Considering compliance: Process, Docs, Communications

Thinking of business compliance and reputation management, this year IT solutions related to process, documentation and communication management as well as training, are going to be a requirement for many multinational and domestic firms in Japan. eSolia is focused on partnering to deliver document management and customer communication management solutions, and are now ramping up to be able to provide project execution success. We're excited about these new opportunities, so, please watch this space for announcements.

New Success Story - ERP Implementation

Please see a new success story about a long and complex ERP project we helped execute, which recently went live successfully. A project this large is never the work of one person, and only intense teamwork and dedication by the entire team could make something this large a success.

Optical Maker - ERP Rollout Project

Provision of Project Management for ERP rollout through all phases to the successful go-live. End system is a complex multiple-site situation - Japan HQ, Order Center, 3PL Distribution Center connecting back to US data center - which involved multiple layers of IT and functional expertise, and multi-lingual / multi-culture savvy to implement.

Team Members - PM x 1, Consultant x 6, Developer x 4, Engineer x 2, Functional Key User x 6.
Users - 100
Project Duration - 24 Months
Project Effort - Approx 400 Person-Months
Sites - Japan, US

Problems

• High inventory levels
• Inefficient distribution logistics
• Non-standard functional processes combined with poor human interface between Japan and US
• SOX liabilities when considering legacy system
• Poor supply chain management with existing system
• Reports inflexible, opaque or unavailable
• Legacy AS/400 system code opaque, undocumented and ill-designed

Solution

• Implement corporate standard Baan ERP
• Adopt corporate standards and practices
• Implement a mentor-centric "Buddy System" to assist new users in learning global processes and practices
• Move 3PL for higher efficiency in distribution

Benefits

• Large efficiency gain in inventory levels due to ERP and new 3PL
• Transparency in reporting
• Standard, secure, SOX compliant processes
• Improved communications between Japan and US
• System flexibility and scalability

Technology Highlights

• Baan ERP
• Unisys Hardware running Windows Server for Datacenter
• Microsoft SQL Server
• Business Objects and Crystal Reports
• EDI via TIE and Argo21

New Success Story - SOX Project

We have uploaded a new success story about a SOX implementation project we executed. Please consider eSolia for your compliance projects as well.

Optical Maker - SOX Compliance Project

IT standards and controls implemented for Japan branch of US public company, to bring Japan branch into SOX compliance, as required by law.

Team Members - PM x 1, Consultant x 2
Users - 100
Project Duration - 12 Months
Project Effort - 18 Person-Months
Sites - Japan

Problems

• IT processes non-standard, inconsistent, or non-existent.
• Legacy system extremely difficult if not impossible to secure, and integrity of system very difficult to assess.
• SOX a new requirement in general world wide, and therefore not clearly defined. Not rolled out for the Japan branch, yet.
• Besides system controls, financial controls are very weak, as well.

Solution

• Use COSO and COBIT to assess risk and general status, then designed compensating controls supplemented by documentary RCM "Risk:Control Matrix".
• Created narrative SOPs and policies to govern activity execution.
• Performed remediation of weaknesses found, after which we implemented the agreed controls.
• Designed appropriate test plans to test controls.
• Implemented Lotus Notes based document management system.

Benefits

• Areas of weakness discovered, allowing client to address prior to any audit.
• Full, controlled documentation created over duration of project, including RCMs, Admin matrices, narrative SOPs
• IT control now possible.
• Better integration between IT and Finance departments.

Technology Highlights

• COSO and COBIT
• Lotus Notes document management
• Project collaboration via MS Groove and Wiki technology

Research Instrument Maker—Technology Refresh

Provision of system engineering - design, plan, implementation - for new cabling and LAN switches, to improve LAN performance stemming from a poor design.

Team Members - Consultant x 1, Engineer x 3.
Users - 60
Project Duration - 2 Months
Project Effort - 1.5 Person-Months
Sites - Japan, Europe HQ

Problems

• Cabling was set up by several vendors over time, and quality was not a concern. Wiring was in a "spaghetti" state.
• Violations of IEEE standards for ethernet cabling were the norm, with "mini hubs" under desks.
• Floors had multiple connects between them, to different parts of the network.
• There was no clear path from one segment to the next.
• Performance on the LAN and consequently the WAN was very poor.

Solution

• Perform system engineering process for design, planning and implementation of system to modern specs, with industry-standard stuctured cabling.

Benefits

• Performance problems solved.
• Clear documentation created, allowing client flexibility to make business decisions regarding their new system.
• HQ IT department satisfied that new system meets global specs.
• Cabling installed and fully tested by certified installer, giving client a guarantee on the cabling.

Technology Highlights

• Rittal structured rack enclosures.
• HP gigabit ethernet switches.
• Lucent Cat 5e and 6 structured cable and components.

Marine Products Maker—M&A IT Due Diligence for US Market Entry

Provision of consulting for IT due diligence for a Marine Products maker acquiring a subsidiary in the US - ERP and IT system and process discovery and reporting.

Team Members - Consultant / PM x 1, Admin x 1
Users - 10
Project Duration - 2 Week
Project Effort - 4 Weeks
Sites - US HQ

Problems

• Lack of detailed information on network and servers. Require inventory of hardware, software and data.
• Wish to understand if ERP can be used, and want better clarity on how ERP can help improve process.
• Business processes and how IT relates to them is not clear.
• Want general recommendations on how to improve.

Solution

• Perform Consulting Discovery process reviewing and inventorying infrastructure, ERP and business processes.
• Create detailed feedback report covering all basic aspects of the ERP and LAN infrastructure, and giving recommendations for improvement.

Benefits

• Additional problems to those flagged by client were discovered.
• Complete clarity on current IT infrastructure in prospective subsidiary.
• Strong understanding of ERP system.
• Solid transparency of current business process allowing parent company to better integrate operations.
• Clear path for improvement.

Technology Highlights

• Microsoft Solomon ERP
• Crystal Reports
• FRx Financials
• DAC Payroll
• Dell Servers and Workstations

Medical Device Maker—Support and Move Management

Provision of interim or breakfix support for pre-move system installed on Japan entry by our predecessor. Planning, and managed implementation of office move to new premises, with refresh for obsolete technology. Post-move bilingual support, working between US and Europe technology department and Japan user group.

Team Members - Project Manager x 1. Engineer x 2.
Users - 15
Project Duration - 2 Months
Project Effort - 4 Person-months
Sites - Tokyo, connecting to US and Europe via FrameRelay WAN.

Problems

• Change of operations personnel caused continuity challenges for inhouse support.
• HQ IT standards were not implemented.
• Weak security due to multiple internet gateways and lines.
• No backups being performed - data unprotected.
• Router misconfiguration causing system failures.

Solution

• Stopgap management of system until move - firefighting.
• Active move management and cleanup of systems - IT technology refresh.
• Implementation of HQ IT policies and standards.

Benefits

• Move completed under budget and on time.
• HQ IT policies implemented - improved visibility into Japan IT.
• Improved human interface between Japan and HQ IT.
• Stable systems and less downtime.

Technology Highlights

• Category 5e Structured Cable
• Cisco Catalyst Switches and Routers
• Compaq Proliant Servers
• APC Racks

Major Car Manufacturer - Internal Development

New system to allow creation of documents and their management required by Major Car Manufacturer. Complete custom wordprocessor, spreadsheet created for OS/2 from scratch.

Team Members - Project Manager x 1. Engineer x 2.
Users - NA
Project Duration - 6 Months
Project Effort - 20 Person-months
Sites - Tokyo, Nagoya

Problems

• Development was to be done on newly released OS/2.
• Data had to be shared between Mini, Unix and PC systems.
• Very little information available on new OS/2.
• Wordprocessing, Spreadsheet and OLE-like functions required
• Image processing required.

Solution

• System designed and programmed around new language "C/2".
• Create wordprocessor and spreadsheet from scratch.
• Create OLE-like system to allow data exchange between Mini, Unix and PC.
• Implement standard programming practices.
• Rollout nationwide.
• Training for engineering team.

Benefits

• Completed within project timeframe. M&A deadline beat.
• Still upgraded and used even today!
• FIRST example of OS/2 system.

Technology Highlights

• Full use of IBM technology, including unpublished specs.
• Example of complete customization of environment

Multinational Hardware Maker - OS Development and Localization

Performed Japanese localization, debug and test of IBM OS/2, establishing excellent rapport between Japan and USA teams.

Team Members - Project Manager x 1. Engineer x 2.
Users - NA
Project Duration - 3 Months
Project Effort - 10 Person-Months
Sites - Tokyo, Kanagawa

Problems

• Localization required for new OS OS/2.
• Must make new release of OS compatible with existing applications.
• Project to be completed quickly

Solution

• Debug and re-code certain portions of code.
• Create dev't and test tools. Provide detailed docs to IBM USA to allow further testing and coding there.
• Proceed in organized fashion with good project management practices.

Benefits

• Project completed within timeframe.
• IBM America team satisfied with English bug reporting. Good team rapport established.
• Many bugs fixed.

Technology Highlights

• Custom "purpose use" software created for purpose.
• Special dev't techniques for OS/2 developed.

Major Japan Asset Management Firm - Design and Admin of System Development Project

Development of a groupware system on alpha-version AS400, using existing code routines, to handle scheduling and personal information for overseas guests visiting Japan.

Team Members - Project manager x 1. System Engineer (programmer) x 4.
Users - Approx 20
Project Duration - 3 Months
Project Effort - 10 Person-Months
Sites - Tokyo

Problems

• Fully bilingual, and detailed scheduling and personal information tracking is required.
• Performance level required which was only available on equipment not yet for sale ? AS400.
• Use of existing code required.
• Project deadline close.

Solution

• Overall Design, developer and development schedule management.
• Used systems tools that had never before been used in production, such as AS400.
• Used systems tools that had never before been used in production, such as AS400.
• Enabled exchange of data with PCs.

Benefits

• Completed within timeframe.
• System was so efficient that other departments in the company began to use it.
• Became an important case-study for IBM.

Technology Highlights

• First example of AS/400 Development.
• Thorough use of IBM technology.
• Created tools to make system development easier on this new system.

Foreign Financial Institution - System Move and Migration

Provision of Project Management, Consulting and ongoing support services, to complete the activities related to a NETWORK MIGRATION and SYSTEM MOVE. The project was completed successfully with no downtime.

Team Members - Project Manager x 1. Engineer x 2. Consultant x 1.
Users - Approx. 500
Project Duration - 6 Months
Project Effort - 30 Person-Months
Sites - Tokyo

Problems

• Need to migrate system from Netware to NT 4.0.
• Lack of skilled planners and engineers.
• Weak backup system and DRP.
• Tight schedule.

Solution

• Propose eliminating problems before they happen; re-design overall system, including servers and clients.
• Create security policies.
• Plan rollout, including creation of tools for efficiency.
• Train and manage engineers for a successful rollout.

Benefits

• Project is complete before deadline.
• No Business Downtime during migration.
• System delivered is better-than-expected spec.
• Operations smoother than before new system.
• System is now recoverable.

Technology Highlights

• Sophisticated script programs assisted migration of NetWare NDS to Windows NT SAM.
• Backup system design using Veritas and streamed RAID DLT backup, and quick recovery of servers using boot CDs.
• Created PC disk "image" for each type of hardware, allowing fast rollout.
• Software distributed to PCs with WinInstall.
• Clarify CRM localization assistance, setup, support.

EDA Tool Vender - Move PM and Unix Support Desk

Provision of Project Management, Consulting and ongoing support services, to complete the activities related to a new office move project and ongoing support. The customer's environment is Sun and Linux based, with PCs for admin staff.

Team Members - 1 project manager, 1 engineer, 2 consultants.
Users - Approx 30
Project Duration - 6 months.
Project Effort - 2.5 person-months.
Sites - Yokohama x 1, Osaka x 1.

Problems

• Move project management required.
• Consulting for IT systems and operations
• Lack of ongoing support.

Solution

• Efficient PM of move project.
• Consolidation of IT operations, including Unix, Linux and Windows.
• Implementation of helpdesk.

Benefits

• Met move deadline and budget.
• Domestic IT operations now running smoothly.
• Efficient use of terabyte-level storage for design projects.
• Immediate Helpdesk feedback for user and engineer problems.

Technology Highlights

• NetApp storage over fiberchannel.
• Sun enterprise equipment and Solaris OS.
• Sun Workstations.
• Dell PCs and Servers, running Windows 2000 and RedHat Linux.
• Proprietary design software.
• Unix systems - NIS, NFS, bind, squid, ssh, IPSEC, apache, ipchains, tripwire.
• Microsoft Exchange 2000 Groupware (English), with bilingual modifications.

Defense Contractor - VPN Install and Improvement of Security

Provision of Project Management and Design Consulting to complete the activities related to the implementation of security at a domestic defense contractor. Successfully designed and implemented Watchguard technology at 15 sites.

Team Members - 1 Project Manager, 3 engineers
Users - 200
Project Duration - 2 months
Project Effort - 4 person-months
Sites - 15 Tokyo, Osaka, Fukuoka, Saseho, etc.

Problems

• Weak single point-of-failure security.
• Questionable technology choices made.
• Current system required a long implementation, which resulted in business interruption.

Solution

• Implemented Watchguard security appliances at each site, with a central log server.
• Used existing routers as first-level packet filters.
• Minimal changes to existing IP address structure.

Benefits

• Full "stateful inspection" firewall protection.
• Detailed, comprehensive logging for all services.
• Shallow learning curve for IT team to learn Watchguard firewall administration.
• Yearly "LiveSecurity" subscription for security Alerts, Updates, Reports
• Little business interruption during implementation.

Technology Highlights

• Stateful Inspection firewall allows connection sessions to be monitored, preventing spoofing
• Centralized Logging to a single large log server (syslog also possible).
• Built-in detailed reporting, viewable via HTML. VPN Manager software allows central setup
• VPN Manager software allows central setup and control of all VPN tunnels.
• Flexible technology choices ? IPSEC, 3DES, etc.

Electron Microscope Manufacturer - M&A IT Refit

Provision of Project Management, Consulting and ongoing support services, to complete the IT activities related to the M&A of a foreign and domestic company. Successfully localized IT policy, rolled out new standard PCs and laptops to 100 users, provided training and are currently providing ongoing support.

Team Members: Project manager, 3 engineers.
Users: Approx 75
Project Duration: 6 months.
Project Effort: 6 person-months.
Sites: Tokyo x 3, Osaka x 1, (Asia x 3)

Problems

• Lack of Project leadership.
• M&A-related deadline.
• Merging companies have very different cultures.
• Weak IT standards.
• Old equipment.

Solution

• Establish new global WAN links, and new LAN infra.
• Backup all old data.
• Design and rollout new servers and PCs.
• Establish helpdesk.
• Train users in new policy and software.

Benefits

• M&A deadline beat.
• Users trained on global IT policies and systems.
• Legacy systems still available, hedging risk.
• Low domestic running cost with structured IT approach.

Technology Highlights

• Cisco / Extreme Networking, Nortel VPN.
• Custom programs for backup and restore during rollout.
• Windows 2000, Active Directory
• Exchange Groupware, English Version, setup to work for
• Japanese processing.
• MFG/PRO emulator connections
• Clarify CRM localization assistance, setup, support.

Hearing Aid Manufacturer - M&A BPR, IT Refit

Provision of Project Management, Consulting (IT and BPR) and ongoing support services, to complete the activities related to the M&A of a foreign and two domestic companies. Successfully executed Business Process Reengineering, IT system consolidation, close-down of a Tokyo factory consolidating its operations to Yamato. Currently, working on IT strategy, policy localization and helpdesk structure.

Team Members - 1 project manager, 2 consultants, 3 engineers.
Users - Approx 100
Project Duration - 18 months.
Project Effort - 24 person-months.
Sites - Tokyo x 3, Yamato x 1, Osaka x 1

Problems

• Strong Project leadership required for extremely challenging M&A-related deadline.
• HR-related problems in very different corporate cultures.
• No IT standards with old kit.
• Factories not using flow manufacturing. BPR required

Solution

• Re-engineer Business Processes for factories.
• Run project to consolidate factories
• Assist with HR re-trench
• Employ standardized PCs where possible.
• LAN and WAN linkup, IP address changes.

Benefits

• M&A deadline beat.
• Cost saved because of re-employment and outplacement of staff.
• Staff trained on more efficient work methods.
• IT staff changed out, structured IT strategy now employed.

Technology Highlights

• Frame-relay WAN.
• Cisco-based Network.
• Smile Alpha sales / accounting.
• eSolia-custom programs for data-entry to replace DOS programs and link Smile Alpha.
• Standardization on Dell equipment for PCs and Servers