Planning for Your Project Implementation

Now that you have decided on the best system for your business, have evaluated the different companies  and the services they offer,  and have chosen the best company to partner with, it is time to get serious. A successful system implementation requires dedication and attention from, not only your new partner, but also from you and your staff. It is important to designate a point person, or system administrator, within your company. The System Administrator will oversee the project, attend all planning meetings and participate in all training. Designating a point person for the project will allow for consistent communications between your company and your partner, and ensure you have a valuable resource within your company that will be familiar enough with the software to provide the first line of support, as well as training to new employees, which reduces support costs in the long run.

For a successful implementation, there are three main components to be aware of: an overall implementation plan, setup and configuration, and training.

Fixed bid implementation: This is what we in the business like to refer to as a marriage made in Vegas. These generally come with strict parameters and one person or both usually end up frustrated and disappointed.  

Agile implementation packages: Most companies use this system which is estimated number of hours based on their experience with setting up similar environments. Note you will be billed for the actual time spent on the project, typically this is by the hour. This is also why it is good to compare and know the hourly rate of your partner not just the total project cost because any time outside of what was agreed upon will cost you money. Ask your software provider about Service Plans, which generally offer lower hourly rates for time outside the scope of the project.

Whichever implementation model you and your partner decide, a detailed plan will be made. Tasks will be allocated to both parties, and there will be a timeline that will need to be adhered to in order to ensure implementation is completed by the date you have decided upon (your go “live” date).

When planning your implementation, here are some questions to get you started:

1. How many implementations have you done similar to mine in size and scope?
2. Can you explain what is included in the initial setup?
3. Ask for a breakdown of how much time is estimated for each step of the implementation process?

Data conversion: In any implementation service quote is data conversion. Companies often overlook the importance of this step and end up with an unexpected charges. The most important data to bring into your new system are your customer records, item records and vendor records. Before you start  bringing data into your new system, you need to minimize the amount of data you plan to convert. An upfront investment of your time to clean up those records can lead to a time and cost savings during the data conversion process. Also, be sure to get a template from your partner to aid you in preparing a compatible data file prior to conversion.

It is important to remember, you will not lose the data from your old system. Provided you own it outright, you can keep your old software on your server for as long as you need the archival data. You can also store data in hard copy form.

Training: Knowing how to use your new system effectively is the key to making your investment worthwhile. This is the one area you don’t want to skimp on. Make sure the partner you have chosen includes a sufficient training package in their proposal, or it will cost you more money for support later down the road. For the best results your partner will set up a test company for the purpose of training using your own company’s data, without messing with your actual system.

When asking about training ask these questions:

1. What training is included in the proposal?
2. Who will provide my training?
3. What data will be used for training?
4. Does your partner have a training facility for group training?

After the implementation and preliminary training is over, you may have a need to train new employees. A “train the trainer” method has been found to be the most cost effective solution. Ideally, you would want your System Administrator to act as the “trainer.”

Now you are ready to take part in a successful implementation project. Stay involved and don’t be afraid to ask questions!