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0+4 Stages for the Success of your Management Software

Luis Leal Leonor

Luis Leal Leonor CEO 2iBi | software www.2iBi.com

To Fail in the Preparation is to Prepare to Fail. At 2iBi we believe and enforce this. When preparing the ERP Software Implementation Project at a client we follow the following stages.

Stage 0 – Planning

At 2iBi we use an online planning and project management software, LiquidPlanner. Since it is a cloud tool, every team member can access and enter information regardless of their location. This tool also helps us sharing the progress with the client during the project.

In this planning stage, we detail every task to be performed throughout the project. Building on the experience of previous projects, we are aware of how much time each task shall take and adjust whenever needed.

With this planning we know when we start and when we will complete and reach our project goal.

 

Stage 1 – Assessment

The final result of this stage is an assessment report. This report includes the details of each business process of the client, that will be addressed during the project implementation.

Assessing the client’s requirements is vital to the success of the project, as well as to meet the established deadlines. The more detailed this assessment is, the less margin there will be for slippage.

The information is collected on meetings with key users and heads of each department.

 

Stage 2 – Setup and Configuration

In this stage we will install the software and perform the required configuration to obtain the expected outcome, as set forth in the assessment report produced during the previous stage.

This includes several tasks delivered by technical and functional consultants.

Technical consultants install the software in the servers and workstations, configure SQL Server, backups, create additional fields and tables at the data base, customize documents using Crystal Reports and develop small pieces of VBA code to meet specific needs the client might have.

Functional consultants configure the application to meet the requirements established during the assessment stage. The tasks of a functional consultant include importing articles, clients, vendors, and employees tables, amongst others that might be required, using internal tools developed at 2iBi, which make this tasks easier.

Functional consultants also address tasks, such as creating and configuring sales, purchases, stock, current accounts and treasury documents, configure the chart of accounts to adapt it to the client’s needs, configure types of absences, overtime, remunerations and deductions to use in payroll processing.

The final outcome shall always be an integrated management software. The records made by the user, shall only be made once, and replicated in the relevant areas. For instance, when an invoice is issued to a client, that invoice will be linked to the stock, current accounts and accounting modules. With only one movement everything is updated.

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Stage 3 – Training

After configuration is completed and we have the software ready to use, we will train the users, so that they can start benefiting from all the implemented improvements.

In this stage, we give preference to customized training, which will be prepared based on the actual environment of the client, where we are implementing the project. That way it will be simpler and easier to transfer knowledge and the users will feel more comfortable and motivated, as the training will address topics relevant to them.

 

Stage 4 – Launch and Initial Follow-up

The users have been trained, the system is operational, let’s go live! During the first days there is a consultant at the client premises to assist the users with their first steps.

In this stage, a few small adjustments, that have not been detected previously, may be required and solved immediately.

After this adaptation and growth period, we can celebrate the completion of another project! We ask the users to leave a testimony to help us with our ongoing improvement efforts and move forward.

Support and maintenance

Now that everything is working, we get to the maintenance and technical support stage. The users of the new system will have access to 2iBi technical support team.

During this stage there are continued improvement opportunities. There might be other business processes to address, new management software areas to implement, or new client-specific requirements.

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