How much staff time is needed during a Accounting Software Implementation?

Many companies don’t understand the amount of work involved when implementing a new Accounting Software system. The amount of internal staff time can roughly be calculated by multiplying the number of days quoted by the supplier by two!

This reality is normally kept from the client until the kick-off meeting because all the focus on the sales process is on the functionality of the software. The terms & conditions of software vendors generally require you to pay for the software before the kick-off meeting, so you don’t get cold feet about the amount of work involved.

Some of this risks involved in not dedicating enough time to the project are highlighted below:

Risks
• Lack of ROI – The new system simply replaces the old, outdated procedures and processes. The new functionality does little to improve operations and the business does not gain any benefit
• Delay in Go-Live – If tasks are not completed as required by the customer the project will be delayed and the system go-live not achieved
• Escalating Consulting Costs – Tasks not undertaken by the customer (as specified below) will have to be completed by the reseller. This will quickly add to the days consulting already quoted.

Additional costs could also be incurred by:
• Missed/Cancelled meetings
• Unsuccessful meetings where tasks have not been completed
• Not having the right information at key stages in the project
• System not functioning as required – If the project is not managed the system could be delivered but not fit the business as best possible

Benefits of additional internal resources:
The obvious benefit of ensuring the additional resource is available is the reduction of risk in the project.

Other benefits include:
• Reducing expensive consulting days
• Better change management
• Better system performance

So what is generally expected of you?

1) Project Manager
The client must appoint an internal project manager who will be responsible for ensuring that all tasks are completed on time and to the plan, and will liaise with the Resellers project manager. This role can easily take between 6-8 days of work per month for the lifetime of the project.

2) Business Processes Mapping
The client is responsible for providing existing or new process map documents for current system and processes. The client is also responsible for building process documents and maintaining them for the new system. This is a very important element and if not completed the client will end up with a new system which replaces the old, a total waste of money!

3) Module Owners
The client will provide a module owner for each module and area of the system or a system champion for each processing area. The module owner/system champion will be the key decision maker for their modules or areas of the system and will be responsible for all decisions on set up.

The module owner will be looked upon by the supplier as the key source of information during the project. In some cases resellers expect the module owner to setup the system. Have you been quoted for the configuration or are you being expected to build the system? Call us if you are not sure..

4) Data cleaning
The client is mainly responsible for providing all data to the reseller, generally in a specified format. If the data is not provided in a timely manner the project will be delayed.

5) Testing
It’s the client’s responsibility for building a full test plan to include testing scenarios and data. It will be your responsibility to test the system and sign off that you are happy.

6) Training
The client is mainly responsible for building end user training documentation and maintaining it. Resellers do not supply standard training material during system implementation and if they do, it will be generic and not specific. Most resellers require you to set the timetable and ensure your staff are happy with the system.

Summary
The above extract has been put together based on the Project Initiation Document of 10 different suppliers. Some put more responsibility on the client and some less but it is important to know what is expected of you!
If you are going to spend money on a new accounting system and have not go the budget to manage the implementation properly, you are better off waiting until you have the capability to handle the project.

The options available to you are:
• Appoint an internal project manager and backfill their role and day to day jobs
• Appoint an external consulting company like Solutionz Source
• As the reseller to do the extra work for you (very expensive option and less effective than the previous two)

Notes & Disclaimer:
This guide is based on our experience in the market and individual experiences might be different. It is meant to create awareness and should not be seen as training material or professional advice. This material may not be copied or distributed in any form without the concent of Solutions Source Ltd. For more information please e-mail info@solutionz.co or contact us on the postal address below.

Published by:
Solutionz Source Ltd
Suite 13024, 2nd Floor
145-157 St John's Street
London
EC1V 4PY

t: 0800-408-3925
e: info@solutionz.co