7 Steps to a Successful Implementation ©

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Proven techniques for implementing any process with minimum delay, proven at over hundreds of implementations in the last 10 years.

A. SCOPE OF OUR PARTICIPATION:

Using our copyrighted "7 Steps to a Successful Implementation ©" workbook, GAP Enterprises, LLC will work with your management and staff and your vendors throughout all phases of the project, in order to assure a satisfactory implementation.

Depending on the implementation assistance alternatives that you choose, our involvement CAN include design of specifications, review of the detailed system design specifications, testing the system or process and implementation assistance of all proposed systems.

The seven steps include:

1. Needs Analysis:

We meet with your management and staff and determine exactly what you need to manage your business. We ask a lot of questions, and often challenge why you are doing a particular function the way you are doing it. Your management and staff participation is critical to ensure the success of the project.

2. System Design Review:

With any process, you should consider:

With any of these alternatives, it is important for management to understand what the system consists of and how it will operate within your organization. Therefore the systems design review phase is considered to be the most critical part of the project. It must be thorough and complete, providing an extensive understanding by your management of what the package provides.

3. Implementation Meeting:

Our copyrighted procedures for conducting an implementation meeting are what differentiates us from our competition. We meet with your management and staff to determine what has to be done, by whom and when. We then prepare an implementation plan (see Sample Implementation Plan) which outlines all the steps necessary to successfully implement the system. This plan becomes the guide for our project management. Your management and staff participation is critical to the success of the project.

4. Hardware/Software Installation:

We will oversee the loading of all software on the hardware proposed and test to be certain the software functions properly on the hardware.

5. Testing Procedures:

We will assist you with establishing suitable test data which will test for all possible conditions and for the detection of all possible errors. We create a recommended testing procedure, which will guarantee that your system will meet your agreed to requirements, and ascertain that the system works prior to your accepting it.

The testing procedures will be very thorough, and will cover daily, monthly, quarterly and year-end processing. This should allow you to get your system up and running in the shortest time possible, while maintaining system integrity and guaranteeing adequate results.

Having implemented hundreds of information systems, we know what works!

6. Implementation Assistance:

During the implementation of the project, and the location roll outs, we will assist you in preparing for the conversion to the in-house system, as follows:

a. Data Conversion:

b. Computer Forms and Supplies:

c. Education:

 

We will review and comment on the education process, and ascertain that your management and key staff are adequately educated on the operation of the system. We like to see classroom training on different levels...

 

1) Executive:

 

A to one day Executive Overview of the total system.

 

2) Operations Manager/Data Coordinator:

 

a) A to one day Executive Overview of the total system.

b) A three to five day System Operation course.

 

3) Help Desk:

 

A to one day Help Desk course at your office, designed to aid your staff in creating and monitoring a help desk.

 

4) Financials:

 

A one to two day Financial Application course at your office.

 

Note: The times stated may be more or less, depending on the software and your staff's capabilities.

 

d. Parallel Run:

 

If adequate testing procedures are followed, parallel processing may not be required. However, your old system should continue to be run for a sufficient period of time after implementation of the new system, to give your management a basis of comparison to verify results and assure integrity of the new system. Should any problems arise, you need to be assured that the hardware/software vendor will work with your management and staff to resolve these problems.

 

We establish recommended procedures to process parallel runs, with check points along the way.

 

7. Structured On-Going Support (S.O.S.):

A structured on-going support program must be available, once the warranty period expires. Structured On-Going Support should be tailored to your particular needs. Some options include:

B. YOUR PARTICIPATION AND RESPONSIBILITIES:

1. Identify Management and Staff:

To be successful, your system implementation must include MANAGEMENT INVOLVEMENT as well as staff involvement (see "Who Manages Your Computer System").

2. Physical Planning:

a. Office:

1). Room layout

2). Electricity and cabling

3). Air conditioning

4). Desks, cabinets and work areas

5). Planned installation date

b. Location Rollout Schedule:

3. System Operation:

Once the new systems are operational, it will be your company's responsibility to operate the system in accordance with your established schedules and to assure that all reports and data are correct. This includes verifying all calculations and the accuracy of reports as well as following all internal control and other control procedures required in the automated systems environment.

4. Training:

Your company assumes responsibility that your management and staff attend training sessions as outlined in this proposal. Those attending the training sessions will be responsible for:

5. Staffing and Discipline:

The successful implementation of a computerized information processing system requires discipline within your organization. Turnover of staff prior to, and during the implementation, will cause the transition period from the old to the new system to be more difficult and costly. It could also result in additional fees, should it become necessary for your hardware/software vendor or members of our firm to familiarize the new individuals with the system.

As a result, your company should make every effort to guarantee a smooth and continuous implementation by assigning qualified staff to the project who are knowledgeable in the in the operations of your business, and who will be involved throughout the scope of the project.

6. Extra Work Load and Overtime:

The implementation of a new system requires that the old system be run parallel with the new system, until such time that your management is satisfied with the accuracy of the new system. The period during which parallel runs take place creates an extra work load on your staff and could result in overtime and extra staff costs.

It may pay to hire a temporary employee to process some of the functions, i.e., loading master files. Your staff should understand the process necessary to create master files, but there will not be any learning experience after they have loaded some of the information.

7. Internal Controls:

It is your company's responsibility to exercise all the internal control procedures required in a computer environment. Internal control procedures must be exercised over such areas as computer input and output, segregation of duties, approval, etc. Internal controls does not totally eliminate the possibility of fraud or embezzlement.

You should consult your outside auditing firm to discuss internal controls. If you desire, GAP Enterprises, LLC can perform (at an additional charge) an internal controls review, and make recommendations for improvement.