Odoo Implementation Playbook

Goal: Understand business + realistic scope.

Activities:

• Stakeholder interviews (CEO, CFO, COO, department heads)
• Process mapping (sales, purchase, inventory, etc.)
• Pain points identification
• Competitive analysis (if existing system)
• High-level cost estimate

Deliverable: Discovery report + initial proposal

Goal: Detailed scope before signing.

Activities:

• Module selection + customization scope
• Integration requirements (Odoo ↔ banks, ZATCA, etc.)
• Data migration scope (years, entities, complexity)
• Training scope (users, sessions, materials)
• Detailed timeline + resource allocation
• SOW + payment terms

Deliverable: Signed Statement of Work (SOW)

Goal: Align everyone on same page.

Activities:

• Project team introduction (PM, analysts, developers)
• RACI matrix sharing
• Communication plan (weekly status, Slack channel, etc.)
• Risk register initialization
• Tool setup (Jira, Confluence, shared drive)

Deliverable: Project charter + kickoff deck

Goal: Document as-is + design to-be.

Activities:

• Workshops with each department
• Process diagrams (BPMN)
• Functional Requirements Document (FRD)
• Gap analysis (Odoo standard vs requirements)
• Customization specifications

Deliverable: FRD + customization specs + gap analysis

Goal: Translate requirements to technical design.

Activities:

• Module architecture (Python classes, models, views)
• Integration architecture (REST APIs, webhooks)
• Data model (custom fields, relationships)
• UI/UX wireframes (if custom screens)
• Security model (groups, record rules)

Deliverable: Technical Design Document (TDD)

Goal: Build the system.

Activities:

• Standard Odoo configuration (chart of accounts, tax rates, journals)
• Custom module development
• Integration code (Odoo ↔ ZATCA, banks, 3rd-party systems)
• Reports + dashboards
• Email templates + workflows

Deliverable: Working system in staging environment

Goal: Move data cleanly from old system.

Activities:

• Data extraction (CSV, SQL, API exports)
• Data cleansing (deduplication, normalization)
• Data transformation (mapping to Odoo schema)
• Test migration (multiple rounds)
• Reconciliation (trial balance, AR/AP, inventory)

Deliverable: Validated data in staging

Goal: Validate system before go-live.

Activities:

• Test scenarios writing (end-to-end workflows)
• UAT execution with super-users
• Issue tracking + resolution
• Performance testing (if high volume)
• Security testing

Deliverable: Signed UAT report

Goal: Users ready for go-live.

Activities:

• Role-based training sessions (sales reps, AP, AR, etc.)
• User manuals (Arabic + English)
• Quick reference cards
• Video tutorials
• Train-the-trainer (for large companies)

Deliverable: Trained user base

Goal: Smooth cutover.

Activities:

• Final data migration (last 24-48 hours of legacy data)
• Reconciliation final pass
• Cut-off date communication
• Rollback plan documented
• Go-live war room scheduled

Deliverable: Go-live runbook

Goal: Live in production.

Activities:

• Production environment activation
• Final user access provisioning
• First transaction execution (witnessed)
• Daily standup meetings (war room)
• Hourly system health checks

Deliverable: Live system

Goal: Stabilize + transition to support.

Activities:

• Intensive remote support for the early weeks
• Issue tracking + rapid resolution
• Minor adjustments + tweaks
• Knowledge transfer to Softloomer support team
• Post-implementation review + lessons learned

Deliverable: Stable system + signed acceptance certificate