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1-Methodology and Project Scope

Context and objective​

This chapter concerns the methodology for implementing the connector. The elements presented here are drawn from feedback gained from implementation experience with a significant number of clients.
This is therefore only a proposal; each partner/integrator is completely free to choose their implementation methodology.

This chapter addresses these phases of implementation:

▼▼
Pre-salesInitializationFramingInstallationSettingRecipeProduction launch

1. Key points🚨IMPORTANT​

Here is a list of the most crucial points to consider to facilitate implementation.

  1. The connector must be integrated from the very beginning of the project. The Yooz implementation process saves time and increases efficiency, as the connector will be used to retrieve all master data/repositories from Sage X3. This eliminates the need to manually import data files into Yooz. Another advantage is that the client learns the system earlier and immediately integrates the connector as a component of the Yooz solution.

  2. Inform the client of the technical prerequisites as soon as possible. This allows the client to have more time to organize themselves.

  3. Operating through skills transfer as opposed to doing it for the client. The most obvious issue concerns the migration of master and reference data; it's certainly faster for the integrator to take charge of this and do the work. However, this isn't the best solution, because after the testing phase, the connector will be plugged into the production environment, and the migration will have to be repeated.
    It is therefore advisable to explain how the connector works to the client, and to set up a few practical examples to demonstrate that the connector is functional. Then, inform the client that they can proceed with the data migration. It is the integrator's responsibility to provide support and answer any questions or address any problems.

  4. Regarding the Yooz application, we proceed as usual with a Sage X3 startup: we keep the same Yooz instance, and we perform a data reset in order to replay the data synchronization with the Sage X3 production folder. And if the client needs to continue project activity for other deployments or scopes, we should advise them to request a 2nd Yooz instance which will then be connected to the test folder.

2. The steps​

The proposal is a 12-step implementation methodology.

  • The framing workshop
  • Determining the test file
  • Assigning a badge ERPFULL
  • The opening of network flows
  • The technical installation on the test folder
  • Yooz's basic settings
  • The first functional workshop
  • Data recovery test
  • User Acceptance Testing (UAT)
  • Installation on the production file
  • Data recovery in production
  • Post-startup support

The framing workshop​

Required participants: Yooz Project Manager, Client Project Manager, Integrator Project Manager, Client Project Manager, Client Tech, Client Functional Engineer

The duration is a maximum of one hour (30 minutes in a smooth context).

During this framing workshop, the following topics are addressed in detail:

  • Explain the architecture, prerequisites, and connectivity to the client. All the details are in this chapter.
  • Emphasize the 3 prerequisites which are specified in the following paragraphs (test file, badge, network)
  • Clearly define the scope of the connector: Finance only or Finance + Purchasing? And sales invoices or not?
  • Define the schedule, the stakeholders, and the target start date

To track the implementation of prerequisites and avoid "ping-pong" emails, it is possible to use a shared table.
Example here, available in French and English, delete the lines that are not useful.

Determining the test file​

The test folder that will be used for the connector implementation must be determined. This folder must be sufficiently up-to-date; the principle is to request confirmation from the client functional team.
This folder will need to be frozen (do not refresh it with a new copy). And there's no reason to dedicate the test folder to the Yooz connector; other topics can be addressed in parallel.

Assigning a badge ERPFULL​

A new user account needs to be created in the Sage X3 solution. This account serves as a service account for transactions processed by Yooz. A permanent badge must be assigned to this new user. It must be an ERPFULL badge (an ERPFIN badge is also possible, subject to future connector updates). Alternatively, any other user account, such as the ADMIN account, can be used, but in that case, Yooz transactions cannot be identified.

The opening of network flows​

The connector operates in API mode, with direct communication between the two applications, Sage X3 and Yooz. Opening network connections is essential; all the details are in this paragraph “Connectivity between Yooz and X3 applications”. Depending on the context, these operations are to be ensured by Sage's SSC service, by the integrator, by the client's IT department or their infrastructure provider.
Note that this can be a sensitive point if the client is not very competent, or if their infrastructure is far from good practices, or due to a lack of availability.

The technical installation on the test folder​

This operation is very often performed by the integrator, and the client can of course be involved to monitor the process. It takes approximately one hour; it's faster if the client is using the latest version of Sage X3 because in that case there are no manual updates, everything is done via X3 patch files.
It's usually done remotely via screen sharing.
It is also possible to entrust this installation to the client in the case of client teams already competent in patch installation and/or Sage X3 development. This client-led approach is fully justified if the production deployments are also handled by the client.
The detailed step-by-step procedure is available in this paragraph.

It should be noted that during the connector deployment phase, it may be necessary to install a connector update to benefit from a new feature or a bug fix. In this case, it is advisable to use the connector's automatic update function; its use is described at the end of the section on installation.

Yooz's basic settings​

Before activating the connector, it is necessary to configure these settings in Yooz:

  • Creation of organizations
  • Creation of reference frameworks for analytical axes

These elements cannot be generated by the connector, and these Yooz organization code and analytical repositories will have to be entered in the Sage X3 settings.

The first functional workshop​

Required participants:
For the integrator: The functional consultant (who leads the session) and possibly the project manager.
For Yooz: The Yooz project manager or the certified integration partner.
For the client: The business stakeholders or key users (finance director, accounts payable manager) who will use the solution daily, as well as the technical manager or the Sage X3 administrator (IT director, IT lead) to ensure a proper understanding of the application settings.

The duration is approximately 2 hours.

The format is generally remote with screen sharing. It is strongly recommended to record the session (or keep a transcript) so that the client can refer to it later to independently reproduce the settings when moving to their production environment.

Content and topics covered:

  • General explanation: Presentation of the complete scope of the project and the overall functioning of the connector.
  • Connection setup: Configure settings directly within Sage X3 to establish the connection and communication with the Yooz application.
  • Sending master data (Sage X3 to Yooz): Detailed explanation of the process, followed by a practical demonstration of repository synchronization, using a low-volume entity as a case study. The client will subsequently be responsible for performing all data migrations.
  • Integration test: Performing a test export of an invoice from Yooz to Sage X3 to validate that the incoming data flow is working correctly.
  • Defining the next steps: Planning the next phase of the deployment, specifically defining the strategy and support needs for the overall data recovery

Data recovery test​

The task of data recovery (also called synchronization or initialization of repositories) on the test environment is part of an overall skills transfer approach.
The goal is to send all active history of master data from Sage X3 to Yooz so that the two systems are aligned before starting flow tests.

Here is a description of this task, its procedure, and the role of each person involved:

1. Principle and distribution of roles

Introduction by Deveho: During the first functional workshop, the Deveho consultant explains how the screens work and demonstrates, using an example, how to initiate the initial data import.
This session is recorded to serve as a tutorial.
Client autonomy: Once the explanations have been provided, the client must complete the rest of the data migration themselves. This practice is intentional: it ensures that the client understands the procedure, since they will have to repeat it independently when switching to the production environment.

2. Scope of the data concerned: The standard objects sent in bulk from Sage X3 to Yooz during this step are:

Suppliers (BPS) and possibly customers (BPC).
Accounting plans (GAC).
Analytical axes and sections (CCE).
Tax profiles/codes (TVT) and payment terms (TPT).

3. Operating procedure in Sage X3

The client performs the transfer using three dedicated functions of the connector:
Yooz reference data retrieval (XRJ31YOOZREP): It allows you to select the objects to send and to filter in order to massively load the active records of X3 into the interface table.
Yooz Interfaces (XRJ31YOOZINT): This is the monitoring dashboard that allows you to view the number of records awaiting transmission, successfully sent, or with errors.
Yooz web service (XRJ31EXE): This is the manual launch or recurring task (batch) which reads the tracking table and actually executes the requests to send to the Yooz API.

4. The integrator's assistance.

During data migration, it is common for some records to be rejected by Yooz (often due to non-compliant X3 data, such as an invalid SIRET/VAT number or an incomplete address).
Client analysis: The client is asked to analyze the error logs in X3 and correct the data directly in Sage X3. Note that these data corrections in the test environment must be replicated to the production environment. Alternatively, a partial replication in the test environment can be accepted, and the focus can be on data quality in the production environment.

Consolidated support: The client compiles their questions or unresolved issues in a shared report or tracking spreadsheet. If neither the client nor the integrator can resolve the situation, contact your Yooz representative for level 2 support.

User Acceptance Testing (UAT)​

This is a mandatory step in the deployment process, occurring after the data has been retrieved for testing and just before the production installation (Go-Live). It is part of a skills transfer approach, requiring autonomy from the client.

Procedure and distribution of roles

The client (functional / key users): They are the main player in this phase and are responsible for executing the tests.
He uses a test sheet provided by the integrator as a working basis and adapts it to its own context
Throughout the process, the client is invited to consolidate all of their questions and sticking points into a single report, in order to facilitate understanding and consideration by the integrator.
The Yooz Project Manager or integrator: They are responsible for actively monitoring the progress of these tests. If the client encounters errors or issues that their functional team cannot resolve, they can contact their Yooz representative for level 2 support.

Go-Live's authorization
The objective of this phase is to obtain comprehensive validation of the data flows. This formal validation by the client and the Integrator Project Manager acts as Go-Live authorization, thus triggering the planning of the final technical installation in the production environment.

Link to the standard test tracking file.

Installation on the production file​

Technical installation of the connector on the production file.
The installation of the connector patches on the production folder is carried out by the client's technical team, or the Sage X3 integrator (depending on what was decided during the scoping phase). This step is purely technical.
A period of user inactivity must be anticipated. The technical installation in production requires all Sage X3 users to disconnect for approximately 30 minutes (this is a sub-part of the installation).
This allows standard tables to be revalidated safely without risk of data loss.

Reproduction of the settings by the client
The client must manually replicate all functional settings that were implemented and validated in the test environment (entering URLs, API passwords, organization codes, etc.). The integrator does not directly modify the production configuration due to data security concerns, but remains available for support.

Master Data Migration: Once configured, the client must manually launch the "Data Migration" function. The goal is to send the entire production history (suppliers, chart of accounts, analytical axes, etc.) from Sage X3 to the Yooz production environment to synchronize the two systems.

To activate the automatic task and finalize the production deployment, the client must activate the batch server subscription (the recurring task XRJ31EXE). This action allows the connector to operate in the background and automatically synchronize invoices, payment vouchers, and new repositories.

Post-startup support​

The integrator can implement a "hyper-care" system for the initial days of the connector's launch in the production environment. This can be aligned with the Yooz production rollout.
The integrator remains available to ensure a short stabilization period. In the event of errors or first-level roadblocks that they cannot resolve on their own, the issue is escalated to the Yooz contact point.

The switch to Yooz support
Once the solution is stable and running smoothly, Level 1 support (daily use, functional questions within Yooz) is then fully provided by Yooz's support service (or by the integration partner). If Yooz support encounters a technical anomaly or bug originating directly from the connector's infrastructure layer in Sage X3, Yooz support will escalate the issue to the connector's developer.