Dynamics and CRM Implementation
IES's 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 involved. |
| 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. |
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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 Managers 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 |
| However large or small the client's implementation team, specific roles should be allocated to the person who will take responsibility for them. The keys roles are: - Client's Project Manager – this person coordinates the project from the client's end and makes sure 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. |
| 1.The Core Team – these are the people that know the client's business and internal processes very well, and will work with the IES Consultant on the system scoping and prototype (see below) and who will be the initial ‘master users'. |
| 2. Project Sponsor – this is the person in authority that will probably have ‘ordered' the system and who is ultimately overall responsible, such as the Finance Director. |
| 3. Financial Authority – this is the person that can place orders on Benteq, agree chargeable consultancy time and issue purchase orders. |
| 4. IT/technical – this is the person that will be responsible for the clients IT and that will work with the IES consultant on technical issues. |
| When IES starts a project it is helpful to have an organization chart showing the names of the people that full-fill 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 successfull 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 Its own offsite Implementations |
| 3. Can Work in Contact With the client staff on the Remote Implementations schedule |
What is "A System"? |
| When IES refers to ‘the system' this refers to whatever we have contracted to supply or configure. It can be simply Dynamics GP or CRM, it can be either one of these with interfaces to other systems, and/or Custom development work. |
System Integration |
| It is very common that clients need to integrate their new systems to other 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 applications to be written in order to cope with aspects of the business. We provide and support this type of service using our own development team. |
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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) etc. that will be required. 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 projects key action points; allocate tasks between the Client's and IES's 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,which This is a ‘test system' set up with the relevant key members of l 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 which training the client to write subsequent Reports
IES can train the client how to write all necessary Reports
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| The considerations:- |
Does the client wish to have the reports and forms very quickly in which case perhaps it is better than IES write key reports and forms to enable this?
Is there time for IES to write some and to train 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?
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System Adminstrator 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 etc. |
User Training and Acceptance Testing |
| Once the prototype is complete it is normal to provide a number of days for user training, sufficient that the users are able to test the system. (The ‘core users' can often perform this training having worked through the set up of the prototype or IES can). 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 implemtation 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, etc. Often, a new chart of accounts will be created for a new system and this can be done on a spreadsheet and then imported.
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2.Transactional data
This can include only open items and balances, or histrocial data. IES can advise on the pros and cons and different approaches to dealing with transactional data.
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3.Set up from the protytope
Once the prototype is accepted, the ‘system set-up' can be converted to the live company.
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Go live assistance |
| The Consultant will be on-site for the first day or so of live operation. This ensures user a confidence and that if there are any problems or questions, A response is immediately Available. |
For further details on implementations |
| Contact your local office. We also provide consultancy, support and training. |
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