Best Practices for an Oracle POS Deployment
Implementing new software is a critical milestone for any organization. A successful deployment ensures efficiency, minimal downtime, and a seamless user experience. However, without proper planning, software deployments, including Oracle POS transitions, can lead to disruptions and frustration. Here are some best practices assembled by BTM Global’s Director, Technical Architecture and Delivery, Subu Ramakrishnan, to ensure a smooth software deployment.
Setting Yourself Up for a Software Deployment
Before
- Consider Your Cadence.
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- The general timeframe for an overall deployment process is 4-6 weeks. If you’re adding in a payment or integration change, that will take longer, about 6-10 weeks. Think about the season you’re planning for and then reverse engineer it. Aiming for deployment during your slower season lowers your chances of interrupting your business and sets you up for success in the busy season that’s coming.
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- Align on whether it’ll be a hard patch or if you’ll manage the bundles as packaged. Look at what you want bundled as part of the release and what you want release management to look like.
- Decide: All at Once or Over Time.
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- This decision depends on your team’s skill sets and what best suits your business needs. Successfully transitioning from one system to another requires preparation and aligned expectations.
“Often, we’ll start with 1-2 stores. Once the business signs off, we’ll ensure all systems are talking and working fully to meet the business needs. After a couple of weeks of ensuring end-to-end data flows from POS to the downstream system, we move ahead with the rest of the rollout,” says Ramakrishnan.
- Rely on a Deployment Checklist.
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- A deployment checklist helps organize responsibilities, timelines, and assignments so everyone knows what they’re doing and when. It captures what needs to happen before the deployment, including tests and validations, as well as the rollback plan and post-deployment.
- This is especially important if you’re working with integration from a third-party vendor, such as payment. Clarifying roles and responsibilities beforehand helps everyone understand what role they’ll be playing and when.
BTM Global uses a unique and extensive document for each customer, preparing it in advance and walking through it with the client.
“Because we have this extensive knowledge about each system, we know exactly what needs to be done before deployment night. Not only do we focus on what’s included in the release, the patch, or the build from a POS perspective, but we holistically look at what needs to be done from an end-to-end perspective. We make sure everyone knows the sequence of steps. Those are documented in plain, simple language so everyone understands.” – Ramakrishnan.
- Make a Testing Plan and Implement It.
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- During testing, stick to best practices. The most important thing is to ensure that the environment is the same.
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- Test your most likely and least likely scenarios. If you’re close to the business, you may already know what those are. BTM Global does extensive testing in an environment similar to the client experience.
“Our testing varies from client to client, but the typical timeframe is 2 weeks, depending on what’s bundled and what they want to test. We’re thorough and don’t assume everything works until the data says it does.” – Ramakrishnan.
During (Go Live)
- All Hands on Deck.
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- When you’re ready for the actual deployment, return to the checklist to ensure everyone understands what will happen.
- Key players should be present, including IT, the Client Team, and the Client Business Team. This helps ensure that systems are managed before they are deployed. It’s also good to have a key business person on site in the event of a necessary rollback.
- Guidance From Your Implementation Team.
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- On a Go Live Day, the BTM Global team guides your business through the transition and ensures all data flows to the proper downstream systems. They’ll also pass on the knowledge so you can support the system and triage anything that comes up. It’s all about creating a collaborative partnership.
“If we’re completely changing one POS to another, for example, there are a lot of factors: hardware, cables, data. We have these detailed out in the checklist. Our ‘War Room Meetings,’ which include all major stakeholders, helps ensure everything goes in sequencing order.” – Ramakrishnan.
In the Event of a Rollback
While the goal is to prevent a rollback through diligence and testing, rollbacks may have to happen. No one can control every element of a process like this, and a rollback keeps processes moving without interruption to customers.
- Talk to Your Stakeholders. BTM’s template provides a precise decision point that triggers a rollback. It’s important to talk to your stakeholders. BTM Global will advise on the next steps, but it is the client’s decision
- Carry out the Backup Plan. The initial plan will include notes on what constitutes rolling out the backup plan. During the rollback, the BTM Global team aligns on what needs to be validated so there aren’t any surprises later.
What to Avoid
When deploying, businesses’ number one pitfall is not doing enough testing or planning. Set aside time to validate every scenario, including UAT (User Acceptance Testing). It’s also important to avoid assuming steps will be performed or not documenting each step in simple words. That’s why BTM puts everything in writing, so all teams are on the same page.
Finally, deployments can also be unsuccessful if the team inheriting them isn’t strong enough. Aligning expectations from the beginning, planning vigorous testing, and communicating every step of the way are vital to a successful deployment.
Trust BTM Global With Your Next Oracle Deployment
Following best practices often means a smooth and successful transition for your new Oracle POS system. Remember, the key to a successful deployment is thorough preparation, communication, and adapting to challenges.
When you’re looking for an implementation partner, contact the team at BTM Global.
