1. DMS Responsibilities

1.1 Assigning a Project Manager

1.2 Administration

1.3 Supplying System in Hosting Centre or on-site

1.4 Configuration of System to customer specification

1.5 Pre-implementation project management

1.6 Definition of training and implementation plan

1.7 Data Migration from Existing Systems

1.8 Provide on-site support

1.9 Ongoing Helpdesk and Review

2. Customer Responsibilities

2.1 Assign a Project Manager

2.2 Return and Sign off Project Plan, Implementation Forms and Training Plan

2.3 Provide Assistance with Data Migration where required

2.4 Ensure Computer Hardware and Software on site is suitable for running Navigator and is set-up prior to implementation

2.5 Ensure that a suitable Internet connection is available and configured suitable for running Navigator

2.6 Training environment suitability

2.7 Ensure that all trainees attend their training session

2.8 Staff responsibilities with particular departmental areas concerned

2.9 Carry out any data set-up required as part of the implementation

2.10 Management Accounts

2.11 Accept and authorise expenses associated with consultancy

2.12 Continually review implementation internally  

3. Expectations

3.1 End of Week 1 – Basic Day to Day processing

3.2 End of Month 1 – All main processing taking place

3.3 End of Month 2 – Management Accounts & Franchise Composites submitted

3.4 End of Month 3 – Initial Implementation Project Complete

3.5 Project Sign Off

Section 1. DMS Responsibilities

1.1 Assigning a Project Manager

 DMS will assign a Project Manager (PM)

 PM’s task will be the focal point of customer liaison throughout project

 PM will schedule DMS resources

 PM will progress implementation of the system

1.2 Administration

 PM ensures Direct Debit mandate and deposit returned

1.3 Supplying System in Hosting Centre or on-site

 Configure system in the hosting centre

 Or load up Navigator on the customer’s system

1.4 Configuration of System to customer specification

 Based on the customer response to the PM questionnaire, the system will be                           re-configured ready to use.

 It is very likely that on-going configuration will be necessary and will continue to take place during implementation

1.5 Pre-implementation project management meeting

 This will involve a project management meeting on site prior to ‘go live’

1.6 Definition of training and implementation plan

 Following completion of the project plan questionnaire by the customer, there will be a training implementation plan generated for the customer’s approval which will be discussed during project management visits

1.7 Data Migration from Existing Systems

 DMS will assist in migrating data from the customers existing system. The customer’s assistance to ensue this is a smooth and timely process will be required.

1.8 Provide on-site support

 Consultants will be on-site to offer training and support following the live date as per the project plan

1.9 Ongoing Helpdesk and Review

 Once on-site support is complete, support is provided via the Helpdesk.

 Helpdesk staff are contactable by telephone Monday to Friday 8.30am – 5.30pm on 0845 686 2366, or by email:  support@dmsnavigator.com

 There is an Out of Hours service available, which is a chargeable facility

 This extends the Helpdesk cover from 7am – 9pm during the weekdays, 9am-6pm Saturdays and 10am – 5pm on Sundays

 The Out of Hours facility is only available by phone – 0845 686 2366 should be dialled

Section 2. Customer Responsibilities

2.1 Assign a Project Manager

 It is the customer’s responsibility to assign a Project Manager. Their key responsibilities will include:

o Completion of the project plan questionnaire

o Sign off the implementation and training plan

o Manage the project on behalf of the customer

o Receive all communications from DMS relating to the implementation and any subsequent follow-ups, and ensure that information is communicated to appropriate personnel

o Review ‘action log’ and complete tasks in line with any deadlines set

2.2 Return and Sign off Project Plan, Implementation Forms and Training Plan

 The project plan, implementation forms and training plan should be completed and authorised in a timely manner to ensure that the project runs smoothly. Any delays in completion or authorising of these documents may impact the scheduled live date

2.3 Provide Assistance with Data Migration where required

 When test and final data is requested, this must be supplied in accordance with any deadlines given and using the format requested.

2.4 Ensure Computer Hardware and Software on site is suitable for running Navigator and is set-up prior to implementation

 It is the customer’s responsibility to ensure that all hardware and software on site to be used with the system, is compatible with Navigator

 Please see http://www.dmsnavigator.info/#!hardware-and-software-specific/c1k9q to confirm specifications.

 If any further assistance is required then contact should be made with your DMS PM

2.5 Ensure that a suitable Internet connection is available and configured suitable for running Navigator

 It is the customer’s responsibility to ensure there is a suitable internet connection on site and configured to enable use with Navigator

 Please see http://www.dmsnavigator.info/#!hardware-and-software-specific/c1k9q to confirm specifications etc.

 If any further assistance is required, then contact should be made with the DMS PM

Section 2. Customer Responsibilities continued

2.6 Provide an appropriate training environment and identify the requirements

 It is the customer’s responsibility to provide a suitable training room, set up prior to any training starting.

 Please see http://www.dmsnavigator.info/#!training-environment/c1kmf for more information

2.7 Ensure that all delegates attend their training session

 It is the responsibility of the customer’s delegated PM to ensure that all delegates attend their scheduled training sessions in line with the Training Plan and complete their post-training practice sheets where required.

 Any extra training required due to delegates non-attendance, failure to attend, or interruptions to the training schedule, will need to be scheduled post implementation, and may result in an extra charge to the customer.

2.8 Ensure that relevant staff dedicate required time for system set-up

 Certain members of staff will be required to dedicate time during the implementation over-and-above attending training courses to carry out a number of tasks relating to the setup of the system, this may include (but may not be restricted to)

o Closing WIP on old system prior to live (estimated 1 day per workshop)

o Recreating all WIP and Workshop appointments (estimated 1 day per workshop)

o Adding Manufacturer Vehicle Price File (if not using Navigator Vehicle Pricing Update Service) (estimated 1 day per manufacturer)

o Adding Vehicle Stock, Sales Orders and Accounting values (estimated 2 days per sales department)

o Building Opening Accounting Figures (estimated 2-3 days per branch)

o Completion of Management Accounts (estimated 4-7 days per branch)

o Completion of Manufacturer Composite Mapping (estimated 1-2 days per franchise code)

2.9 Carry out any data set-up required as part of the implementation

 Data set-up should be minimal however it is the responsibility of the customer delegated PM to ensure that any data set-up is completed in agreed timescales

2.10 Management Accounts

 If Management Accounts are a requirement, then the PM needs to ensure that appropriate deadlines are met for the completion of accounts on their legacy system

 Accounts department / Accountant should be prepared to spend some extra time to learn the intricacies of the accounting element of the software – PM should facilitate. This includes the mapping of opening trial balances as well as Management Accounts and composite – which remain the responsibility of the customer

 It is the responsibility of the Dealership to learn the Management Accounts suite, and tailor according to own requirements – the same applies for composite. This requires an intermediate level of Excel knowledge as a minimum.

2.11 Accept and authorise the expenses associated with project planning and consultancy

visits during implementation

 The project planning; implementation training and support days are included within the initial subscription costs however the cost of travel and overnight stays incur an additional charge, as do any ad-hoc on-site meetings

 All expenses relating to the visits remain the Customers responsibility unless expressly agreed in writing beforehand

Travelling and sustenance is chargeable at DMS's standard rates as follows:

• Travel is charged at 35p per mile; the mileage is calculated using the AA Route calculator and is measured from our Sheffield offices to the Customer’s premises.

• Additional travel costs may be chargeable if the full journey is not completed by car (eg air fares, train fares, car park fees, car hire fees)

• Overnight stays are charged at £99.99 (£125 inside the M25) per overnight stay, including sustenance. DMS will make all the hotel bookings, to ensure that standards that we would expect are maintained.  

2.12 Continually review implementation internally  

 The Dealer PM should continuously review implementation and progress made with internal staff and offer feedback to DMS PM at regular and appropriate intervals.

 At the end of each training day, review and complete the Feedback sheet sent to you from your DMS PM.

Section 3. Expectations

It is to be expected that ‘Going Live’ is a process, and not to be considered as a milestone. It is likely to take several weeks for all elements of the business to be completely ‘Live’ in accordance with the following timetable:

3.1 End of Week 1 – Basic Day to Day processing

 Aftersales invoicing and reconciliation of day end cash

 Vehicle sales order processing and reconciliation of day end cash

 Basic day to day accounting tasks - posting purchase ledger invoices, receipting sales ledger cash, reconciling daily cash receipts

3.2 End of Month 1 – All main processing takes place

 Cashbook – reconciliation of bank account

 Completion of vehicle deals – reviewing profits and closing deals

 Commencing end of month procedure – carrying out balance sheet reconciliations

3.3 End of Month 2 – Management Accounts and Franchise Composites submitted

 It is expected that no management accounts or composite subject to franchise will be completed until the end of month 2

3.4 End of Month 3 – Initial Implementation Project Complete

 By the end of month 3, it is to be expected that all the main processing is up and running and for the project plan to be closed

3.5 Project Sign off

 After implementation, your DMS PM will contact you to review how the project went and consider and document any future action points.

 You will receive a follow up e-mail and we would appreciate your feedback in terms of your experience with the implementation of Navigator.

 Following project sign off, your primary point of contact will be the Helpdesk on 0845 686 2366 or support@dmsnavigator.com