| The process of installing and training staff on a | | | | begin to create a timeline. Use a calendar format |
| new construction software system is certainly | | | | and set dates for each milestone. Designate one |
| not a walk in the park. Companies that do so | | | | team member to be responsible for monitoring |
| successful begin by getting an understanding of | | | | the progress that you make and ensuring that |
| their objectives and how the software fits in to | | | | everything stays on track. If delays occur, the |
| their overall business goals. Once they do this, | | | | calendar must be updated to reflect the delays |
| they can begin to develop and execute a plan | | | | and changes. |
| that will provide the best match between the | | | | Finally, make sure you set the all important "Go |
| software and the organization's objectives. | | | | Live" milestone at the very end! |
| This article goes in to some details about several | | | | Move Your Data to the New System |
| key factors that companies need to keep in mind | | | | When the time comes to convert your data from |
| when they're trying to successfully implement a | | | | your old construction accounting software system |
| new software package. These things should all be | | | | to the new one, you have two options - manual |
| discussed and thought through before any | | | | conversion and electronic conversion. There will be |
| implementation begins. Not only will they raise | | | | several factors to consider when deciding which |
| some key questions, but they will also help in | | | | route to go, but the key things to consider is |
| developing the best plan for each organization. | | | | what level of service and support your vendor |
| Identify Key Individuals | | | | offers and how much of the old data will be |
| The group or team of employees that are | | | | moving to the new system. |
| selected to complete the sofware conversion | | | | Converting Data Manually: There is nothing fancy |
| should consist of a leader with layers of support | | | | about manual data conversion and it is exactly |
| below that have more layers of support below | | | | what it sounds like - the data is entered in to the |
| them. If you're picturing a pyramid in your mind | | | | new system manually by employees. This is often |
| as you read that statement, then you're on the | | | | a good choice for companies that only plan to |
| right track. | | | | move a small amount of data. |
| Team Leader: This will be the leader of the entire | | | | Obviously, the big concern with manual conversion |
| conversion project. This person will likely be the | | | | is the accuracy of the data entry. Companies that |
| person in the organization with teh most expertise | | | | decide to use manual data conversion must |
| in the area and does not necessarily need to be a | | | | ensure that there is a solid system in place to |
| company president or C-level executive. This | | | | verify the accuracy of the data that is |
| person will also be the primary communicator with | | | | transferred. |
| the software vendor. They will be responsible for | | | | Converting Data Electronically: The advantage of |
| overseeing all aspects of the implementation and | | | | using technology to convert the data to the new |
| keeping everything on schedule. | | | | system is that is it much faster and does not |
| Level Two - Management: Below the project | | | | involve a lot of human labor. It is the preferred |
| leader in the structure of the team will be | | | | solution, especially for companies with small |
| managers from every department of yoru | | | | conversion teams or those that are transferring a |
| company that will be affected by the new | | | | lot of data. |
| software. Their main responsibilities will be ensuring | | | | Some vendors offer tools that convert the data |
| that the new software performs every operation | | | | for you and if they do, you should seriously |
| that their department needs it to with no | | | | consider using them, even at a small cost. The |
| problems. | | | | vendors will be able to guide you through the |
| Level Three - End Users: Below the managers will | | | | conversion and will know what kinds of formats |
| be a group of end users that are selected to | | | | the data must be in to make the conversion |
| participate in the conversion. Their input may be | | | | successful. |
| the most valuable in terms of finding ways to use | | | | Cleaning Data: The old saying of "garbage in, |
| the software to improve company processes and | | | | garbage out" certainly applies here. If the data in |
| they will also be responsible for inputting all the | | | | your old system is inaccurate, full of errors, etc., |
| data in to the new system. | | | | then you will want to clean it up before |
| Other Support: These three levels will also need | | | | transferring it to the new system. Set aside |
| to get support from other key individuals within | | | | some time to go through your old data, |
| the organization who may not need to be | | | | standardize it, delete duplicates, test its validity, |
| permanent members of the conversion team. It | | | | and make any necessary formatting adjustments |
| is highly important to ensure that every individual | | | | before transferring it. |
| or department that will be impacted in some way | | | | Testing: Equally important to cleaning the data is |
| or another has an opportunity to voice their | | | | testing it in the new system after the conversion. |
| opinions and ideas or is represented by a member | | | | This should be done before, during, and after all of |
| of their department during the implementation. | | | | the data is uploaded to the new software. |
| You may also consider asking your accountant (if | | | | The testing of your data after the conversion is |
| you use an outside service) to be a part of the | | | | complete should be viewed as a "dry run" for the |
| team as a consultant since they will also be | | | | real deal. Have the new software create reports |
| affected by the change. | | | | and verify their accuracy against the old system |
| Get Input from Your Vendor | | | | to ensure that everything is running properly. |
| The software vendor that you work with will | | | | Companies that are extremely large and have a |
| undoubtedly have the most knowledge about | | | | lot of data to convert should consider hiring |
| successfully implementing their system. Although | | | | temporary help during the data transition period. |
| this may be your first or second software | | | | This will speed the process up without the need |
| conversion, they will have gone through the | | | | to take other individuals away from their normal |
| process hundreds or thousands of times and will | | | | duties. |
| be able to provide you with some sound advice. | | | | Training |
| If your vendor offers some sort of conversion or | | | | Once the new software is installed, all the data is |
| implementation manager, you should strongly | | | | converted, and everything is running smoothly, |
| consider using their services. Additionally, and | | | | the final step in the process is to train the end |
| information that your vendor can provide, like | | | | users to properly use the new software. This is |
| checklists or similar documents, should also be | | | | arguably the most important step in the new |
| used. | | | | software process. Do not cut any corners here. |
| Keep in mind that some vendors will charge a fee | | | | Even users that have knowledge of the new |
| for these additional services. In most cases, the | | | | system need to complete the training to ensure |
| costs are well worth it. You will have to pay an up | | | | everyone is on the same page. |
| front fee for the services, but the software will | | | | On-site training through your vendor is generally |
| be up and running quicker and you'll be able to | | | | the best way to do this. Users get experience |
| start reaping the cost saving benefits of the new | | | | using the new software in the environment that |
| software sooner. | | | | they will be using it while working with the same |
| Another bit of advice - ask your vendor for | | | | data that they will work with every day. Start |
| some recommendations for places to order | | | | with the basics and move on only after everyone |
| forms, checks, and other materials that you'll | | | | has grasped the core essentials. |
| need to get the most from your software since | | | | Follow up training sessions are also recommended |
| they will know what works the best with their | | | | but can be done using online or phone training |
| package. | | | | sessions. Ongoing training/refreshers should also |
| Plan a Timeline | | | | be mandatory for all employees at regular |
| You'll want to talk with some representatives | | | | intervals. |
| from the software vendor and get their help in | | | | Stay in Touch With Your Vendor |
| creating a timeline for the software | | | | Once the new software is up and running for real, |
| implementation. Start by brainstorming a list of | | | | do not end your relationship with your vendor. |
| everything that needs to be done (in no particular | | | | Keep in touch with them regularly so that when |
| order) and get some input from the entire | | | | problems arise (they will), you will get the best |
| conversion team as well as your vendor. When | | | | possible support. Offer to serve as a reference |
| making this list, be as thorough as possible to | | | | for them for similar companies and make an |
| reduce the risk of unplanned events or problems | | | | effort to attend conferences or trade shows in |
| coming up down the line. | | | | your area where they appear. |
| Once the list/brainstorming is complete, you might | | | | The construction accounting software industry is |
| want to categorize each task the get organized. | | | | very complex and it will pay off in the long run to |
| Things can be categorized as "pre-install," "testing" | | | | have a positive relationship with your vendor. |
| and so on. If you're going to need to upgrade | | | | Nurturing an ongoing relationship with them is one |
| your hardware during the implementation, | | | | of the best ways to ensure the success of your |
| remember to account for that as well. | | | | new software. |
| Once all your tasks are categorized, you can | | | | |