Implementation Process — How Hybrowlabs Delivers Erpnext Projects
At Hybrowlabs, we follow a structured implementation methodology that ensures successful ERPNext deployments. This page documents our process with examples and evidence of deliverables at each stage.
Implementation Phases Overview
Our implementation follows these key phases:
- Requirements Gathering — Understanding your business processes
- BRD Preparation — Documenting as-is and to-be processes
- Development & Configuration — Building the solution
- Testing & Validation — Ensuring quality
- Go-Live & Support — Launching and stabilizing
Phase 1: Requirements Gathering
What We Do
- Internal Handoff — Our BA team reviews all prior discovery work, recordings, and documentation (2-3 days)
- Questionnaire Distribution — Customized questionnaires sent to each department head/process owner
- Discovery Calls — Detailed discussions to understand pain points and requirements
- Stakeholder Mapping — Identifying SMEs and operational leads for each module
Deliverables
- Completed questionnaires per department
- Discovery call recordings and notes
- Stakeholder matrix
Sample: Requirements Questionnaire
We use standardized questionnaires adapted to your industry and terminology. Here's what they cover:
| Section | Topics Covered |
|---|---|
| Organization | Company structure, departments, locations |
| Current Systems | Existing tools, integrations, data sources |
| Process Flows | Step-by-step workflows for each function |
| Pain Points | Current challenges and desired improvements |
| Users & Roles | Who does what, access requirements |
| Data | Master data, transaction volumes, migration needs |
Note: We customize questionnaire language to match your organization's terminology — avoiding ERP jargon that may be unfamiliar to operational teams.
Phase 2: BRD Preparation
As-Is Process Documentation
We document how your organization currently operates:
- Process narratives
- Pain points and bottlenecks
- Current workarounds
- Data flows between systems
To-Be Process Design (Solutioning)
We map your requirements to ERPNext capabilities:
- ERPNext DocTypes and modules to be used
- Workflow configurations
- Role-based access design
- Notifications and alerts
- Integration points
BRD Structure
Our Business Requirements Document includes:
| Section | Contents |
|---|---|
| Process Overview | High-level summary of the business process |
| As-Is Process | Current state documentation with pain points |
| To-Be Process | Proposed ERPNext implementation |
| DocTypes & Fields | Specific ERPNext configurations |
| Workflows | Approval chains, status transitions |
| Roles & Permissions | Access control matrix |
| Notifications | Email/system alerts |
| Reports | Required reports and dashboards |
Where BRDs Live
We deliver BRDs directly within your ERPNext instance — not as external documents. This means:
- ✅ Your team can access documentation where they work
- ✅ BRDs become training materials post go-live
- ✅ Videos and tutorials added to the same location
- ✅ Single source of truth
Phase 3: Custom Development
For requirements that go beyond standard ERPNext configuration, we create:
Wireframes
Visual representations of custom screens showing: - Layout and field placement - Button locations and actions - User interface flow
Technical Specifications
- Custom DocType designs
- Server script requirements
- API integration specs
- Print format customizations
Phase 4: Agile Delivery
Our Approach
We follow an Agile methodology — not waterfall:
- ✅ Requirements can evolve during development
- ✅ Regular demos and feedback loops
- ✅ Iterative improvements based on user input
- ⚠️ Material changes (workflow/scope changes) may impact timeline and cost
What This Means for You
| Aspect | Our Commitment |
|---|---|
| Flexibility | Minor field/validation changes accommodated |
| Documentation | All changes recorded and versioned |
| Communication | Regular updates on progress and blockers |
| Transparency | Clear impact assessment for significant changes |
Timeline Example
For a typical implementation:
| Phase | Duration | Key Activities |
|---|---|---|
| Requirements Gathering | 4 weeks | Questionnaires, discovery calls, as-is documentation |
| BRD Preparation | 2-3 weeks | To-be design, stakeholder validation |
| Development | Variable | Configuration, customization, integrations |
| UAT | 2 weeks | User acceptance testing, bug fixes |
| Go-Live | 1 week | Deployment, data migration, training |
Note: Timelines are indicative and depend on project scope and complexity.
Team Structure
Hybrowlabs Team
| Role | Responsibility |
|---|---|
| Project Manager | Overall delivery, stakeholder communication |
| Business Analyst | Requirements gathering, BRD preparation |
| Technical Consultant | Configuration, customization |
| Developer | Custom development, integrations |
| QA Engineer | Testing, quality assurance |
Your Team
| Role | Responsibility |
|---|---|
| Project Sponsor | Executive oversight, approvals |
| SMEs | Subject matter expertise per department |
| Operational Leads | Day-to-day process knowledge |
| IT Contact | Technical coordination |
Sample Deliverables
Document Request System
During implementation, we use ERPNext's Document Request feature to collect:
- Master data templates
- Sample transaction data
- Approval matrices
- Organization charts
- Policy documents
Project Updates
Regular status updates delivered in ERPNext showing:
- Completed tasks
- Upcoming milestones
- Blockers and risks
- Resource utilization
Quality Standards
Consultant Certification
Our senior consultants are Frappe Certified, ensuring:
- Deep ERPNext platform knowledge
- Best practice implementation patterns
- Efficient troubleshooting
Documentation Standards
All deliverables follow our internal SOPs:
- Consistent BRD formatting
- Clear process diagrams
- Traceable requirements
- Version-controlled changes
Getting Started
When you engage Hybrowlabs for implementation:
- Kickoff Meeting — Align on scope, timeline, and team
- Access Setup — Provide system access for our team
- SME Nomination — Identify your subject matter experts
- Questionnaire Completion — Help us understand your processes
- Daily Standups — Regular sync during active phases
Resources
- ERPNext Documentation: https://docs.erpnext.com
- Frappe Framework: https://frappeframework.com/docs
- Hybrowlabs Support: support@hybrowlabs.com
This document is part of the Hybrowlabs Customer Handbook. For questions about our implementation process, contact your project manager.
