Project Charter
Applying the operating model on Odoo: scope, phases, roles and sign-off points.
- Deliverable 4 of 4 · Governance
Purpose
Move the client onto a unified Odoo system across the core process lines, from purchasing and operations to sales, collection and financial statements, standard as much as possible. The core outcome: live visibility and full control across operations (set by the client’s #1 priority).
Scope: process lines
- Stations (content)
- Planning · PO approval · vendor catalog · receiving · vendor bill · payment · bank reconciliation
- Stations (content)
- Per the business: inventory · work/manufacturing orders (BOM) · signed transfers · quality
- Stations (content)
- Customers · pricelists · order / POS · collection · returns & exchange · daily close
- Stations (content)
- Chart of Accounts · Analytic Plan · automatic entries · bank reconciliation · reports & financial statements
Locations: set per project (HQ · branches · warehouses).
Out of scope (paid separately later): Odoo AI features (needs a GPT/Gemini subscription) · HR + Payroll + Biometric (after accounting stabilizes) · Hardware (POS · scanners · scales · tablets) · branch internet · Odoo SH/Online subscription · any integration outside the TO-BE · any custom development.
Parking Lot: any request > 4 hours is deferred. After Go-Live, any new feature = a fresh gap analysis under a separate quote.
Phases: Odoo standard 4-phase methodology
Hours split 10% / 5% / 80% / 5%. Each cycle in Phase 3 closes with a signed Cycle Validation before moving on. The number of weeks and hours depends on the package size (e.g. 50h≈6 weeks · 100h≈8 · 200h≈12, maximum). The table below is an example on a ~50-hour package:
| Week | Phase | Hours* | Main goal |
|---|---|---|---|
| W1 | Gap Analysis | 5h | Understand reality, document needs + sign the charter |
| W2 | Kick-Off | 2.5h | Align the team and hand over the Master Data templates |
| W3 | Cycle 1 | 14h | First cycle (e.g. purchasing + inventory + products) |
| W4 | Cycle 2 | 13h | Second cycle (e.g. sales + stock & ledger integration) |
| W5 | Cycle 3 | 13h | Third cycle (accounting + reports + accountant training) |
| W6 | Go-Live | 2.5h | Final switch + balance upload + hyper-care |
- Phase
- Gap Analysis
- Hours*
- 5h
- Main goal
- Understand reality, document needs + sign the charter
- Phase
- Kick-Off
- Hours*
- 2.5h
- Main goal
- Align the team and hand over the Master Data templates
- Phase
- Cycle 1
- Hours*
- 14h
- Main goal
- First cycle (e.g. purchasing + inventory + products)
- Phase
- Cycle 2
- Hours*
- 13h
- Main goal
- Second cycle (e.g. sales + stock & ledger integration)
- Phase
- Cycle 3
- Hours*
- 13h
- Main goal
- Third cycle (accounting + reports + accountant training)
- Phase
- Go-Live
- Hours*
- 2.5h
- Main goal
- Final switch + balance upload + hyper-care
Master Data is the client’s responsibility (with Tarabut support): Group A before W3 · Group B before W4 · Group C before W5 · Opening Balances before W6 (go/no-go gate). No full history is imported: Master Data only. *Hours are indicative and change with project size.
Roles (short RACI)
| Party | Responsibility |
|---|---|
| Tarabut | Project Leader throughout · setup & implementation (CoA · Analytic · Pricelists · Workflows) · App Expert to review cycles · training · weekly status · hyper-care |
| Client (Sponsor) | Drives and backs the project before the team · strategic decisions · attends kick-off and final acceptance · does not criticize the product in front of the team |
| Client (SPoC) | A decision-making "super key-user" · available ≥ 3 days/week · legitimate to the team · the most important role in the project |
| Client (Key Users) | Process owners (warehouse · branches/cashier · accounting): they test and sign off · they prepare the Master Data |
- Responsibility
- Project Leader throughout · setup & implementation (CoA · Analytic · Pricelists · Workflows) · App Expert to review cycles · training · weekly status · hyper-care
- Responsibility
- Drives and backs the project before the team · strategic decisions · attends kick-off and final acceptance · does not criticize the product in front of the team
- Responsibility
- A decision-making "super key-user" · available ≥ 3 days/week · legitimate to the team · the most important role in the project
- Responsibility
- Process owners (warehouse · branches/cashier · accounting): they test and sign off · they prepare the Master Data
Client dependencies
-
An approved SPoC (decision-maker · ≥ 3 days/week · legitimate to the team), before starting.
-
Master Data filled into the templates within the deadlines (Group A/B/C + opening balances).
-
Hardware + internet + cloud (POS · scanners · scales · tablets · Odoo SH subscription): the client’s direct responsibility.
-
Decisions within 48 business hours · sign each cycle validation within 3 business days.
Risks & mitigation
Risk
A weak SPoC (the #1 cause of failure)
Mitigation
Nominate a strong SPoC written into the charter before signing · Tarabut declines to continue if unqualified
Risk
Master-data delay (delays Go-Live)
Mitigation
Templates delivered in W2 + weekly status check · responsibility of the SPoC + process owners
Risk
CoA + Analytic Plan (a strategic decision)
Mitigation
A workshop with management in W1 + sign-off in Cycle 3 before any entry · changing it later costs double
Sign-off points
-
Project Charter (this document): end of W1 · SPoC + Sponsor. No move to W2 before signing.
-
Cycle Validation (C1→C3): end of each cycle · SPoC + the cycle’s key user.
-
End-user training (SPoC) + Balances (SPoC + accountant): before Go-Live.
-
Go-Live Acceptance: Go-Live day · Sponsor. The project then moves to the Helpdesk.
After Go-Live: bugs are fixed from the remaining package hours · any new feature = a fresh gap analysis (parking lot) · a full week of hyper-care.
Client signature
Tarabut signature
For the full implementation methodology, see the Implementation Guide; for what happens after Go-Live, see the Support Guide.