Implementation Details
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System Design & Architecture

Undoubtedly the most import step in the process.  Implementing a new system without proper design and architecture is almost a guaranteed failure.  Builders don't build without plans, networks are not installed without plans, accounting / project management systems are no different.  I have had both construction and professional service companies tell me not to waste time on this step.  My reply is always the same. "Did you complete your last project without plans?"  Just about every aspect of our lives involves a plan.  The plan may take only a few seconds to formulate.  However, it is a plan.  These are some of the considerations.

  • What should the structure of Project/Job Numbering be?
  • What should the structure of the Work Breakdown Structure (WBS) be?
  • Should the WBS be "locked down", or should cost codes (phase codes) be enabled to be added on the fly?
  • Do the costs of a project need to be split into categories such as labor, material, overhead, etc?
  • Are these costs going to be sent in detail or summary to the General Ledger?

I have been called in to rework implementations that have gone bad.  In one case, the controller was complaining about all the detail that was flowing into the general ledger.  This is a simple planning step up front, but three months into a conversion is not the time to be addressing the issue.

Research Hardware Needs & Install Software

Obviously, this is a necessary step, but the timing of this step is important.  Any new hardware should be installed as soon as possible and the software installed shortly thereafter.  Install sample data and have your staff test the environment by running reports on the sample data and processing dummy transactions.  This can mitigate hardware and software conflicts early on in the process, thus keeping stress to a minimum.

Setup & Configure Data Files

The software is configured based on information obtained during the sales, discovery, and system design phases.

System Testing

System testing can very simple or it can be very elaborate.  There is no right or wrong answer here.  Two things usually govern the extent of system testing.  The availability of budget and the ability of your consultant to instill confidence in you or other key players that the system will perform as represented.  If budget and/or other internal resources are available, some key tests to perform should include:

  • Timetrax or ITime with a select group of employees completing their timesheet as if they were real.
  • Processing the time from Timetrax or iTime through the payroll system and produce paychecks (if live payroll).
  • Process the same time above through Billing and test rate tables and invoice formats.

Perform Data Purification

This step is optional.  However, I think it is a very important one.  It you chance to "rid or clean" your database of many of the mistakes that have happened over the years.  During data purification these are some of the items that can be corrected.

  • Converting all caps data into title case or vise versa.
  • Delete duplicate vendor and customers.
  • Rework "jerry rigged" project numbers because the old structure did not provide enough room for growth.
  • Standardize supplementary data that has been stored in many different places on a record.

This is your one chance to correct problems from the past, else carry them forward for the next several years.  I would find budget or internal resources to perform this task.

Training & Training Techniques

Policies, Procedures & Process Documentation

Tier One Report Set (5 to7 Custom Reports)

Invoice Formats

Backup & Disaster Recovery Procedures & Testing

System Documentation

Post Conversion Follow-up

Scheduling & Project Communication