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Software Implementation Made Simple
Setting realistic expectations
can make your project smooth
and trouble-free
BY FRED ODE
After six months of intense arguing,
pleading and cajoling with
your boss, that new software
package you’ve been after for your department
is now yours. Couldn’t live without it,
you stated. Will increase productivity tenfold,
you declared. Need it if we want to
grow, you lamented. Thrilled by your win,
you engage in an exaggerated endzone-style victory dance.
POOF! Back to reality. The honeymoon
is over, as it becomes increasingly
apparent you are responsible for implementing
this pricey software program.
Tasks on your list include, but are not
limited to, installation, set-up, customization,
data import and end-user training.
You also need to learn and become an
expert in the software. And you promised
your boss that the system would be live
within two months after purchase. What
can you do to simplify the process ? Try
following these straightforward tips:
Be realistic
Rome wasn’t built in a day, and neither
will your new software system be up and
running in a 24 hour period. Ask your
vendor for advice on how long their typical
implementation takes, from initial
install to running it. Also ask if they have
had experience with installations of similar
nature to yours. Chances are they can
provide you with guidelines for devising a
reasonable implementation timetable.
Clean up ahead of time
Let’s face it, all systems could benefit
from regular spring cleaning. Hours used
to clean your system before converting
to the new program is time well spent.
Analyze methodologies
Implementation is a great time to analyze
how you’ve done things in the past and
see if those processes and methodologies
should be updated moving forward.
For example, a client of ours had determined
that a better system for processing
and tracking change orders could increase
its profitability. Like many contractors,
it often completed change order
work before receiving approvals. When it
purchased our accounting program, it
took the time to evaluate its processes
and make improvements using the new
system features available to it. Now its
estimators’ time and workloads are managed
better, management stays aware of
the full life-cycle for each change order,
and each document is generated quickly
and consistently.
Develop a game plan
Chances are you and/or your team spent
time compiling a pre-purchase plan. Now
it is time to compile a different plan–the
game plan to get your new software
working. Determine what changes to
hardware and network configurations will
need to occur before or during installation.
Think about all of the data that need
to be imported or entered into your new
system. How will you provide that information
to the people who need to enter
it? When will you train those employees on the new system?
Take your best guess at the amount of time each task
will take–and then double it. Most people grossly underestimate
the time needed for each task.
Break it into phases
Some users find it helpful to break their project into smaller,
more manageable phases of implementation. A personal
experience with this is the implementation of our
own CRM program. Our phase one consisted of making
certain that everything from the old system was available
in the new system. Once extensive testing and end-user
training were completed, we proceeded to import our
data (all 150,000 records!) and went live. We then moved
onto phase two, which included the implementation of
many new features and processes–the main reasons we
had purchased the system for in the first place. The
moral? Don’t feel everything needs to be completed
100% in order to go live.
Train your users
System training is a cornerstone of your project; it can
basically make it or break it. The idea of using a new
system can be frightening to users. Reassure your employees
by keeping them involved in the process. Ask
them how they used the old system. Meet with them to
explain ideas on new processes. Provide a thorough,
hands-on training class. If you are breaking your project
into phases, be certain to set up multiple training sessions.
And most importantly, assign a point person that
users can feel comfortable going to with their questions,
especially during that first week.
Consider outside assistance
This is especially important to consider if your company
has limited resources to commit towards implementation.
Almost all software vendors offer services and/or
products to help. Some of these services, like training,
may be included within the final software sale price. And
keep in mind that you can pick and choose from the
services you need, a la carte style. For a modest fee, your
vendor will most likely be able to complete what is needed
in a fraction of the time it would take you.
Anticipate problems
It is the rare system implementation that doesn’t have a
few minor glitches. To avoid being caught off guard,
simply think through various worst-case scenarios for
each step of the project. Anticipating problems before
they happen will help you to formulate alternate plans.
The implementation of a new system should be an
exciting time for your business, a time to evaluate, improve
and grow. Using the simple steps above will hopefully
make your experience a pleasant one.
An implementation game plan
A checklist of important tasks to remember
❑ Set target date for system purchase
❑ Name implementation project team and assign areas of
responsibility
❑ Produce implementation timeline
❑ Review hardware and software requirements of server/users prior
to software installation; clean old system
❑ Analyze current usage processes and methodologies
❑ Create improved usage processes and methodologies (if needed)
❑ Install new system
❑ Train administrator(s)
❑ Create and test system customizations
❑ Convert test batch of data; test, test, test
❑ Train end-users on system and new processes/methodologies
❑ Assign helpers to assist end-users during the first week of live
usage (most likely administrator(s) )
❑ Import all data
❑ Go live, running parallel for at least one week
Fred Ode is the founder and chairman/CEO of Foundation
Software, Inc. For more information, visit
www.foundationsoft.com or call 800-246-0800. |
