IMPLEMENTATION PROCESS

SYSTEM SCOPING

The system scoping is one of the first things carried out in the project. This is where the client walks the IES consultant through their business processes and system requirements. The result of this session is a "scoping document," which describes the client's processes and requirements. At this point, the client provides samples of invoices, credit documents, remittance advice layouts and reports (operational and financial), and other documents that will be required of the new system. These can be hand-drawn, mocked up in a spreadsheet, or pulled from the existing system.

PROJECT PLAN

The project plan is the next step that occurs in our Microsoft Dynamics 365, Business Central, or GP implementation process. IES and the client plan the project's key action points, allocate tasks between the client's and IES' project team, and set dates for these.

INSTALLATION

This is the process of physically installing the software onto the client's network and ensuring that it operates appropriately for all required workstation configurations. At this stage, it is usual that IES will train the client's IT representative on how to install workstations for future reference.

PROTOTYPE CONFIGURATION 

IES will then create a prototype system. This is a "test system" set up with the relevant key members of the client's team (usually referred to as "core users"). This prototype replicates how the client will use the system, utilizing sample data such as the chart of accounts, A/R, and A/P records. Once this prototype is configured to allow the client to test their day-to-day processes and workflow, it is then demonstrated to the relevant users for their input.

USER TRAINING AND ACCEPTANCE TESTING 

Once the prototype is complete, users are trained in the new system. Adequate testing should then take place to ensure that the workflow and all processes operate correctly. Any areas that are not operating fluently will then be adjusted. Further user training may take place after acceptance testing.

This is also when IES provides system administrator training, in which the client's IT or system management staff is trained. Typically, this will incorporate such issues as security, back-ups, restores, user management, and so on.

DATA MIGRATION 

The final part of the implementation is data migration. There are a number of considerations:

1. Static data

IES can import historical data straight from the client's old system, or this data can be exported to a spreadsheet and further manipulated before it is imported. Many clients use the implementation of a new system as an opportunity to set up historic data and to cleanse their old data. Historic data includes the chart of accounts, customer and vendor records, inventory items, and so on. Often, a new chart of accounts will be created for a new system. This can be done on a spreadsheet and then imported.

2. Transactional data

This can include only open items and balances, or historical data. IES can advise on the pros and cons and different approaches to dealing with transactional data.

3. Set-up from the prototype

Once the prototype is accepted, the "system set-up" can be converted to the live company.

GO-LIVE ASSISTANCE 

The IES consultant will be on-site for the first day of live operation. This ensures if there are any problems or questions, a response is immediately available.