Sage Construction software implementation model

If a software implementation project is to be successful, the project will need a clearly defined set of goals and objectives.  From the outset there is a fundamental need to establish the business case and reason for implementing the software; an understanding of the software functionality, how this relates to the business requirements, and the high level benefits that the software will deliver in support of your business strategy.

We recommend that all users of the system should be introduced early into the implementation project with an understanding of who the key users will be and how their roles will interact with the system. A Project Team should be created and a Project Board appointed, all of whom will need access to a version-controlled project documents folder.

Hardware and infrastructure requirements should be considered at this stage.  We work closely with IBM reseller ‘ITPS’ who can take control of this aspect of your implementation, matching the software to be installed with the hardware and infrastructure it requires. 

A complete project budget can be put together which should be reviewed at the Preparation stage, along with the project scope and deliverables.  One of the biggest failures of any IT project is project ‘scope creep’, where new requirements are added during the project which puts pressure on the project team and timescales. There is nothing wrong with looking at opportunities where further configuration or software development will offer further benefits to the company, but each new requirement should be considered against a planned go-live date.

Lastly, it’s important that you speak to other customers about how they went about implementing the system. We have numerous case studies and references for you to draw on here.

The first project/kick-off meeting takes place to confirm that the objectives and deliverables are agreed, that the software and hardware are ordered, and to set the timetable for the implementation.  A project plan including available resources is created for the implementation timetable and should be regularly reviewed throughout the project. Sage Construction consultants will be appointed to the implementation project and service dates allocated. 

We highly recommend that a rolling ‘Project Issues Document’ is maintained.  This allows for the recording of any tasks, questions, queries, software defects or issues which require resolution or action and is designed to ensure nothing is forgotten.  Software change requests will be tracked by Sage Construction while a ‘Risk and Opportunities Document’ should be kept up-to-date by the customer, an open database or document in which anyone can freely raise any concerns and opportunities that may affect the success of the project.

Consideration should be made at this stage as to the data planning because this will be a large part of the implementation and testing process.  It is likely to be one area which is unknown at this stage and one that can have a major effect on the time and cost of a project.  However we have extensive experience of getting data out of most systems and can advise customers on this.  There are also various ways in which we can assist with data migration.

This is the stage at which your hardware delivery dates are scheduled, and the hardware and infrastructure are tested in a test environment. Your software is installed and is followed by administrator training and core configuration workshops - the solution has many configuration settings to suit different ways that each company works and part of the workshop will be to cover these settings and establish which ones to use.  Subsequent configuration changes should be logged to ensure that there is proper historic change control applied to this important area of the software.

Workshop sessions cover how the system works, how it is set-up and how to configure it, and we recommend that these are followed by internal meetings to work through the set-up and use of the software, queries from which can be resolved during the follow-up days.

At this stage we ask for feedback on the implementation so far.  This is important because it helps us to improve our services.

Monthly project review meetings monitor progress against the plan and allow the project to be re-forecasted if necessary.  The Project Issues Document along with the Risk and Opportunities Document (both outlined in the Planning stage), should continue to be maintained.

Setting up of data within the software requires careful planning and time allocation, and needs to be well managed, and the data checked for accuracy. Often internal users may find it useful as a way of software familiarisation so it may be useful to share data input amongst the users.

To ensure training is provided against relevant and familiar data, some data implementation is undertaken early in the implementation cycle and we will assist you in making sensible business decisions as to the data you need to migrate. Configuration is checked and reports generated as a good way of checking the accuracy and calculations of the information within the software, as well as checking any report modifications. Now is also the appropriate time to confirm that the project deliverables are being met; some deliverables may need to be reviewed, and refined if necessary.

Training for end-users covers the basics of the system that users need to know to be able to use the software, once it has been configured. It should be done on your own data, and not done until all your company’s agreed methods of using the software and documented processes are in place. Where there are a large number of users to be trained, it may be appropriate that an internal trainer is appointed. This is a common method of software training and Sage Construction is able to provide training for trainers within your business. It is recommended that a training agenda be sent to each attendee prior to the course.

Tutorials are available for end-user training. However, it may be more appropriate and less confusing for users if the tutorials are ‘adapted’ to cover your own processes. These adapted tutorials can become a company asset and used for new employees as part of their induction into your company’s methods and procedures. If required, we can provide customised training courses and documentation.

Follow-up sessions have proved to be very useful to the success of the software uptake and use. The purpose of these days are provided in a ‘time bank’ format and can be called off within 12 months from go-live for key milestone events such as; Month End, Year End, first invoice run e.t.c. In addition, the sessions are provided to assist in day-to-day use and processing methods, in addition to training any new users that join your business.

At this stage we recommend that the Project Team is replaced by an Internal User Group to review the use of the software across the business. The meetings would cover discussions on new versions, brainstorm new areas of the application, review training needs, outline any changes in working practices that affect the software and any problems or issues with the use of the software. As a part of your ‘time bank’ days you can call upon chargeable resources from Sage Construction should you require our input into these sessions.

Just as a car needs an MOT test, software needs the same system check. At periodic intervals you may find it useful for a representative from Sage Construction to carry out a software audit. This will involve reviewing system data and talking with each of the users. Often what is discovered is that some users may be using the software incorrectly, bad practices may have slipped in, or features of the software which provide efficiency gains are not known to them. The system audit enables an external person to take a fresh view of these and provide recommendations.

We provide a help desk to resolve any daily issues with the software and designated users should be encouraged to use this facility, for software defects, help required on the software, or request for software changes and modifications. All calls are logged and controlled by Sage on our internal systems. This gives us a method of following up issues and identifies potential reoccurring problems. We also monitor our performance and review this on a regular basis. The lists of calls received by your users are available on request together with the status of any software defects that you may have reported. This provides good information on who is using the software and any problems which they may have encountered. It will also highlight any additional training that may be required.

Periodically, new versions of the software will be provided that may help to improve efficiency and use of the software.