EDI & Integration Platform Migration

EDI & Integration Platform Migration at Staples Europe

Environment and background

The initiative to replace the on-premises EDI and integration (EAI/A2A) environments with one new platform that would be delivered “as-a-Service” had been started and stopped several times over almost a 10 year timespan. It was usually deemed to be too complex and with estimates exceeding the 5 Million Euro mark therefore too costly to execute. Once in 2018 a project had been started but not finished leading to multiple platforms in production for the same function. By 2020 though the environments were outdated to the point that the (security) risk and the operational cost had reached an unacceptable level with roughly one-third of company revenue being handled by at-risk systems.

Quilyx Involvement

After creating a high level business case and feasibility study Quilyx was hired to provide the Project Management starting with the vendor selection process, including the detailed business case and ending with the decommissioning of the old solutions to capture the calculated savings. After careful inventory and by applying strict selection criteria of the work needed the total project cost would end up significantly lower than estimated in the past.

In cooperation with Staples senior management Quilyx proposed a migration strategy that included an in-depth preliminary study to explore various scenarios and assess their added value for the business. Based on this analysis, a selection process was initiated to identify the best-suited cloud-based integration platform. Following the selection, a comprehensive business case was developed, which demonstrated the financial and operational advantages of the new platform. Quilyx then guided the approval process, and upon securing approval, initiated and led the execution of the project to completion. The strategy also focused on decommissioning one of the old webMethods-based integration platforms, thereby delivering significant cost savings and ensuring a swift return on investment.

Approach & Execution

Quilyx implemented a phased migration strategy, working closely with key stakeholders across various business units. The project was divided into distinct phases to ensure clear progress tracking and timely adjustments as needed. A gap analysis was conducted to identify integration challenges, and custom solutions were designed to address compatibility issues. The new cloud-based system’s delivery “as-a-Service” minimized the need for in-house maintenance, which had been a major cost driver. Regular status reports, detailed project documentation, and collaborative workshops were organized to maintain engagement with stakeholders, ensuring that the project proceeded smoothly. Extensive testing and validation were conducted to minimize business disruption and ensure system stability before full deployment.

Result

The entire project was executed on time and within budget and captured the projected savings of roughly 1 Million Euro per year. It also streamlined all EDI and EAI/A2A integration to one single platform that was delivered “as-a-Service” by software partner Seeburger, supported by their near shore team in Romania.