Go to Item : Methodology -
Implementation involves preparing the system to go live. This is the process of:
Converting data from another system
Starting with take on balances, outstanding documents and stock
Configuring the system as per agreed specification at the time of the Benchmark and taking into account any variations on the specification.
Configuring and custom reports.
Implementing and system changes and modifications required at this stage.
This is a time consuming and costly process. Trained staff should assist with this process to reduce costs and reduce conversion time where possible. Other staff may also become involved in capturing transactions or testing various processes as well as taking stock and having these figures available for take on.
Every site should have a backup system in place and a DRP (Desaster Recovery Plan). Data should be backed up frequently and at least daily. Backups should be taken off site by means of a storage device or online backup.
A Disaster Recovery Program should be in place for every site and should be tested on a regular bases.
Training on a new system can be time consuming and expensive for any organization. A policy of train the trainer may be followed so that a few key people are trained on all aspects of the system. These key people then become the trainers of internal staff in their respective job requirements.
It has also been established that trainers end up knowing more about a system because they have to follow logical training steps and have to answer all the questions regarding functions and features.
In the case of Accpac, customization involves small scale changes to the way the system works and often requires the use of the VBA macro language in Accpac. This is the same VBA language in the Microsoft Office Products.
In the case of OpenERP these are ofter database changes or changes in the Python open source code which is freely available.
Phased in approach
There is also what is called the big bang theory, when you do
it all at once. Small and mid sized businesses especially don't have the manpower
to do it all at once. It therefoer makes sense to get the basics working and phasing
in other options as the system settles down. If something goes wrong it is also easier
to fix a smaller part of the system than a huge process with many parts.
Beware of Customizations
Customizations can bite. The first bite is that it slows
down the implementation and the costs soar. The second bite occurs when you want
to upgrade to the newest release. This is not to say that some customizations are
warranted and have a compelling business case. Clients should just be aware that
so-
Once your basic system is working and has been tested, it is then time to integrate other external systems with the new system and in accordance with the specifications. These processes are often manual because the systems are so different.
One automated solution is our Iman product. This is a web based integration tool. Details are available here: www.alltek.co.za
Extensive Prototyping
There are many options in the setup of a new system including
setup options, conversion, integration, and customization. An iterative process is
required until the prototype is completed. It may take a few times before you get
it right. Take a small, representative sample of transactions through the system
including reports and controls. Don't go live before everyone is ready.
