Odoo On-Premise Implementation Methodology

🎯 Purpose of implementation:

Implement the agreed functional model in the Odoo system by configuring modules, making adjustments (if necessary), testing, training users, launching the production environment, and providing support.

📌 The start of implementation may be based on:

• the results of the preliminary GAP analysis
• or based on the agreed budget, the basic list of modules, functional requirements (brief) without a full preliminary analysis

🔹 Stage 1: Project Initiation (On-Premise Implementation after GAP Analysis)

📌 Goal:

Officially launch the project after agreeing on the terms, form a team, establish interaction rules, and ensure legal and technical readiness for implementation.

📋 Stage Checklist:

✅  1. Legal registration:

​✅ Signed contract for the implementation of the project, which includes:

​ ​– scope of work

​ ​– timelines

​ ​– cost

​ ​– schedule and format for delivering results

​✅ Signed NDA (Non-Disclosure Agreement) (optional, at the request of the parties)

​✅ Signed project charter, which includes:

​– project management model

​– stages of delivering results (by iterations/modules)

​– team composition from the integrator's side (project manager, analyst, developer, others)

​– responsible parties from the client’s side (coordinator, key users, IT support)

​– communication format (tools, frequency, escalation rules)

✅  2. Licensing and Infrastructure:

• ✅ Purchased or confirmed Odoo Enterprise licenses (including the number of users and activated modules)
• ✅ Purchased or allocated resources for hosting (servers, VPS, internal data center, etc.), if hosting is provided by the client
• ✅ Configured environment (or designated technical specialist from the client side for preparing the infrastructure)

✅ 3. Financial readiness:

• ✅ The first payment or advance has been made according to the terms of the contract
  
• ✅ The payment model for the next stages has been determined (in stages, hourly, by modules, etc.)

📌 Stage result:

The project officially starts, all parties are legally and technically ready for the implementation.

🔹 Stage 2: Setup and Configuration 

📌 Goal:

Deploy the development and production environment, perform the basic system configuration, set up the prototype of the future system, conduct initial training for the pilot group, and gather feedback to clarify expectations.

📋 Stage checklist:

✅ 1. Deployment of the technical environment:

• ✅ Deployed development environment (DEV) on dedicated hosting
  
• ✅ Deployed production environment (PROD) (with basic access for administrators)
  
• ✅ Connected the necessary number of licenses for developers and the testing group
  
• ✅ Basic system configurations completed in DEV and PROD:
  

​ ​– domain name 

​ ​– interface languages

​ ​– currencies

​ ​– country, timezone, date/time format

​ ​– email templates, logo, etc.

✅ 2. Creating an iterative prototype:

• ✅ The first prototype of the future system has been built (on DEV), based on agreed processes
  
• ✅ Demonstration data has been added (products, clients, deals, documentation examples, etc.)
  
• ✅ The second iteration of configuration has been conducted (based on feedback results)

✅ 3. Primary education:

• ✅ Training has been conducted for the pilot group of users and the coordinator:
• • interface overview
  • basic scenarios for key modules (CRM, sales, document management, etc.)
• ✅ Feedback and additional requests for settings / process logic have been collected
• ✅ In-depth training has been conducted for the coordinator and administrator:
• •  menu structure
  • role settings
  • user management
  •  import/export
  •  basic system diagnostics

✅ 4. Prototype Agreement:

• ✅ Agreed working prototype of the future system with all approved changes
• ✅ Documented what serves as the basis for further development and integrations

📌 Stage result:

Confirmed functional prototype of the system, trained pilot group, clear vision of the next step — customizations, integrations, and preparation for data migration.

🔹 Stage 3: Development

📌 Goal:

Implement the agreed customizations, automate processes, document all changes, test functionality, and prepare the system for transferring settings to the production environment.

📋 Stage Checklist:

✅ 1. Implementation of functionality:

• ✅ Functionality developed according to the approved prototype
  
• ✅ Processes automated according to the expected logic of operation
  
• ✅ Customizations ensured to comply with Odoo architecture principles (updatability, security)

✅ 2. Test documentation:

• ✅ Developed user cases (user scenarios) — how the main processes should work
  
• ✅ Created test cases to verify key business scenarios and integrations
  
• ✅ Tested new functionality according to test cases on DEV
  
• ✅ Documented bugs, conducted their fixes, and retested

✅ 3. Technical documentation:

• ✅ Documentation has been created for each custom module, which includes:
• • – description of functionality
  • – data model structure
  • – logic of business processes / buttons / actions
  • – dependencies and technical specifics (JS, API, external services)

✅ 4. Preparation for transfer:

• ✅ Test data removed in the DEV environment
• ✅ DEV is ready for cloning to staging / pre-prod or transferring configurations to PROD

📌 Stage result:

Implemented and tested developments, documentation is ready, the test environment has been cleared — the team is ready for the transfer of functionality, preparation for data migration, and the launch of full testing.

🔹 Етап 4: Integration & Data Migration

📌 Goal:

Implement and test the agreed integrations with external systems, configure the migration of historical data, complete all technical connections, and transfer the system to the production environment.

📋 Stage Checklist:

✅ 1. Integration with external systems:

• ✅ Integration with agreed systems has been completed (for example: accounting, website, marketplaces, logistics)
• ✅ Online integration has been set up, within which systems exchange data in real time
• ✅ Queues, triggers, and logic for updating/creating data have been configured (within the scope of agreed tasks)

✅ 2. Migration of historical data:

• ✅ Historical data mapping has been set up (products, partners, orders, warehouses, etc.)
  
• ✅ The initial migration process or periodic updates from data sources (CSV, API, SQL, etc.) has been configured
  
• ✅ The correctness of the migration has been verified in the DEV or STAGING environment

✅ 3. Documentation and integration testing:

• ✅ Described the mapping of structures, exchange formats, validation logic
  
• ✅ Configured queues / buffers / error control (if provided)
  
• ✅ Developed test cases to verify correct integration and migration

✅ 4. Intermediate demonstration:

• ✅ A demonstration of the implemented functionality from stages 3–4 (development + integrations) has been conducted
  
• ✅ Feedback has been received from the client
  
• ✅ Changes have been made as needed (a maximum of 2 iterations of clarifications)

✅ 5. Migration to production:

• ✅ The final release has been formed with all configured and custom modules
• ✅ Functionality has been transferred from DEV to PROD
• ✅ The developer has tested the production environment according to the test cases
• ✅ It has been verified that all modules, integrations, and settings are working correctly

📌 Stage result:

Integrations and migrations are complete. The production environment is ready for final testing and user training.

Stage 5: Testing and Preparation for Launch (Testing & Validation)

📌 Goal:

Engage users in final testing, complete all configurations, conduct training, verify support, and ensure the system is fully ready for Go-Live.

📋 Stage Checklist:

✅ 1. User testing of the system:

• ✅ The system has been tested by the client according to the provided test cases
  
• ✅ It has been verified that key processes operate according to the agreed functionality
  
• ✅ Possible critical errors or clarifications have been recorded and resolved

✅ 2. Team Training:

• ✅ Training for pilot users, the coordinator, and the system administrator has been conducted
  
• ✅ Video instructions have been created and uploaded to the Odoo knowledge base (e.g., YouTube, internal portal, Google Drive)
  
• ✅ The training covers:
  
• • – operational work in the modules
    
  • – scenarios of typical actions
    
  • – working with messages, documents, and statuses

✅ 3. Documentation and completion of the technical part:

• ✅ The technical task (ToR) or document recording all implemented changes has been formed
  
• ✅ All necessary historical data has been uploaded for the start of productive work
  
• ✅ The configuration of reports and printed forms provided for by the project has been completed

✅ 4. Readiness for service:

• ✅ Additional training has been conducted for the coordinator and administrator:
• • – basic Odoo maintenance
  • – monitoring, backups, access
  • – updates, simple configurations
• ✅ Instructions have been provided on how to formulate requests to the support service
• ✅ The technical support system has been connected and tested
• ✅ Necessary access and instructions for communication channels (email, helpdesk, portal, etc.) have been provided

📌 Stage result:

The system has been tested, the team is prepared, and the technical infrastructure is in place. The system is ready for launch in production mode.

🔹 Stage 6 (optional): Additional training for users and coordinators

📌 Goal:

Deepen the knowledge of users and key members of the client team before the launch, especially if the project involves mass training or partial internal support from the client.

📌 Terms of execution:

This stage is carried out only if additional training for users or coordinators has been separately provided for in the project (for example, in projects with a large number of departments or a complex implementation structure).

📋 Stage Checklist:

✅ 1. End user training:

• ✅ Additional user training sessions conducted by roles or departments
• ✅ All training sessions recorded
• ✅ Video instructions placed in a centralized knowledge base (Google Drive, YouTube (private), Confluence, etc.)

✅ 2. Advanced training for coordinator / administrator:

• ✅ Technical training has been conducted for the coordinator and administrator, focusing on:
• • – initial technical support for users in the first weeks after launch
  • – monitoring actions in the system
  • – updates and changes to settings as needed
  • – optimization of user scenarios (queues, filters, actions, email templates)
• ✅ Checklists for standard system administration have been provided
• ✅ Explained when and how to submit requests to the support service of the contractor

📌 Stage result:

The training materials have been supplemented, key users are more familiar with the system, and administrators are prepared for the start of productive operation.

🔹 Stage 7: Go-Live

📌 Goal:

Officially launch the Odoo system into industrial operation, connect all users, activate support, and resolve any potential errors that arise during real use.

📋 Stage Checklist:

✅ 1. Start of productive work:

• ✅ All users are connected, accounts, roles, and access have been created
  
• ✅ It has been verified that the system is operating normally in the production environment
  
• ✅ The first "live" documents have been generated in the system: invoices, orders, inventory movements, etc.

✅ 2. Go-Live Support:

• ✅ The process for submitting support requests from the client's internal team (coordinator → integrator) has been set up.
  
• ✅ Instructions on the prioritization of requests, templates for describing bugs and inquiries have been provided.
  
• ✅ Enhanced support (hyper care) has been activated for the first 2 weeks after launch:
  
• • – quick response to requests
    
  • – monitoring of key processes
    
  • – assistance to users in case of misunderstandings or errors

✅ 3. Problem resolution:

• ✅ All critical bugs that occurred during productive use have been identified and fixed
  
• ✅ A review of common user errors has been conducted, and hints, limitations, or training videos have been added as needed
  
• ✅ The stability of the production environment has been confirmed

📌 Stage result:

The system has been successfully launched, all users are operational, support is active, and the contractor's technical team ensures quality control and responds to requests. The system is transitioning into a phase of stable support and maintenance.

🔹 Stage 8: Post-Go-Live Support and Development

📌 Goal:

Ensure the stability of the system's operation after launch, support users, gather new initiatives, develop growth plans, and complete the contractual part of the project.

📋 Stage Checklist:

✅ 1. Connecting long-term support:

• ✅ Ongoing support activated for 2 months after launch
  
• ✅ Communication channels established, SLA responses, request prioritization
  
• ✅ Responsible persons identified from the client and integrator for further support

✅ 2. System development:

• ✅ Collected wishes and additional ideas that arose:
• • – during implementation
  • – in the first weeks of the system's operation
• ✅ Developed a roadmap for the system's development (functionality, modules, integrations, UI/UX improvements)
• ✅ Completed effort and cost estimation for each item on the roadmap
• ✅ Provided the roadmap with estimates to the client for approval (or as a separate plan for the next phase)

✅ 3. Completion of the contractual part:

• ✅ Signed acts of completed work for all stages of implementation
  
• ✅ Signed final acceptance act of the project according to the terms of the contract
  
• ✅ Final set of documentation transferred (technical, training, instructions, video)

📌 Stage result:

The project is officially completed. The client has a stable working system, active support, a clear development plan, and a closed legal part of the collaboration.