EDI Implementation Steps

The following is a quick reference check of the steps you should follow when implementing an EDI system.

Identify the type of document transmission you wish to use.

In this primary investigation step, you need to decide if you wish to use EDI transmission for your documents. If you decide to use EDI, you need to choose between the following EDI options:

Receive EDI documents from your trading partners, then enter them into your system manually. In this case, you do not need transmit documents.
Receive and transmit documents using EDI. This is considered a complete electronic information flow. Both your inbound and outbound documents are transmit via EDI.

Identify the type of EDI transactions you wish to perform.

Once you choose to use EDI, you must decide which documents to transmit. MAC-PAC can transmit and receive seven different EDI documents. See the EDI within MAC-PAC portion of this key concept for details on each.

Identify trading partners.

Choose your customers, vendors, and warehouses carefully, because they will have a significant impact on the successful use of EDI in your business.

Negotiate requirements with trading partners.

You must develop EDI requirements with each of your trading partners. Decide which documents you intend to transmit/receive, the format of these documents, and what EDI standards will be used. Identify the segments, elements, and qualifiers for every EDI document. Don't forget to set up proper legal guidelines for the documents as well.

Select a value added network (VAN).

Be sure to consider the following:

· Cost (include installation, training, and maintenance costs)

· Technical support (consider on-site as well as hot line support)

· Features (be sure it is easy to use and maintain)

· Interfacing (should interface with the translation software that you and your trading partners use)

· Install base (identify successful installations within your industry and among your trading partners)

Select your translation software.

Remember this software is used for both transmitting as well as receiving EDI documents. Be sure your choice works well in both modes. When selecting a translation software package, examine the following:

· Platform

· Cost (include installation, training, and maintenance costs)

· Technical support (consider on-site as well as hot line support)

· Features (be sure it is easy to use and maintain)

· Install base (identify successful installations within your industry and among your trading partners)

Conduct training.

Select a training program that fits your individual company's needs. You will probably need training for both your value added network (VAN) and your translation software. You may wish to obtain an EDI expert to monitor your system if your EDI transactions will have a high level of impact on your business.

Set up your telecommunications network.

Your telecommunications network will include modems, communications lines, and transmission software. Depending on the impact level to your business, you may wish to choose low speed transmission equipment to decrease costs. If your business requires high communication integrity, you may choose leased lines rather than standard communications lines. Your EDI expert can help you select your telecommunications equipment.

Configure your translation software and telecommunications network.

You must define your documents and the mapping of your data. The data map consists of field maps as well as conversion tables. This map is the guide to converting your data into the EDI standard files.

You must also configure your communications network. Be sure your trading partners have also configured their translation software correctly. Remember, successful transmission of your EDI transactions depends on both parties.

Host system design and configuration.

If you intend to use a host system to store your data once it has been translated to the EDI standard files, you will need to design and configure that system. Be sure to integrate the necessary file mapping for the translation software and the interface between your existing system and the host system. Also, make architectural modifications if necessary.

Test the entire system.

Test every aspect of your EDI system including:

· Your MAC-PAC setup. Remember you may be transmitting in both asynchronous and batch modes. Be sure to test both.

· The translation software. This includes your host system if you are implementing one. Be sure every EDI document has the correct data map and is correctly translated in the EDI standard files. Test both transmitting and receiving EDI documents.

· The value added network (VAN). This network needs to be able to transmit all of your inbound and outbound transactions. Be sure the connections to and from trading partners are correct.

Your trading partners will need to test everything that starts at their end. Be sure to test every EDI transaction from its start in MAC-PAC to the final destination at your trading partner's business.

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EDI Implementation Steps