrastructures, keeping your data save, facilitating network/internet connections (both wired and wireless) and provide you with all the hardware you need (laptops, printers, ruggedized devices, kiosk-pc’s and -touchscreens).

Dutch Grit BETTER PERFORMANCE, BUILT ON CODE Dutch Grit provides scalability and growth through web development, concept development and design.

Connecting data sources and IT systems allows you to reach your ambitions and goals. We believe these new times require organizations to switch faster than before, moving with the critical and knowledgeable consumer.

We build all things web related for the DEPOT Software platform like DEPOT for Mobile. We offer apps and online tools to realize scalability and growth while exceling in simplicity and ease to use IT systems.

IT Beheer

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DEPOT Software Your next move To run a smooth depot operation you need full control over your processes while gaining insight in every aspect to guarantee continuous growth of your organisation.

DEPOT Software offers Tank Container Service Providers a software solution enabling every employee to enhance customer service and satisfaction in every way.

TOGETHER WE MAKE THE NEXT MOVE IN YOUR DEPOT OPERATIONS De Zelling 8 3342 GS Hendrik-Ido-Ambacht The Netherlands Telephone: +31 78 68 11 502 E-mail: info@depotsoftware.com Web: www.depotsoftware.com

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YOUR NEXT MOVE

PRODUCT CATALOGUE

THE HOW TO GUIDE

Our view on the industry and how we believe we set a new standard to meet your needs, enabling you to adapt to the challenges in front of you.

We’ve defined six different Tank Container Service Provider disciplines, to which we offer a perfect matching software solution.

DEPOT Software is not just a software solution, we help you start a project, enable you to get there and support in the continues growth of your operation.