A Framework for Accurate Scoping and Estimation
A comprehensive Odoo Implementation Pre-Sales Methodology to address the challenges both customers and vendors face during the scoping and estimation process. This framework provides a structured approach to ensure more accurate project planning and budgeting.
The methodology is organized into four progressive phases:
Phase 1: Strategic Alignment (Weeks 1-2)
- Business Objectives Workshop to identify key goals and success criteria
- Stakeholder Mapping to understand roles and requirements
- Preliminary Scope Definition to establish initial boundaries
Phase 2: Detailed Requirements Discovery (Weeks 2-4)
- Business Process Workshops to document current and future processes
- Standard Functionality Fit/Gap Analysis to systematically identify customization needs
- Data Migration Assessment to evaluate complexity and effort
- Integration Requirements Analysis to document system connections
Phase 3: Solution Design and Estimation (Weeks 4-6)
- Proof of Concept Sessions to validate complex requirements
- Solution Design Workshop to address identified gaps
- Implementation Effort Estimation with appropriate ranges based on complexity
- Implementation Plan Development with phased approach and milestones
Phase 4: Commercial Proposal and Agreement (Weeks 6-8)
- Budget Alignment Workshop to reconcile scope with available budget
- Commercial Proposal Development with clear deliverables
- Joint Risk Assessment to identify and mitigate implementation risks
- Statement of Work Finalization as the contractual foundation
The framework includes detailed templates for each deliverable, sample pricing models (fixed, time & materials, and hybrid approaches), and a comprehensive pre-sales assessment questionnaire.
This methodology helps both parties develop realistic expectations, accurate budgets, and clear accountability by encouraging transparency and thorough discovery before commitments are made.
Introduction
The pre-sales process for Odoo implementations often suffers from incomplete requirements discovery, unrealistic expectations, and inaccurate estimations. This framework addresses these challenges by providing a structured methodology for both customers and vendors to collaboratively assess requirements, identify gaps, and develop accurate implementation plans and budgets.
The Pre-Sales Challenge
Common pitfalls in Odoo implementation pre-sales include:
- Incomplete requirements gathering: Missing critical business processes during initial discussions
- Overestimation of out-of-the-box functionality: Assuming Odoo can handle specific requirements without customization
- Underestimation of complexity: Failing to recognize the complexity of customizations or integrations
- Unclear scope boundaries: Not defining what's in and out of scope
- Unrealistic timeline expectations: Compressed schedules that don't account for testing and adoption
- Inadequate budget alignment: Mismatched expectations between requirements and available budget
- Neglected change management: Failing to account for organizational readiness and training needs
This methodology provides a structured approach to address these challenges through four progressive phases.
Phase 1: Strategic Alignment (Week 1-2)
The foundation phase ensures alignment between business objectives and the Odoo implementation.
Step 1.1: Business Objectives Workshop
Purpose: Identify and document key business objectives that the Odoo implementation must support.
Process:
- 1-2 hour workshop with key stakeholders
- Document primary business goals, challenges, and desired outcomes
- Establish success criteria and KPIs
- Define expected ROI and how it will be measured
Deliverable: Business Objectives Document
Template Section:
- Primary Business Goals
• Goal 1: [Description]
• Goal 2: [Description]
• ...
2. Current Business Challenges
• Challenge 1: [Description and impact]
• Challenge 2: [Description and impact]
• ...
3. Desired Business Outcomes
• Outcome 1: [Description and measurement method]
• Outcome 2: [Description and measurement method]
• ...
4. Success Criteria and KPIs
• KPI 1: [Current baseline and target]
• KPI 2: [Current baseline and target]
• ...
Step 1.2: Stakeholder Mapping
Purpose: Identify all stakeholders, their roles in the implementation, and their requirements.
Process:
- Identify key stakeholders across departments
- Document their roles, influence, and interests
- Assess their impact on implementation success
- Define communication and engagement strategy
Deliverable: Stakeholder Matrix
Template Section:
| Stakeholder | Department | Role in Project | Key Requirements | Influence Level | Engagement Strategy |
|-------------|------------|-----------------|------------------|-----------------|---------------------|
| [Name] | [Dept] | [Role] | [Requirements] | [High/Med/Low] | [Strategy] |
Step 1.3: Preliminary Scope Definition
Purpose: Create a high-level scope based on business objectives and stakeholder input.
Process:
- Define the modules/applications to be implemented
- Identify high-level business processes to be covered
- Document preliminary assumptions and constraints
- Establish initial boundaries for the implementation
Deliverable: Preliminary Scope Document
Template Section:
Modules/Applications in Scope
• [Module 1]: [Brief description of purpose]
• [Module 2]: [Brief description of purpose]
• ...
2. Key Business Processes
• [Process 1]: [Brief description]
• [Process 2]: [Brief description]
• ...
3. Preliminary Assumptions
• [List key assumptions]
4. Preliminary Constraints
• [List key constraints]
5. Out of Scope Items
• [List items explicitly excluded]
Phase 2: Detailed Requirements Discovery (Week 2-4)
This phase dives deeper into specific requirements to identify potential gaps and customization needs.
Step 2.1: Business Process Workshops
Purpose: Document current and desired business processes in detail to identify how they will map to Odoo.
Process:
- Conduct module-specific workshops with process owners
- Document current process flows, pain points, and improvement opportunities
- Identify process variations, exceptions, and edge cases
- Map processes to Odoo standard functionality
Deliverable: Process Documentation by Module
Template Section:
Business Process: [Process Name]
1. Process Overview:
• Purpose: [Description]
• Frequency: [How often performed]
• Volume: [Typical transaction volume]
• Key Users: [Roles involved]
2. Current Process Flow:
• Step 1: [Description]
• Step 2: [Description]
• ...
3. Current Pain Points:
• [List pain points]
4. Future Process Requirements:
• Must-have features: [List]
• Nice-to-have features: [List]
• Regulatory/compliance requirements: [List]
5. Decision Points and Business Rules:
• [List key business rules and decision criteria]
6. Integration Points:
• [List systems that interact with this process]
7. Reporting Requirements:
• [List key reports and analytics needed]
Step 2.2: Standard Functionality Fit/Gap Analysis
Purpose: Systematically assess how Odoo's standard functionality matches the documented requirements.
Process:
- Demo standard Odoo functionality for each process
- Document feature fits and gaps
- Classify gaps by complexity (configuration, light customization, heavy customization)
- Identify potential workarounds for gaps
Deliverable: Fit/Gap Analysis Matrix
Template Section
| Requirement ID | Requirement Description | Priority (H/M/L) | Fit Status | Gap Type | Resolution Approach | Complexity | Notes |
|----------------|-------------------------|------------------|------------|----------|---------------------|------------|-------|
| REQ-001 | [Description] | H | Partial | Config | [Approach] | Low | [Notes] |
Gap Classification:
- Configuration: Can be addressed through standard Odoo configuration
- Simple Customization: Requires minor development (fields, reports, views)
- Complex Customization: Requires significant development or architectural changes
- Integration: Requires connection to external systems
- Process Change: Requires business process adaptation
Step 2.3: Data Migration Assessment
Purpose: Evaluate data migration requirements and complexities.
Process:
- Identify data sources and current data quality
- Determine data cleansing requirements
- Assess mapping complexity from legacy to Odoo
- Estimate data volumes and migration effort
Deliverable: Data Migration Plan
Template Section:
1. Data Sources
• [Source 1]: [Description, format, approximate record count]
• [Source 2]: [Description, format, approximate record count]
• ...
2. Data Quality Assessment
• [Source 1]: [Quality issues, cleansing needs]
• [Source 2]: [Quality issues, cleansing needs]
• ...
3. Data Mapping Complexity
• [Entity 1]: [Simple/Medium/Complex], [Notes]
• [Entity 2]: [Simple/Medium/Complex], [Notes]
• ...
4. Migration Strategy
• [Entity 1]: [One-time/Phased/etc.], [Approach]
• [Entity 2]: [One-time/Phased/etc.], [Approach]
• ...
5. Data Responsibility Matrix
• [Task]: [Customer/Vendor/Shared]
Step 2.4: Integration Requirements Analysis
Purpose: Identify and document all required integrations with other systems.
Process:
- List all systems that need to integrate with Odoo
- Document data flows, frequency, and volume
- Assess technical feasibility and complexity
- Identify integration methods (API, connectors, custom)
Deliverable: Integration Requirements Document
Template Section:
| System Name | Integration Purpose | Data Flow Direction | Frequency | Volume | Integration Method | Complexity | Notes |
|-------------|---------------------|---------------------|-----------|--------|-------------------|------------|-------|
| [System] | [Purpose] | [In/Out/Both] | [Freq] | [Vol] | [Method] | [H/M/L] | [Notes] |
Phase 3: Solution Design and Estimation (Week 4-6)
This phase translates requirements into a solution design with accurate estimations.
Step 3.1: Proof of Concept Sessions
Purpose: Validate complex requirements through hands-on demonstration and testing.
Process:
- Identify critical or complex requirements for validation
- Set up test environments to demonstrate solutions
- Allow stakeholders to test and provide feedback
- Refine solution approaches based on feedback
Deliverable: Proof of Concept Validation Report
Template Section:
Requirement: [Requirement Description]
1. Solution Approach:
• [Description of approach demonstrated]
2. Stakeholder Feedback:
• [Feedback summary]
3. Validation Status:
• [Validated/Partially Validated/Not Validated]
4. Adjustments Needed:
• [List of required adjustments]
5. Implications:
• [Impact on timeline, budget, approach]
Step 3.2: Solution Design Workshop
Purpose: Collaboratively design the technical solution for identified gaps.
Process:
- Design solution approaches for each significant gap
- Evaluate alternatives and select optimal approaches
- Document technical design decisions
- Validate designs with customer stakeholders
Deliverable: High-Level Solution Design Document
Template Section:
Gap ID: [ID]
1. Gap Description:
• [Detailed description]
2. Solution Approach:
• [Description of proposed solution]
3. Technical Design:
• [Technical implementation details]
4. Alternatives Considered:
• [Alternative approaches and why not selected]
5. Impact Assessment:
• Performance implications: [Description]
• Maintenance implications: [Description]
• Upgrade implications: [Description]
6. Approval Status:
• [Approved/Pending/Rejected]
Step 3.3: Implementation Effort Estimation
Purpose: Develop detailed effort estimates for each component of the implementation.
Process:
- Break down work into detailed tasks
- Estimate effort for each task using historical data
- Apply appropriate contingency based on risk
- Validate estimates with technical team
- Present estimates with confidence ranges
Deliverable: Detailed Estimation Workbook
Template Section:
| Module | Task | Description | Complexity | Min Hours | Expected Hours | Max Hours | Assumptions/Notes |
|--------|------|-------------|------------|-----------|----------------|-----------|-------------------|
| [Module] | [Task] | [Description] | [H/M/L] | [Min] | [Expected] | [Max] | [Notes] |
Estimation Ranges:
- Simple Configuration: Use narrow ranges (±10-15%)
- Standard Customization: Use moderate ranges (±20-25%)
- Complex Customization: Use wider ranges (±30-40%)
Step 3.4: Implementation Plan Development
Purpose: Create a realistic implementation plan that accounts for all activities.
Process:
- Develop a phased implementation approach
- Create a high-level project timeline
- Identify critical path and dependencies
- Establish key milestones and decision points
- Define resource requirements and responsibilities
Deliverable: Implementation Plan
Template Section:
- Implementation Phases
• Phase 1: [Description, modules, timeline]
• Phase 2: [Description, modules, timeline]
• ...
2. Key Milestones
• [Milestone 1]: [Date], [Deliverables]
• [Milestone 2]: [Date], [Deliverables]
• ...
3. Resource Requirements
• Customer Resources:
- [Role 1]: [Effort], [Responsibilities]
- [Role 2]: [Effort], [Responsibilities]
• Vendor Resources:
- [Role 1]: [Effort], [Responsibilities]
- [Role 2]: [Effort], [Responsibilities]
4. Critical Success Factors
• [List factors critical to implementation success]
5. Risk Management
• [Risk 1]: [Mitigation strategy]
• [Risk 2]: [Mitigation strategy]
Phase 4: Commercial Proposal and Agreement (Week 6-8)
This phase finalizes the commercial aspects of the implementation.
Step 4.1: Budget Alignment Workshop
Purpose: Align solution scope with available budget constraints.
Process:
- Present estimated costs against budget constraints
- Identify scope adjustments if needed
- Prioritize requirements for phased implementation
- Develop options for scope/timeline/budget alignment
Deliverable: Budget Alignment Document
Template Section:
Budget Summary
• Available Budget: [Amount]
• Estimated Implementation Cost: [Amount]
• Variance: [Amount], [Percentage]
2. Alignment Options
• Option 1: [Description, scope, timeline, cost]
• Option 2: [Description, scope, timeline, cost]
• Option 3: [Description, scope, timeline, cost]
3. Requirement Prioritization
• Must-Have (Phase 1): [List requirements]
• Should-Have (Phase 2): [List requirements]
• Could-Have (Future): [List requirements]
4. Selected Approach
• [Description of selected approach]
• [Rationale for selection]
Step 4.2: Commercial Proposal Development
Purpose: Develop a comprehensive commercial proposal that clearly defines scope, terms, and conditions.
Process:
- Document detailed scope of work
- Define deliverables and acceptance criteria
- Specify payment terms and schedule
- Establish change management process
- Define governance and escalation procedures
Deliverable: Commercial Proposal
Template Section:
Executive Summary
• [Brief overview of proposed solution]
2. Scope of Work
• Included Modules: [List]
• Business Processes: [List]
• Customizations: [List]
• Integrations: [List]
• Data Migration: [Details]
• Training: [Details]
3. Implementation Approach
• [Summary of implementation phases and timeline]
4. Deliverables
• [List of specific deliverables with acceptance criteria]
5. Timeline
• [High-level timeline with key milestones]
6. Pricing
• Odoo Licensing: [Details]
• Implementation Services: [Breakdown]
• Ongoing Support: [Options]
• Additional Services: [Options]
7. Payment Schedule
• [Milestone-based payment schedule]
8. Change Management Process
• [Process for handling scope changes]
9. Assumptions and Prerequisites
• [List of key assumptions and prerequisites]
10. Terms and Conditions
• [Legal terms and conditions]
Step 4.3: Joint Risk Assessment
Purpose: Collaboratively identify and mitigate implementation risks.
Process:
- Conduct risk identification workshop
- Assess probability and impact of each risk
- Develop mitigation strategies
- Assign risk ownership and tracking
- Establish risk management process
Deliverable: Risk Register
Template Section:
| Risk ID | Risk Description | Probability (H/M/L) | Impact (H/M/L) | Risk Score | Mitigation Strategy | Owner | Status |
|---------|------------------|---------------------|----------------|------------|---------------------|-------|--------|
| RISK-001 | [Description] | [H/M/L] | [H/M/L] | [Score] | [Strategy] | [Owner] | [Status] |
Step 4.4: Statement of Work Finalization
Purpose: Develop a detailed statement of work that serves as the implementation contract.
Process:
- Consolidate all agreed deliverables and timelines
- Document detailed responsibilities for both parties
- Establish clear governance structure
- Define success criteria and acceptance process
- Include detailed appendices with requirements and designs
Deliverable: Statement of Work (SOW)
Template Section:
1. Project Overview
• [Project description and objectives]
2. Scope of Work
• [Detailed scope description]
• [Clear in/out of scope boundaries]
3. Deliverables
• [Detailed deliverables with acceptance criteria]
4. Project Timeline
• [Detailed timeline with activities and responsibilities]
5. Project Organization
• [Project team structure]
• [Roles and responsibilities]
• [Governance framework]
6. Change Control Procedure
• [Process for handling scope changes]
• [Impact assessment approach]
• [Approval workflow]
7. Acceptance Process
• [Testing and validation approach]
• [Acceptance criteria]
• [Sign-off procedure]
8. Appendices
• Detailed Requirements Document
• Solution Design Document
• Effort Estimation Details
• Risk Register
Implementation Pricing Models
Different pricing approaches may be appropriate depending on requirement clarity and project complexity.
Fixed Price Model
Appropriate when:
- Requirements are well-defined with minimal uncertainty
- Scope is stable and unlikely to change significantly
- Project is not highly complex
Structure:
- Fixed price for clearly defined deliverables
- Clear change management process with impact assessment
- Payment tied to milestone completion
- Contingency built into pricing (typically 15-20%)
Time & Materials Model
Appropriate when:
- Requirements are evolving or not fully defined
- Agile implementation approach is desired
- Scope is likely to change during implementation
Structure:
- Hourly or daily rates for different resource types
- Regular budget tracking and forecasting
- Defined minimum and maximum ranges
- Regular approval points for continued work
Hybrid Model (Recommended)
Appropriate when:
- Some requirements are clear while others need elaboration
- Project has varying levels of complexity across modules
- Balance of predictability and flexibility is needed
Structure:
- Fixed price for well-defined components (e.g., standard modules)
- Time & materials for complex customizations with defined ranges
- Budget caps with authorization gates
- Shared risk/reward mechanisms possible
Success-Based Modifiers
Consider including:
- Performance bonuses for early or on-budget delivery
- Penalties for missed critical milestones
- Shared savings arrangements for coming under budget
- Value-based pricing tied to business outcomes
Ongoing Success Management
Post-Implementation Review
Schedule a formal review 3-6 months after go-live to:
- Assess achievement of business objectives
- Identify additional optimization opportunities
- Document lessons learned for future phases
- Adjust support and enhancement plans
Continuous Improvement Planning
Establish a process for:
- Regular business process reviews
- Identification of enhancement opportunities
- Prioritization of system optimizations
- Roadmap development for future capabilities
Success Metrics Tracking
Implement tracking of:
- Key performance indicators defined in business objectives
- System usage and adoption metrics
- User satisfaction and feedback
- Business value realization
Appendix: Pre-Sales Assessment Questionnaire
Business Strategy Questions
- What are the primary business drivers for implementing Odoo?
- What specific business outcomes do you expect from this implementation?
- How will you measure the success of this project?
- What is your timeline for implementation and what drives this timeline?
- How would you prioritize: functionality, timeline, or budget?
Organizational Questions
- Who will be the executive sponsor for this project?
- Who will be the primary project owner/manager from your organization?
- What resources can you allocate to the implementation team?
- How would you describe your organization's experience with ERP implementations?
- How would you characterize your organization's approach to change?
Technical Questions
- What systems will Odoo need to integrate with?
- What are your data migration requirements and current data quality?
- Do you have specific infrastructure or hosting requirements?
- Do you have internal technical resources familiar with Odoo technologies?
- What are your security and compliance requirements?
Process Questions
- Which business processes are most critical to improve?
- Which processes are unique to your business or industry?
- What process pain points must be addressed in the new system?
- Are you willing to adapt processes to standard Odoo functionality?
- What regulatory requirements impact your business processes?
Scope Questions
- Which Odoo modules/applications do you plan to implement?
- Do you plan a phased implementation or all-at-once approach?
- What customizations do you anticipate needing?
- What is your approach to legacy systems during and after implementation?
- What is explicitly out of scope for this implementation?
Budget Questions
- What budget range have you allocated for this implementation?
- How is this budget distributed (licenses, services, infrastructure, etc.)?
- What is your expected ROI timeframe?
- What approval process exists for the implementation budget?
- How do you handle budget constraints if requirements exceed budget?
Conclusion
This structured pre-sales methodology helps both customers and vendors develop a shared understanding of requirements, solution approaches, and implementation constraints. By investing adequate time and effort in the pre-sales process, both parties can establish realistic expectations, accurate budgets, and clear accountability—laying the foundation for implementation success.
The key to effective pre-sales is transparency, collaboration, and thoroughness. This methodology encourages both parties to identify and address potential challenges early, ensuring alignment before significant investments are made.
For optimal results, adapt this framework to your specific organizational context while maintaining the core principles of progressive elaboration, collaborative design, and clear documentation.
This Pre-Sales Methodology is provided by OdooPlanet as an educational resource. Operating on our "pay as you wish" model, your contributions help us continue developing objective, detailed resources for the Odoo community.