- What is documented
- Roles, steps, documents, exceptions and manual workarounds
- Evidence required
- A process map and examples of real operating scenarios
- Decision being prepared
- Which steps stay, change or leave the productive scope
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FLOW · Current process DATA · Source data KPI · Measurement method RACI · Decision ownership OUTLET SKU ROLE ROUTE SYNC GEO · FIRST SCOPE BOUNDARY ROLE · FIRST SCOPE BOUNDARY MOD · FIRST SCOPE BOUNDARY API · FIRST SCOPE BOUNDARY OUT · FIRST SCOPE BOUNDARY 01 · Master-data readiness 02 · Role working day 03 · Exception scenario 04 · System exchange 05 · Management review HOLD · Stabilise LIMIT · Limit SCALE · Scale REVIEW · Redesign 01 02 03 Discuss your rollout plan
Smartup · Trade operations modules
Implementation
Prepare your data, configure the selected workflows and train the team. Start with an agreed scope, validate the result and decide what comes next.
Capabilities
BEFORE CONFIGURATION AND MIGRATION
Agree the task, workflow and owners
Start by choosing the Smartup product and process for the first rollout. The project team and process owner agree what changes, who takes part and how to check readiness for daily work.Start without a finished specification
Describe one work task, your current systems and the people involved. If you have not chosen a product, start with the process. We prepare the rollout documents with your team.
- What is documented
- Customers, outlets, SKU, territories, routes and relationships
- Evidence required
- Extracts, identification rules and a recorded list of quality issues
- Decision being prepared
- Who corrects each issue and what is mandatory for the first rollout
- What is documented
- Indicators, source, period, sample and external factors
- Evidence required
- A calculated baseline and agreed KPI definitions
- Decision being prepared
- Which acceptance criteria make the result comparable
- What is documented
- Business sponsor and owners of the process, data, integration and acceptance
- Evidence required
- A decision matrix and escalation path
- Decision being prepared
- Who admits, limits or returns the rollout for correction
DATA AS A ROLLOUT CONDITION
Prepare data for day-to-day work
The examples below cover distribution. Required data sets depend on the product and process; not every rollout needs routes. Data owners and IT agree fields, relationships, the initial snapshot date and correction rules.DATA READINESSFITNESS FOR THE OPERATING PROCESS
Customers and outlets
- Mandatory checks
- Uniqueness, address, channel, territory, contractual relationship and status
- Who confirms it
- Commercial team and customer master-data owner
- Accepted output
- Accepted list and an explicit rule for merging duplicates
Products and assortment
- Mandatory checks
- Codes, units of measure, packs, categories and active status
- Who confirms it
- Category team and product master-data owner
- Accepted output
- Agreed product catalogue for the first productive scope
Users and roles
- Mandatory checks
- Organisation structure, territory, permissions and substitution rules
- Who confirms it
- Business process owner and IT
- Accepted output
- Accepted access and assignment matrix
Territories and routes
- Mandatory checks
- Outlet ownership, calendar, visit frequency and permitted relationships
- Who confirms it
- Field-force leader
- Accepted output
- Accepted geography and route model
Integration data
- Mandatory checks
- Systems of record, identifiers, documents, statuses and error handling
- Who confirms it
- IT teams and the data owner for each system
- Accepted output
- Approved exchange map and representative test data
BOUNDED FIRST PRODUCTIVE SCOPE
Define what goes live first
Agree the product, rollout locations, roles, functions and required exchanges with your business sponsor. The first stage does not require the entire platform. Excluded tasks and new requirements are considered separately.Territory
- Included in the first scope
- Selected branches, distributors or sales areas
- Not included automatically
- The company’s entire geography by default
- How it is accepted
- The object and user list matches the approved boundary
Roles
- Included in the first scope
- Named field, management and control roles
- Not included automatically
- Every job title and every permission variant
- How it is accepted
- Each role completes its normal and exception scenarios
Products and modules
- Included in the first scope
- The selected product and functions needed for the first process
- Not included automatically
- The full platform and future requests
- How it is accepted
- Each function is validated inside the process, not in isolation
Data exchanges
- Included in the first scope
- Master data, documents and statuses required for operation
- Not included automatically
- Every possible system, entity and field
- How it is accepted
- Success, failure and retry follow the agreed test scenario
Excluded scope
- Included in the first scope
- An explicit list of items deferred to a later decision
- Not included automatically
- Unrecorded expectations and verbal additions
- How it is accepted
- The exclusion is confirmed not to block the approved process
ACCEPTANCE WITH REAL ROLES AND DATA
Test the system on working scenarios
Key users test working scenarios on agreed data, with IT involved in exchange tests. Acceptance confirms that the selected process works. Changes in business metrics are assessed separately against a baseline, comparison period and external factors.- Input
- Accepted customers, outlets, SKU, roles and relationships
- Evidence
- Load protocol and a list of rejected records
- Who accepts it
- Data and process owners
- Result criterion
- Mandatory objects are available to the right roles without unexplained duplicates
- Input
- Route, tasks, documents and permissions for the selected user
- Evidence
- Completed scenario on agreed data
- Who accepts it
- Key user and process owner
- Result criterion
- The role completes the mandatory process without an unapproved workaround
- Input
- Unavailable data, a rule deviation or a non-standard document
- Evidence
- Cause, accountable owner and a verifiable next action
- Who accepts it
- The role responsible for the exception decision
- Result criterion
- The error remains traceable and does not become an unrecorded manual change
- Input
- Test master data, documents, statuses and an intentional error
- Evidence
- Logs, identifiers, retry and result reconciliation
- Who accepts it
- IT teams and the relevant data owner
- Result criterion
- The agreed fact is transferred once and any error is observable
- Input
- Accepted KPI definitions, period and working-scenario results
- Evidence
- Comparable review with causes of deviations
- Who accepts it
- Business sponsor
- Result criterion
- There is an evidence-based decision to stabilise, limit or scale the scope
DECISION AFTER STABILISATION
Choose the next step based on results
The business sponsor and project team review acceptance results and open deviations. They decide what to stabilise, restrict, expand or reassess; any new scope is agreed separately.- When it is selected
- The process is accepted, but non-critical deviations or adoption gaps remain
- What happens
- Resolve the causes and validate stability within the current scope again
- What must be protected
- Do not add load before operation is confirmed
- When it is selected
- Some roles, data or functions have not been accepted
- What happens
- Keep only the accepted scope and move the rest to a separate decision
- What must be protected
- Do not present partial acceptance as full acceptance
- When it is selected
- Data, scenarios, ownership and result criteria are confirmed
- What happens
- Select the next territory, role or module and update the scope boundary
- What must be protected
- Do not transfer conclusions without validating the new geography and data
- When it is selected
- The scenario does not produce the expected management outcome
- What happens
- Trace the cause to process, data, configuration, enablement or measurement
- What must be protected
- Do not hide the issue behind another feature or a larger scope
READINESS TO START
Five launch documents to agree
These are outputs of joint preparation, not documents you must have before contacting us. Start with your task, current systems and team. We agree the first scope and readiness criteria before launch.- 01
Current-process map
Roles, documents, exceptions and unapproved manual workarounds.
- 02
Data-readiness protocol
Sources, initial snapshot date, owners, errors and how data will be updated during the transition.
- 03
First-scope charter
Products, rollout locations, roles, functions, exchanges and explicitly excluded requirements.
- 04
Acceptance scenarios
Input data, expected and actual results, deviations and the person responsible for acceptance.
- 05
Decision rule
Who authorizes launch and for which scope. Open questions, their owners and conditions for the next stage.
Training and help after launchBefore launch, agree key-user training and the handover to ongoing support: accepted scope, instructions, open questions and their owners. Support helps with day-to-day questions and errors. Customer Care helps discuss training, feedback and further use; new work is agreed separately. Channels, service hours and obligations are set out in the contract and SLA.
What we agree for your projectSmartup implementation does not promise a universal timeline or guaranteed outcome. The operating model, first productive scope, data readiness, integrations, enablement and acceptance criteria are agreed after discovery of the actual process; every expansion requires a separate decision.
For the implementation decision
Questions before implementation
During discovery, we select the existing ERP model or the Smartup ERP core. Below: what to prepare, how to agree the scope and who helps after launch.
Will implementation turn into endless customisation?
The risk falls when the required process, ready data, owners and exclusions are fixed before configuration. A new requirement needs a separate decision rather than quietly widening the rollout.
Must all products and modules launch at the same time?
No. Choose the Smartup product and process for the first rollout. This could be field sales work, a finance process, a Marketplace order or store operations. Data, functions and connections are agreed for that task; other products are not included automatically.
How do we separate process change from seasonality and other factors?
Fix the baseline, comparison period, data sources and external factors before rollout. Make the scale decision using the agreed method, not a single headline figure.
Can we start without a finished technical specification?
Yes. Describe one task, your current systems and the people involved. If you have not chosen a product, start with the process. Together we clarify the product, first scope, data and acceptance criteria; you do not need a complete set of documents before contacting us.
What determines implementation timing and cost?
The agreed project scope: product, process, locations and roles, data readiness, integrations, training and acceptance. Discovery clarifies the work and dependencies. External contractors’ work and paid services are considered separately. Missing inputs and scope changes are documented before timing and cost are agreed.
Who helps the team after launch?
Before launch, agree the handover of the accepted scope, instructions and open questions with named owners to ongoing support. Support helps with day-to-day questions and errors. Customer Care helps discuss training and further use within the agreed project scope; new work is agreed separately. Channels, hours and obligations depend on the contract and SLA.
PROJECT PARTICIPANTS
Who takes part in implementation
Assign responsibility for each result: data preparation, configuration, testing and launch approval. Agree roles before starting, including participants responsible for external systems.
The business sponsor sets objectives and priorities, appoints the process owner and accepts the result.
The Smartup team, data owners and IT teams for both systems agree configuration, exchange and result checks. The customer prepares data and access; external contractors’ work is defined separately.
Key users complete training, test their working scenarios and collect questions from the team.
Let’s plan your first rollout
Describe one task, your current systems and the people involved. In the first conversation, we will clarify the product, initial scope and inputs for an estimate. Timing and cost are agreed once the scope is defined.