EDI implementation steps and means of reaching the goal
EDI implementation steps must be developed as a result of deep analysis of the company structure, processes, inventory etc. In the previous post devoted to the EDI Implementation Initiative we spoke about EDI environment structure, general and cost analysis, choosing optimal solution and reliable network provider. Today we continue describing the next five EDI implementation steps.
- Integration with company systems
EDI system design must be take into account in order to pass a smooth integrating into existing internal systems and corporate applications. After you get the necessary hardware and software the EDI data should be converted according to the requirements and standards. The basic tasks include integrating EDI into your corporate systems, mapping (creating EDI documents out of existing data), configuring software for sending and receiving EDI data. For releasing these processes you will need professional skilled EDI staff.
- Data integration
New data from external sources should be analyzed before its translation into newly created EDI system. You should start with those systems that are the first to be used (e.g. order processing system if you are going to start with purchase orders). Formats compliance is one of the main things to think about. Before starting mapping process the structure of the data should be understood – pay attention to the primary and secondary keys, standards and mapping specifics.
- Data mapping
Effective data transmission is a result of successful and right mapping. The map shows how EDI transaction set data relates the data in the corporate system. As a transaction is received by the system the translator analyzes its data and determines which parts of it must be reformatted. The main goal of mapping is to reduce manual custom edits. This means that the more data is standardized, the more effective EDI processes flow.
- Piloting the testing project
After the previous steps were undertaken and you already have a built-in EDI system, you can create a pilot project with some of your trading partners. This stage is critical as it shows the drawbacks and failures of the integration as well as its benefits and achievements. When you choose a pilot partner you should pay attention to those of your partners who have much EDI experience. After successful exchange of testing documents between parties you can start live business processing. However, to make sure, document transactions may still remain in operation until the perfect system operation is reached.
- Rollout EDI
If you are the party that initiates EDI implementation for your partners, e.g. suppliers, you should understand that you will have the main role in the integration process. That means enough skills, abilities and efforts for assisting new EDI implementation projects in your business community. In this case you have much more responsibilities:
- Analyzing potential partners’ abilities.
- Developing an integration plan.
- Offer EDI options for companies not fully ready for integration.
- Full support of parties involved into the integration process.
- Monitoring the process flow and reducing drawbacks.
- Updating mapping standards, communication protocols as well as upgrading documents.
EDI integration will definitely need profound general and technical skills. EDI education will be needed before, during and after implementation release. Company EDI staff should visit trainings regularly in order to get up-to-date EDI knowledge. EDI Academy offers seminars and trainings for EDI in all industries. They cover EDI fundamentals, best mapping practices and advanced courses for experienced EDI professionals.