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CONTACT |
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Headquarters: Weston/Fort Lauderdale, Florida
Phone: (954) 888-9223
Tampa, Florida Office
Phone: (813) 464-2410
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info@iescrm.com |
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Microsoft Dynamics GP, Microsoft Dynamics NAV and Microsoft Dynamics CRM Implementation
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IES’ System Implementation Approach
IES uses well-established methodology for planning and
completing software implementations. In all situations, an implementation is a joint
venture between our consulting team and the client's team. Consequently, we tailor
the services provided in any implementation to meet the expertise and experience
of the client's staff.
For each project, large or small, we put together a project team. The project team
can comprise of just one consultant, or it can include our whole staff. A project
manager is appointed and is responsible for the project on behalf of IES.
The project manager manages the consultant/s allocated to the site.
+ What is
the Project Manager's Job?
The key focus of the project manager
is to deliver the project's objectives according to specific success criteria within
the set timescale and budget. Project management is about planning the implementation
from start to finish, including the careful allocation of tasks to the appropriate
people within the project team. It is the project manager’s job to constantly
monitor the project, ensuring that it stays on track and that all issues that arise
are dealt with quickly and effectively.
+ The Client's
Team
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However large or small the client's
implementation team, specific roles should be allocated to the person who will take
responsibility for them. The key role is the client's project manager (PM). This
person coordinates the project from the client's end and ensures all members of
the client's team are carrying out the tasks allocated to them in a timely and accurate
manner. The client's PM liaises with the IES PM. Other key roles
include:
1. The Core Team: these are the people that know the client's business
and internal processes very well. They will work with the IES
consultant/s on the system scoping and prototype (see below) and
identify who will be the initial “master users.”
2. Project Sponsor: this is the person in authority (such as the finance
“director) that will most likely have ordered” the
system and who is
“ultimately responsible overall.
3. Financial Authority: this is the person that can place change orders and
approve chargeable consultancy time and issue purchase orders.
4. IT/Technical: this is the person that will be responsible for the client’s
IT
and that will work with the IES consultant/s
on technical issues.
When IES starts a project, it is helpful to have an organization
chart showing the names of the people that fulfill these roles, the amount of time
they have available, and their skill sets.
+ Are There
Different Approaches For Small and Large Implementations?
IES will take the most
appropriate approach to ensure a successful implementation. We have outlined a “middle
of the road” approach here. For other implementations, we extend the work
we do in each of the areas described.
Multi-Site Roll Outs
For clients that are rolling out to multiple locations:
1. IES can perform a time-phase implementation at each client workstation.
2. IES can train client staff to perform their own off-site implementations.
3. IES can work in contact with the client staff on the remote
implementations schedule.
+ What is
"the System"?
When IES refers to
“the system,” this refers to whatever we have contracted to supply or
configure. It can be simply Microsoft Dynamics GP or Microsoft Dynamics CRM; it
can be either one of these solutions with integrations to other systems; or it can
involve custom development work.
+ System Integration
It is very common that clients need
to integrate their new systems to other existing software. We are highly experienced
at this type of work. The outcome of such integration work can provide huge time
and cost savings and also ensure far greater accuracy of data across all systems
within the organization.
+ Software
Development
Clients may require a custom application
to be written in order to cope with specific aspects of their business. We provide
and support this type of service using our own development team. More...
+ 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. During this
session, the IES consultant will be considering how best to configure
the system to achieve these requirements, and will be asking the client detailed
work process questions. The result of this session is a “scoping document.”
This document describes the client's processes and requirements. At this session
the client should have available a sample of all 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 provided by the existing system.
+ Project
Plan
The project plan is the next stop that
occurs in an implementation. The project manager 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. It is usual at this stage that
IES will train the client's IT representative on how to install workstations
for future reference.
+ Prototype
Configuration
IES will a prototype
system. This is a “test system” set up with the relevant key members
of the client's team (usually these are 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.
+ Report
and Form Writing
IES can take whichever
approach the client prefers to report and form writing. For example:-
IES can write all required reports and forms.
IES can write some reports while training the client to write subsequent
reports.
IES can train the client how to write all necessary reports.
The considerations:
Does the client wish to have the reports and forms very quickly, in which case perhaps
it is better that IES write key reports and forms?
Is there time for IES to write some while training the client so
the client can also write some? This will enable the client to gain the necessary
knowledge and to reduce their consulting spend by creating some of these themselves.
Does the client want thorough training and to reduce their consulting spend by writing
all reports themselves?
+ System
Administrator Training
This is the training required for IT
or system management staff. Typically this will incorporate such issues as security,
back-ups, restores, user management, and so on.
+ User Training
and Acceptance Testing
Once the prototype is complete, it is
normal to provide a number of days for user training. (The “core users”
can often perform this training having worked through the set up of the prototype
or IES can perform the training). 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.
+ Data Migration
The final part of the implementation
is the data migration. There are a number of considerations:
1. Static data:
IES can import historic 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 such
items as 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, and 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 consultant will be on-site for the
first day or so of live operation. This ensures user confidence and that if there
are any problems or questions, a response is immediately available.
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Customer Testimonial |
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“After spending weeks with Microsoft
CRM, we were told that Notes, history and attachments in ACT! cannot be converted
to MS CRM, IES was able to migrate all the data in 3 days!”
Lori Gress, Manager
North Dade Wellness Center
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