EDI Implementation

How is EDI implemented?

We all know that EDI has revolutionized supply chains by streamlining processes, enhancing visibility, and fostering stronger partnerships. Its rapid and accurate data transfer, coupled with improved security and efficiency, positions it as a leading B2B communication technology. However, implementing and integrating EDI into a business infrastructure can be a challenging endeavor. Though many companies rely on EDI implementation partners for these[LG1] [LG2]  services, yet the complexity, time investment, and initial setup costs may concern[LG3]  those who are unfamiliar [LG4] with the EDI implementation journey. In this blog, we aim to demystify the step-by-step process of EDI implementation, offering a clear roadmap for a seamless EDI implementation experience.

1. Defining Requirements

It is a critical initial step in a successful EDI implementation. These requirements encompass various facets of your business, such as business size, document complexity, transaction volume, communication protocols, customer flow needs, architectural design, configurations, and ongoing business demands. Capturing these specifics provides a comprehensive overview of what the EDI system must address.

Once these requirements are thoroughly outlined, an EDI implementation partner will meticulously review them. Based on this assessment, the partner will recommend a suitable EDI software solution tailored to your needs. For instance, if your business handles a high volume of transactions, an advanced EDI solution may be advised to meet these demands effectively.

2. Onboarding Trading Partners

After finalizing the requirements, the implementation partner initiates the crucial phase of onboarding trading partners. These partners are entities with whom you intend to communicate using EDI standards for exchanging business documents. During this stage, your EDI implementation partner takes charge of configuring both inbound and outbound connection paths, aligning them precisely with your partner’s EDI operational model. 

This process involves meticulous setup to establish a seamless connection, ensuring compatibility and adherence to the specific EDI standards your trading partners employ. Through this collaborative effort, the implementation partner ensures that your business can efficiently exchange vital documents while adhering to the protocols and preferences of each trading partner.

How is EDI communication established?

Firstly, EDI developers will determine the specific transaction sets, formats (ANSI X12, EDIFACT, etc.), and protocols that trading partners use and choose a communication method from VAN (Value Added Network), AS2, FTP, SFTP, HTTP, or others based on mutual agreement and security needs.

 Subsequently, depending on the agreement on communication protocols, encryption methods, and data transfer standards, developers will create EDI document flow between the trading partners.

Many key parameters like the ease of trading partner onboarding, time for altering a particular EDI flow, removing the flow, setting the time windows for EDI document exchange, etc are taken care at this stage. If a business is able to add the new partner within a short time, then it can be called as an efficient onboarding

3. Mapping

Mapping stands as a pivotal process in EDI implementation, facilitating the translation of data from one format to another, ensuring compatibility between systems used by different trading partners. To illustrate, consider two businesses, A and B, utilizing distinct ERPs: CARGOLINK and SAP. CARGOLINK generates output in a positional file format, while SAP outputs data in IDoc format.

Due to these differing formats, direct communication between these systems becomes unfeasible. This is where EDI mapping intervenes, bridging the gap by translating the IDoc file into a positional file and vice versa. This translation process enables mutual comprehension between the disparate ERPs, effectively facilitating seamless communication. 

To develop these maps effectively, business analysts from both the companies will collaborate and prepare a Mapping Requirement Specifications (MRS) with the help of EDI developers. It acts as a blueprint for developing maps for both inbound and outbound documents.

4. Testing

To ensure smooth operations and accuracy of the mapping, it is crucial to test the data exchange across different environments like Development (Dev), Testing (Test), and Production (Prod). With the help of mock data, EDI developers will test the data transformation, mapping, and validation rules. They assess the performance of EDI under different loads with different testing like unit testing, integration testing, performance testing, sanity and security check, etc.

         Overall, these tests help guarantee the reliability, accuracy, and compliance of EDI document exchange, ensuring that it operates effectively across different environments and meets the requirements of both internal processes and external trading partners.

5. Documentation

Once the testing is performed using the mock data, we’ll move to a stage where everything about EDI implementation is documented to ensure compliance with standards and regulations. This stage will record following data

• Standards (ANSI X12, EDIFACT, etc.) that EDI implementations adhere to.
• Structure of EDI transactions, including segments, elements, and codes used in each transaction set.
• Detailed mapping between internal data formats and EDI standards.
• Translation guides that explain how data is translated from internal systems to EDI formats and vice versa.
• Records of agreements with trading partners, preferred transaction sets, communication protocols, etc.
• Records of testing data, results and error handling procedures.
• Training guides and user manuals that explain how to use EDI systems, handle errors, and follow established procedures

6. Go- Live (Deployment)

After the successful completion of testing and documentation, EDI developers with the prior approval of businesses will schedule a date to make the project live. On the deployment date, developers play a crucial role in ensuring a smooth transition from the testing environment to the production environment. They will

• Review all configurations, confirm that all necessary EDI components, mappings, and translations are in place and functional.
• Verify connectivity and access permissions to external systems or trading partners and perform final validations
• Coordinate with relevant teams, including operations, support, and business stakeholders, to ensure a coordinated deployment process and minimize the downtime.

7. Hyper Care Monitoring

Hypercare monitoring is important during the initial stages post-deployment as it ensures a smooth transition and identifies and mitigates issues before they impact operations significantly. So, developers will monitor the document exchange flow, accuracy, time window for EDI transactions, ensuring that EDI systems function correctly and efficiently. In hyper care monitoring they will

• Identify and address any anomalies, errors, or failures in data transmission or processing.
• Prioritize and resolve issues based on their impact on critical processes.
• Escalate critical issues to specialized teams for immediate attention.

When the EDI system operates at its best and meets business needs effectively, then the implementation is considered successful and continuous support and maintenance services will be provided.

Why Quadrant Systems is #1 EDI service provider?

• Expertise and Experience: With over 10 years of extensive experience in EDI implementation, Quadrant Systems is one of the best EDI Service providers in South Africa having a team of seasoned professionals well-versed in the intricacies of EDI integration across diverse industries.
• Tailored Solutions: Our customized solutions designed to meet the unique needs of each client. Our approach ensures that EDI systems are aligned precisely with the specific requirements and workflows of the business.
• Comprehensive Support: Our commitment to customer satisfaction is reflected in their proactive assistance and responsive troubleshooting.
• Compliance and Security: Ensuring adherence to EDI standards and protocols, we prioritize data security and compliance. In addition to that, our systems are built to maintain the highest levels of data integrity and confidentiality.

To know more about EDI implementation contact us

FAQs:

1. What is EDI Implementation? 

It is a process of deploying EDI software to facilitate the electronic exchange of business documents such as purchase orders, invoices, SRQs between a company and its trading partners. 

2. What are some major issues in EDI Implementation? 

The major EDI Implementation issues will be having unclear idea about the requirements, choosing wrong EDI software and communication model, laps in security and compatibility. 

3. What is Mapping? 

EDI Mapping refers to the process of transforming data from one format to another format, allowing different computer systems to communicate and understand each other’s data structures. It is a crucial aspect of B2B integration. 

4. Why is EDI the best for B2B communication? 

By automating document exchange, ensuring accuracy, speeding up transactions, and reducing operational costs, EDI excels in B2B communication. Its standardized formats, reliability streamline workflows, and error-free exchanges strengthen business relationships. 

5. Do you need an EDI Implementation partner? 

Businesses benefit from EDI implementation partners for expertise in setting up efficient, compliant systems, ensuring faster integration, standards adherence, cost-effectiveness, and tailored solutions, EDI support and maintenance facilitating seamless B2B communication and operations.