Q:
I have been looking to switch accounting software programs for some time now, and I finally found the product that meets all our needs. My only hesitation is the time it will take to go "live." The salesman said that it could take six to twelve weeks before we are up and fully operational on the new system. I understand that the software has more features than our current accounting program, but why must it take so long?
Ray
A:
It does take time to implement a sophisticated software system, but this is all time well spent. In order for your new system to work properly-and provide the kind of reporting and functionality you need-you must lay the proper groundwork. I suggest the following three-step approach for software implementation:
1) Planning: This is where you discuss with the software trainer such things as your company's specific needs, expectations of the software, requirements that are unique to your business, individual users' responsibilities, how much time you can set aside each week to train and work on the new software and so on. It's the trainer's job to provide advice on the best methods for converting historical accounting data, how to easily integrate payroll and other field data into the system, and how to make sure the system will run as efficiently as possible. Keep in mind that the time spent setting up proper cost coding, customized default settings and user-defined fields, for example, could reduce hours of daily data entry time once the system goes live.
2) Training: The next step is to have your employees learn the software and then set up your company to use it. During this phase, users should learn to navigate the software, perform day-to-day activities and understand the workflow within the system. Sometimes it helps to set up a practice company-using your actual data-so that employees can practice and perform the actual tasks they will be conducting on a daily basis. This allows them to test data flow, run reports and troubleshoot any problems before actually going live.
3) Wrap-Up/Follow-Up: With initial training complete, now is the time to go over the implementation plan with the software vendor, point by point, to see if every need was addressed and every goal accomplished. By now, you should feel good about the system, confident in your investment and able to use the software on a day-to-day level to run your business. By no means, however, should you expect to be finished learning the software. Software education and training must always be ongoing.
You took the time to research and select the best software program for your business. Now see it through. Your upfront investment in time is bound to pay big dividends down the road. On the other hand, rushing through the implementation process will only guarantee that your new software system has little chance for success.
Construction Business Owner, January 2009
