📄 Blue Sea Odoo Implementation Project

Blue Sea Odoo Implementation Project

Company: Blue Sea Energy Technology Corporation

Consulting Partner: Something Somewhere Consulting OPC

1. Business Objectives (Value Proposition)

  • Digitize and automate core business processes across procurement, sales, permitting, logistics, accounting, and compliance.

  • Eliminate manual Excel tracking, Viber/messenger handoffs, and reduce paperwork.

  • Improve real-time visibility, accountability, compliance (BIR, DENR), and data-driven management.

  • Support growth with scalable, standardized, and auditable operations.

2. Key Processes In Scope (Modules)

  • Procure-to-Cash (P2C): Vendor selection, purchase orders, delivery, inventory, vendor bills, payments.

  • Order-to-Cash (O2C): Lead management, quotation, contracting, delivery/service execution, invoicing, collections.

  • Permitting: Client onboarding, job tracking, status workflow, billing milestones, document archiving.

  • Logistics/Operations: Dispatch, job orders (hauling, siphoning), 3rd-party coordination, vehicle/asset tracking, manifest digitization.

  • Sales: CRM, pipeline, KPI dashboard, recurring billing, standard quotation/invoice templates, customer portal.

  • Accounting: Chart of accounts, taxes, AR/AP, asset tracking, bank reconciliation, expense, disbursement, compliance reporting (excluding payroll integration).

  • Asset & By-Product Sales: Oil, tin cans, valves, scrap, dispatch, verification, billing, cash tracking, inventory depletion.

  • Disbursement & Expense: Petty cash, employee advances, reimbursements, with approval flows and audit trail.

  • Employee Master Data: Role assignment, job accountability, approvals (NO payroll integration).

3. Stakeholders & Roles

  • Project Sponsor: President, Blue Sea

  • Project Steering: Blue Sea Execs, Dept Heads, Partner PM

  • Department Key Users: Permitting, Sales, Accounting, Logistics, Operations

  • Odoo Project Team: Project Manager, Functional Consultant, Data Lead, UAT/Testers

  • Something Somewhere: Odoo Expert, Trainer, Support Lead

4. Pain Points Solved

  • Manual encoding, scattered templates → Odoo centralization & workflow automation

  • Missed billings/collections → Automated reminders, AR dashboards

  • Disconnected hand-offs (chat, email) → Odoo task/job order tracking

  • Lost documents, late reporting → Document Management & Real-time Dashboards

  • Compliance gaps → Built-in audit trails & BIR/DENR-ready templates

  • Lack of process standardization → Templates, workflow, approval rules

5. Key Features/Deliverables

  • Configured Odoo system for P2C, O2C, permitting, sales, logistics, accounting

  • Automated job order/workflow for services, deliveries, permits

  • Standardized quotation, contract, invoice, and billing templates per business unit

  • AR aging, collection, and escalation dashboard

  • Inventory/asset and by-product tracking

  • Expense/petty cash workflow and controls

  • Document management: all contracts, permits, COC, job orders, and receipts searchable

  • Employee job accountability and approval routing (NO payroll)

  • Training, test scripts, UAT and user guides

6. Data Migration

  • Master data import: clients, vendors, products/services, rates, jobs, historical financials

  • Data cleaning and mapping workshops

  • Validation and sign-off for migrated data

7. Exclusions / Out of Scope

  • Payroll calculation, posting, and payroll tax/statutory integration

  • Direct HR/employee self-service beyond job assignment/approval

  • Custom app dev unless a clear gap identified in Odoo Studio/config

  • Manufacturing/production flows

  • POS (unless agreed in add-on phase)

8. Success Metrics

  • 100% of in-scope processes digitized and mapped to Odoo

  • <2-day turnaround from job completion to invoice/billing

  • Real-time reporting on collections, AR, jobs in progress, and compliance

  • User adoption and reduced reliance on manual files

  • Audit-ready with digital document trails for all transactions

9. Risks & Mitigation

  • Data migration delays: Early workshops, sample data tests

  • User change resistance: Key user engagement, sandbox training

  • Over-customization: Strict “standard first, configure before customize” policy

  • Ongoing process gaps: Continuous feedback loop during UAT

10. Timeline & Milestones (Effort: 350–400 hrs)

  1. Discovery & Blueprint (40 hrs)

  2. Solution Design & Mapping (40 hrs)

  3. Configuration & Setup (80 hrs)

  4. Data Migration (40 hrs)

  5. Integration & Automation (40 hrs)

  6. UAT & Testing (30 hrs)

  7. Training & Change Management (30 hrs)

  8. Go-Live & Cutover (20 hrs)

  9. Hypercare & Support (20 hrs)

  10. Project Closure & Review (10 hrs)

Prepared by: Something Somewhere Consulting OPC