Step 2: Mapping & Configuration

Mapping Your Business to Success

Welcome to the next stage of your VOGSY onboarding. Our goal for this phase is simple: to ensure VOGSY’s core settings perfectly match your business context.

Through a series of focused sessions and hands-on work packages, we will validate your setup, perform gap analyses on real-world test scenarios, and finalize your back-office population. By the end of this step, your environment will be fully optimized, tested, and ready for deployment.

Focus: Aligning VOGSY’s logic with your specific business context.

Agenda for session 1

1. Questions logged in the Q&A sheet

2. Learning exercise review

   - Opportunities and organization exercise review

   - Review learning exercises for projects, resourcing, and invoicing

3. Four essential VOGSY elements to consider

4. Setup assistant

Four essential VOGSY elements to consider

Before diving into the setup assistant, you must define these foundational elements to align with your business:

- Organizational structure: Set up your multinational, multi-company, and multi-currency structure

- Work Breakdown Structure (WBS): Divide projects into deliverables (where work, costs, and budget are tied)

- Activities: These are the building blocks for project calculation and time registration

- Revenue types: Categorize and track various revenue streams for reporting

- VOGSY Setup Assistant: Complete VOGSY setup assistant

To ensure we make the most efficient use of the session, I recommend reviewing the articles in the 'Related Articles' section beforehand.

To prepare yourself well for the kick-off & self-learning session, read the following documents:

- Map your business

- How to set up your international company structure

- About VOGSY's work breakdown structure

- Video - Work breakdown structure in VOGSY

- How to set up activities in VOGSY

- How to set up revenue types in VOGSY

- How to use the VOGSY setup assistant

This session verifies your setup assistant configuration details to ensure VOGSY perfectly aligns with your business processes. It's time to address any questions you've gathered.

Result: Your understanding of VOGSY's logic and its mapping to your business will be sound, and the system will be configured for real simulation work.

Agenda for session 2

1. - Questions logged in the Q&A sheet

2. - Walk through the Setup Assistant configurations

3. - Review charts & reports in VOGSY

Work Package for Session 3: Your preparation involves selecting and building three to five existing projects within VOGSY, from initial quote to final cash collection. It is crucial that these test projects incorporate the full spectrum of your client engagement types, including fixed-price, time-and-materials, retainer, and mixed models.

The previous session established the foundational mapping, linking your end-to-end Quote-to-Cash process and your project work breakdown structure to VOGSY's core settings and architecture. This session shifts focus to a detailed review.

Gap analysis and objective: We will review your environment to detect any divergence between your business intent and VOGSY's current setup. Our primary goal is to ensure that all intended functions execute correctly upon going live.

Agenda for session 3

1. Questions logged in the Q&A sheet

2. You 'demo' your test scenarios for us so that we can validate your setup and assumptions:

   - Employees

   - Opportunities (if in scope)

   - Quotes (if in scope)

   - Projects

   - Project planning

   - Resource planning

   - Project costs

   - Expenses (if in scope)

   - Invoicing

3. Any final questions in preparation to go live

Reviewing test projects: This validation is conducted through a rigorous analysis of the 3-5 test projects you built out in the previous work package.

- Process: We analyze these projects to isolate any outstanding questions or configuration gaps that might pose a risk to the launch.

- Success criteria: Identifying no gaps means your VOGSY setup is complete and ready for deployment.

A successful review confirms that your configuration is sound and that you are fully ready for go-live.

To prepare for the next session and your go-live, VOGSY now needs to be populated with all your remaining business settings.

- Complete your back office population

- Update the Q&A sheet: Update all statuses that haven't been updated yet to ‘done’ when applicable