Step 1: the Blueprint phase
Start with the basics and leave additional wishes aside until you have been operational for a few weeks and have a clearer view of the options. Your project leader and/or consultant will advise you on this. Once we have concluded the blueprint phase, we will always ask you to give your formal approval. Our project manager will schedule a blueprint session with you and discuss the subjects so that you can prepare. During this session we discuss all functional capabilities, make follow-up agreements and draw up a rough time schedule that makes allowance for phased implementation. We will also discuss possible stakeholders and potential risks. We will of course keep records of these agreements. If there are any additional requirements regarding the offer, we will go through them with you in a reviewed cost indication for implementation.
Key success factors for a smooth implementation:
• Good preparation: this is what determines 90% of the success of an implementation
• The basic functionality usually accounts for 85 – 90% of your requirements, but in practice does not even take up 25% of the lead time for your implementation process.
Step 2: Setup phase
We deliver the software at the agreed place and in accordance with the setup agreements. Your role in this is to supply the necessary data. If you are unable to do this, there could be implications for the time schedule. Once we have tested and checked the setup, we install the software and create a test environment.
Step 3: Training
Now is the time to train users and/ or application managers; in theory but also in practice. Hands-on training that you can put to immediate use. It is also possible to arrange workplace training after ‘go-live’.
Step 4: Acceptance test
Based on a checklist and a test plan, you can now check whether the setup has been properly completed. Make sure that colleagues are available for this. We will speak to you beforehand about whether there are any specific test cases, such as needing to run several imports to reproduce all process steps or output. This is an important phase because we can still make adjustments here. Once the complete setup has been approved, we start the final checking round: shadow operation. We carry out daily checks for at least 3 days to establish whether the financial data in the source system and the software is properly reconciled. In the meantime, you get to know the system better. We officially conclude this phase once all of the boxes have been ticked (and possibly retested after adjustments).
Step 5: Go-live!
The time has now come to take the software officially into use. During the first working day your consultant will be present to answer questions and to check that everything is running smoothly.
Step 6: Aftercare
Do you like the idea of scheduling some aftercare days during the first few weeks after ‘go-live’? No problem. During this phase the project manager will speak to you about the role of the Customer Service Centre that you can contact for questions and if any incidents occur, and he will introduce you to your new contact: the account manager or customer success manager.
Step 7: Project evaluation
It will come as no surprise that we would like to evaluate the project once it has been completed and continuously improve our service. For that reason we will give you an evaluation form that you can complete online. This may be helpful to your organisation in later projects.