Congratulations on your decision to buy a new software package!
The number one question our clients ask is: how close do your estimates run? My answer is always the same:
You can be on time and on budget if you will commit to doing ten things:
1. Appoint a project manager and a backup for that manager for your team. The project manager has absolute authority for the project, the backup person has that same authority when the manager is not available and a decision must be made. No meeting is ever rescheduled as someone is always heading up your team, regardless of the circumstances.
2. Review your project documents when you receive them. There is a detailed list of tasks which indicate who is responsible for each task and the due date. Realign the schedule if you need to, but once everyone has committed to the schedule, delays unfortunately cost time and money.
3. Understand the process, ask questions if you need to for clarification as nothing drives up costs more quickly than making changes to your contract.
4. While we understand that your team already has a full time job, and implementation takes time; please allow for the time it takes for your team to complete the tasks that are assigned to them. If needed we can assign additional team members to your project, but you need to plan for it, and it will be at additional cost.
5. Review your server and desktop system minimum requirements; our team will help you identify which profiles most closely match your company’s project. Minimally your environment should be operational several days before our team installs your software.
6. Make sure that your entire team has your training schedule. We will allow ample time for your team’s questions. Every training session is recorded and presented to you and your team to review at any time. You can also play this training for any new team members that join in the future. Although we can repeat or review any part of any training session, this too may increase costs.
7. We estimate data ports based on what you tell us about your project when porting your data from your legacy system. Porting data is contingent on receiving the exported clean data, in the database size estimated by your team. Any corrections to your data needs to be completed by your team before we port the data.
8. Reporting: we budget for 3-5 reports, teaching your team how to create the types of reports your company needs. Additional reports can be provided if needed but may not be within the budgeted hours.
9. Prior Year Financials: If your company would like to have prior year data included in its financial reporting, we can provide templates for this process. Your team will provide period ending trial balances, the cost to port this data will be an additional estimated line item.
10. Every project has a timeline and a payment schedule. Once the project is underway, both teams need to stay committed to keeping every aspect of the project moving forward. Our team will make every effort to keep everyone on track, as falling behind may escalate costs.
Now that you have an understanding of what’s needed in order to keep your project on time and on budget, you can see that making a commitment to the project is also key.
It’s often said that there is no such thing as a good time to do an automation, and that the most unexpected challenges can come up. While all that’s true, your company’s CFO can choose the most opportune time for your automation.
Often s/he will look at when they want the system to GoLive (be up and running, and fully functional). If payroll is being automated cut over will most likely be at either a quarter end, year end or fiscal year end because the payroll data has to transfer well before the cutover date, with several successful test payrolls and test direct deposit transfers in place ahead of that cutover.
If this sounds like what you are working through or if you have additional questions or just need to chat, let’s set up time to talk about what’s on your mind.
NOTE: link to Richard’s scheduler