Core Rollout Strategy Checklist
Internal Setup First
Start with internal Odoo 19 setup across AlShayeb branches (Bethlehem HQ first)
Multi-Company Activation
Activate multi-company, shared chart of accounts, and governance layers
Egypt AI Helpdesk
Stand up Egypt AI Helpdesk as a parallel track (Knowledge Base + LangChain RAG)
Education Integration
Integrate education partnerships and internship program by Wave 3
Audit Readiness
Embed controls, UAT, and audit readiness gates before production cutover
Implementation Phases Table
| Phase # | Phase Name | Weeks (Range) | Entry Criteria | Exit Criteria | Primary Artifacts / Deliverables |
|---|---|---|---|---|---|
| 0 | Mobilization & Governance Setup | Week 1–2 | Project charter approved; PMO assigned; environment ready | Governance Board active; communication plan published | Project Charter, RACI matrix, governance model, kickoff minutes |
| 1 | Greenfield Odoo 19 Core Setup | Week 3–6 | Dev/Test servers ready; base team trained on Odoo setup | Single Odoo 19 database configured with multi-company base (Bethlehem, Ramallah, Jerusalem, Amman, Egypt) | Odoo DB instance, Company tree, Base settings checklist, COA (IFRS/NGO), Access group matrix |
| 2 | Finance & HR Foundation | Week 7–10 | Multi-company model validated; base modules installed | Accounting, HR, Payroll, and Expenses operational across all branches | Configured accounting module, journal templates, HR contracts, security rules, intercompany test log |
| 3 | Operational Modules & Intercompany Workflow | Week 11–16 | Core finance stable; HR active | Inventory, Purchase, Sales, Project, Audit workflows functional; intercompany reconciliations automated | Process maps, workflow definitions, control matrix, intercompany scripts, user SOPs |
| 4 | AI Helpdesk (Human-Taught) Pilot – Egypt Hub | Week 13–18 (Parallel) | Egypt helpdesk team onboarded; LangChain + Odoo knowledge base set | MVP AI helpdesk live; internal FAQs and Odoo process RAG deployed; 3 human curators active | LangChain RAG architecture, vector store schema, curated content tables, QA review logs |
| 5 | Education & Internship Integration | Week 17–22 | AI helpdesk live; Odoo stable | University partnerships formalized; student onboarding workflows automated; training content hosted in Odoo eLearning | MOU templates, LMS setup, internship SOPs, onboarding curriculum checklist |
| 6 | UAT, Controls, and Audit Readiness | Week 23–26 | All modules functional; data migration complete | Signed-off UAT; Internal controls and audit trails validated; CFO certification ready | UAT scripts, audit trail test reports, SOX-style control checklists, approval sign-offs |
| 7 | Cutover & Go-Live (Phase I) | Week 27–30 | UAT approved; training completed | System live across all branches; cutover completed; rollback plan validated | Cutover checklist, smoke test logs, production backup plan, Go/No-Go decision report |
| 8 | Stabilization & KPI Baseline | Week 31–34 | Production system stable; users onboarded | KPIs and dashboards live; month-end close completed via Odoo; first AI helpdesk metrics reported | KPI dashboard, finance closing report, AI helpdesk performance dashboard |
| 9 | Continuous Improvement & Client Expansion (Wave 2) | Week 35–52 | Stable internal operations; user feedback collected | Client-facing services integrated (NGO accounting, Odoo outsourcing); Egypt helpdesk scaled | Service catalog, SLA templates, support tier design, versioned SOPs |
Milestone Map (Summary View)
0
Wk 1–2
Governance + Mobilization
1
Wk 3–6
Odoo Core DB (Multi-company)
2
Wk 7–10
Finance + HR Foundation
3
Wk 11–16
Ops Modules + Intercompany
4
Wk 13–18
Egypt Helpdesk Pilot (parallel)
5
Wk 17–22
Education & Intern Integration
6
Wk 23–26
UAT + Audit Readiness
7
Wk 27–30
Cutover + Go-Live
8
Wk 31–34
Stabilization + KPIs
9
Wk 35–52
Continuous Improvement (Client Ops)
Audit & Readiness Gates
| Gate | Timing | Criteria |
|---|---|---|
| Design Freeze Gate | End of Week 6 | All base configurations approved; change log created |
| Control Validation Gate | Week 18 | Intercompany transactions, user access, and control matrix validated |
| Audit Readiness Gate | Week 26 | CFO & auditor sign-off; financial consolidation and COA mapping verified |
| Go/No-Go Gate | Week 30 | UAT and cutover success confirmed |
| Post-Go-Live Review Gate | Week 34 | Stabilization KPIs and AI helpdesk SLA reports approved |
Output of This Phase
After this section:
- Odoo 19 baseline and governance structure are defined
- Timelines provide a sequenced, multi-stream roadmap (ERP + AI + Education)
- All future sections (Modules, Data Governance, Intercompany Controls, etc.) will align to this exact week framework
✅ Validation Check – Format & Structure:
- Includes table with week ranges, entry/exit criteria, artifacts
- Includes milestone and gate views
- Clear linkage to AI helpdesk and education streams
- Practical and deployment-ready
- All requirements for Section 1 are satisfied