Odoo Implementation Project Plan & Scope

Client: Future Objects Inc.

Consultant: Something Somewhere Consulting OPC

Budget: 50 billable hours

Engagement Model: POC configuration, enablement, and client handover

1. Project Overview

Future Objects Inc. is implementing Odoo ERP to digitize and automate its procurement, inventory, billing, and related business processes. All requirements and workflows have been provided and documented by the client, eliminating the need for discovery. The primary objective is for Something Somewhere Consulting OPC to configure a functional Proof of Concept (POC) in Odoo based on these workflows, document all configurations, train the core team, and hand over the system for client-driven expansion and Go-Live.

2. Objectives

• Rapidly configure Odoo to reflect the client’s documented business workflows.

• Provide a working environment for client validation and hands-on learning.

• Deliver documentation, configuration mapping, and enablement materials.

• Equip the Future Objects team to take full ownership post-handover (data migration, user roll-out, UAT, and support).

3. Project Phases and Timeline

Estimated project duration: 4-8 weeks (depending on client team availability for sessions and reviews)

4. Scope of Work

A. In-Scope for Something Somewhere Consulting OPC (within 50 hours)

1. Odoo POC Configuration

• System setup (company, chart of accounts, localization, user groups)

• Modules: Purchase, Sales, Inventory, Accounting (VAT/Non-VAT), Document Management

• Configure workflows:

  • RFQ to PO (multi-step approvals, custom fields, attachments, communication tracking)

  • Vendor Bill and Progress Billing (approval layers, attachments, field setup)

  • Receiving & Delivery (warehouse config, receipts, delivery receipts, return flows)

  • Returns (return slips, inventory adjustment, supplier notifications)

  • Document handling (attachments for BOQ, DR, SOA, Return Slip)

• Minimal customization using Odoo Studio where needed for fields/views (POC only)

• Import and test with sample data (product master, vendors, sample transactions)

2. Documentation & Training Materials

• Configuration workbook (field-by-field mapping for all key workflows)

• Step-by-step guides (with screenshots) for each major process

• Training slides or short video walkthroughs

• Import/data templates for master data and transactional data

3. Client Enablement & Knowledge Transfer

• Remote walkthrough sessions (2-3 interactive, recorded sessions)

• Live Q&A and coaching on Odoo navigation and process execution

• Checklist and action plan for client-driven expansion and testing

• Open issues/risk log and escalation plan

4. Handover & Go-Live Preparation

• Go-Live checklist and practical cutover advice

• Final validation walkthrough with the client team

• Admin credentials, documentation, and handover of the Odoo environment

• Final wrap-up session for clarifications and transition

B. Out-of-Scope for Consulting Team (Client Responsibilities and/or future phases)

• Bulk/master data cleaning, preparation, and full import

• Large-scale user creation, UAT coordination, and change management

• Ongoing config expansion, process changes, or new module setup

• Post-Go-Live operational support and helpdesk

• Custom development (beyond initial POC using Odoo Studio)

• Integration with 3rd-party systems (beyond Odoo built-in)

• Continuous documentation/training upkeep post-handover

C. Client Team Assignments (Future Objects Inc.)

• Prepare, clean, and import all required master and transaction data (using provided templates)

• Expand and adjust configurations as processes evolve

• Create and manage additional users, access rights, and approval rules

• Conduct end-to-end UAT for all scenarios, including Go-Live dry runs

• Internal user training for all roles (using consultant-provided materials as baseline)

• Execute actual Go-Live, cutover, and hypercare

• Own post-Go-Live support, troubleshooting, and continuous improvement

5. Detailed Project Activities by Phase

Phase 1: POC Configuration (Weeks 1-3)

• Odoo environment setup (core company info, localization)

• Module installation (Purchase, Inventory, Sales, Accounting, Documents)

• Process configuration based on the client’s workflow diagrams:

  • RFQ creation, supplier communications, quotation evaluation, PO approval, receiving, billing, returns, and delivery receipts

• Custom field addition via Odoo Studio (only where standard cannot deliver)

• Approval workflow setup (Purchase, Billing, Returns)

• Attachments and communication tracking (chatter, emails, document upload)

• Sample data import and test run-through of all major processes

Phase 2: Documentation & Training (Week 3-5)

• Write step-by-step guides for all configured workflows, including screenshots and tips

• Provide field mapping/config workbook for reference and future edits

• Create training slides or video walkthroughs (screen recordings)

• Prepare and deliver import templates for all data objects

Phase 3: Enablement & Walkthroughs (Week 5-6)

• Conduct remote, interactive walk-throughs with the client team

• Live demonstration of each key workflow

• Q&A, troubleshooting, and client coaching

• Assign “homework” for the client team to expand on what was demoed

Phase 4: Handover & Go-Live Preparation (Week 6-8)

• Handover session: Review Go-Live checklist, discuss open items/risks, and validate that the client team is ready

• Deliver documentation package (guides, workbooks, recordings, templates)

• Transfer admin credentials and clarify the escalation process for major issues

• Final project wrap-up call

6. Project Deliverables

• Configured Odoo POC instance (live or exported database)

• Configuration documentation (field-level mapping, workflow guides)

• Data import templates and test sample files

• Training materials (slides, recordings)

• Go-Live checklist and action plan

• Open issues/risk log and escalation plan

• Final wrap-up and transition session

7. Project Governance & Communication

• Project manager/POC on both sides named, and contact info exchanged

• Weekly status check-ins via remote call or email

• Shared online folder for documentation, recordings, templates, and issue log

• Issue escalation procedure for urgent matters

8. Success Criteria & Metrics

• All core workflows configured and demonstrated in Odoo POC as per client documentation

• Client team trained and able to execute, edit, and expand configured workflows

• Full documentation and templates delivered for ongoing work

• Go-Live readiness checklist complete and signed off

• Smooth transition to Future Objects Inc. for Go-Live and support

9. Risks & Mitigation

• Time overrun: Focus only on agreed core workflows; manage scope tightly; client to handle all non-core or post-handover tasks.

• Data quality: Client is responsible for all bulk/master data prep; test imports on sample data first.

• Knowledge transfer: All sessions recorded; extra Q&A time included; guides written for clarity.

• Change requests: Additional needs to be handled by the client team or scoped as a new project after initial handover.

10. Summary Table of Responsibilities

11. Appendices/References

• Odoo Documentation: Odoo 18.0 Applications

• Client workflow diagrams and process docs

• Configuration and training deliverables

• Import/data templates

Prepared by:

Something Somewhere Consulting OPC