| 6.
Implement the system |
| Once you have
chosen the vendor and product, and purchased the software,
it's time to install the solution. If you've done your
homework, this is an exciting part of the process. Please
note, however, it can also be a frustrating time as well!
It will take time to adequately and safely install the
new software without damaging or otherwise invalidating
your existing system. Inevitably, there will also be a
few kinks to work out. |
| What is the
best way to make the implementation process a smooth and
successful one? Follow these guidelines: |
| Postpone
modifications |
| One of the
most common mistakes companies make is requesting extensive
changes to packaged programs before installing and using
them. Instead of trying to make a new system work the
old way, wait until you understand how the new system
works before attempting to change or customize it. |
| Provide
good training |
| Even the best
software can be a nightmare to the organization if people
are not properly trained to use it. People are the key
to the success of any accounting software program. Good
staff training is essential and provides the information,
practice and involvement needed to get the most out of
the software. |
| Please note
that different people within your organization will have
different skills and levels of experience with computers;
one training class will probably not be right for every
system user. Ask your consultant or software vendor for
a training plan that will get everyone up to speed (at
his or her own level) quickly. |
| Keep
people informed |
| Frequent review
meetings during the implementation phase will also help
people become familiar with the new system. Don't surprise
users-let them know when changes will occur. As well,
keep your management team involved during the implementation
process through meetings, attending the training, etc. |
| Don't
go too fast |
| Rushing the
implementation can cause mistakes and unnecessary tension.
Time your installation and implementation of the new software
as close as possible to your organization's slow time
of year. When you are ready to convert to the new system,
attempt to do so during a weekend, to minimize business
interruptions. You may even consider converting to the
new system on a module-by-module basis or running in parallel
with your existing system for verification purposes. |
| Alter
job titles to reflect increased responsibilities |
| The implementation
process will almost certainly present one or more employees
with a chance to perform exceptionally or exceed what
their role has been in the past. Extra work-evenings,
weekends-may also be required. Reward these efforts with
a spot bonus and/or a promotion. |
| Plan
for ongoing review and evaluation |
| Plan to frequently
review and evaluate the system based on desired criteria,
such as one month following implementation, three months,
six months, etc. Immediately inform our consultant and
vendor of any challenges or questions. Document all changes
and customizations made. |
