| Implementing new construction software can be a | | | | manually or electronically. Taking steps to clean up |
| significant challenge. To ensure success, it's | | | | your data prior to conversion gives you the |
| important to fully understand your business | | | | opportunity to: |
| objectives regarding the new software and | | | | Standardize your data (capitalization, |
| develop a plan to meet those objectives. | | | | abbreviations, acronyms) |
| The purpose of this article, then, is to provide an | | | | Identify missing or duplicate records |
| outline of key elements that all companies need | | | | Purge unnecessary data |
| to evaluate when selecting new construction | | | | Reformat your data if necessary |
| software as they relate to implementation. Some | | | | Evaluate for corrupted information |
| of these are the kind of things that all companies | | | | Test your data's validity when exported |
| will undoubtedly think about, while others are | | | | Data Testing |
| frequently overlooked. | | | | Once you've converted your old data, you're |
| Converting Data | | | | going to want to test it to ensure that everything |
| When you install new software, there will | | | | works properly before taking your new system |
| inevitably be a time when you'll need to get all the | | | | "live." This step is just as important as data |
| data off of your old system and put it on to the | | | | cleanup. |
| new system. There are essentially two options | | | | It may help to think of testing as a "dry run" for |
| for this data conversion: manual conversion and | | | | the real deal. Run the same reports using your old |
| electronic conversions. Untimately, the choice you | | | | software that you run in the new software and |
| make will depend on the services that your | | | | make comparisons. Use these opportunities to |
| vendor offers and how much of your old data | | | | identify and correct issues to avoid problems |
| you want to transfer over to the new | | | | after you "go live" with the new software. |
| construction software system. | | | | Tip: Consider hiring temporary help during your |
| Manual Data Conversion | | | | conversion to assist with data entry or to provide |
| This option entails manually re-entering specific | | | | day-to-day business support during this time. |
| data into your new software. A time and | | | | Software Training |
| labor-intensive task, using a team approach can | | | | Once the software is installed, the data is |
| help, especially if your entire staff tackles the | | | | converted, and all the test runs check out, the |
| data entry with gusto. Some companies choose | | | | next step is to train your staff to use the new |
| to bring minimal data over to the new software, | | | | software. The importance of training cannot be |
| keeping their old system around for look-up | | | | understated - do not cut ANY corners here. Only |
| purposes. In this case, manual data conversion is | | | | by building a strong foundation of familiarity with |
| adequate. | | | | the new software on the part of all users can the |
| One thing that all companies need to be aware of | | | | company position itself to improve their |
| when it comes to manually converting data is the | | | | operations with the help of the new construction |
| accuracy of data. Long hours spent manually | | | | software. |
| inputting data can lend themselves to user errors | | | | On-site training will almost always be the best |
| and inaccurate data transfers. If you opt to | | | | option. It gives end-users the ability to work with |
| manually convert your data, make sure you | | | | real data and get comfortable with the new |
| spend ample time implementing control | | | | software in an environment where they will |
| procedures and verify the accuracy of the data | | | | ultimately be using it. It is best to start training on |
| before going live with the new system. | | | | the core modules - job cost, payroll, accounts |
| Electronic Data Conversion: Likewise, electronic | | | | payable, and so on. Once your users have |
| data conversion is pretty self-explanatory. It | | | | mastered these modules, you can begin to move |
| involves using some sort of software to transfer | | | | on to the more complex things that the new |
| the data from your old system to the new one. | | | | software offers. |
| This is the ideal solution in most cases because it | | | | Follow-up training can be done on the phone, via |
| is quick, it requires little more than a "set it and | | | | e-mail or perhaps another on-site training session. |
| forget it" amount of labor, and generally copies | | | | Proactively improving knowledge of your new |
| the data as accurately as possible. | | | | system will result in a more complete |
| If electronic data conversion is available through | | | | implementation, providing a strategic advantage to |
| your software vendor, give this tool serious | | | | enhance your construction management |
| consideration. Guidance on how to retrieve your | | | | processes. In any case, heed your vendor's |
| data from your old system should be provided, as | | | | recommended training guidelines for the system |
| well as a listing of acceptable import formats. | | | | you have purchased. |
| With electronic conversion, there is less concern | | | | You may also consider periodic refresher courses |
| about data accuracy. However, you need to | | | | for your end users. These should be scheduled |
| ensure that data quality, validation, and formatting | | | | once a year, after upgrades, and any other time |
| issues are addressed. Even though the transfer | | | | you see fit and will go a long way in maintaining |
| will be done electronically, you still need to have | | | | accurate data input. |
| procedures in place for checking the validity and | | | | Continue Your Relationship with Your Vendor |
| accuracy of the transfer. | | | | After you go live with the new software you |
| Electronic data conversion can usually import | | | | need to make sure that you maintain a |
| master files, customer information, job cost | | | | relationship with your vendor. Talk to their |
| history, open invoices, and other common data. | | | | development team and tell them about ways that |
| However, it does require some technical | | | | the software can be improved. Attend |
| knowledge to oversee the electronic data | | | | conferences. In short, do anything you can to |
| conversion. If you do not think you can handle | | | | nurture the relationship you have with your |
| this task, you may want to speak with your | | | | vendor - it will come in handy when you really |
| vendor to see if they offer technical consultants | | | | need it to. |
| that can help. | | | | Construction accounting is a complex environment. |
| Data Cleanup | | | | The time and monetary investments made in a |
| The "garbage in, garbage out" principal applies to | | | | new management system are commitments to |
| data conversion. The quality of your converted | | | | your long-term profitability. Building a partnership |
| data will only be as good as the source you | | | | with your vendor will contribute to your ongoing |
| import from - whether that import is done | | | | success. |