Dynamics Implementation
Benteq’s System Implementation Approach
Benteq use a well-established methodology for planning and completing software implementations. In almost 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 two or more. A Project Manager is appointed and this person is responsible for the project on behalf of Benteq. In some circumstances the Project Manager may carry out some of the consultancy themselves and will perhaps allocate another consultant to specific tasks, with the other consultant reporting to the Project Manager. On other occasions the Project Manager does not carry out the consultancy but manages the consultant/s allocated to the site. Benteq recommend the most suitable approach on a client by client basis. Each day we assess if we are behind, ahead or on schedule with the projects progress and take the relevant action. Benteq’s Project Team reports to the Operations Director about each project daily.
What is the Project Managers 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. This can be one, or more than one person. 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 Benteq PM. The Core Team – these are the people (or person) that know the client’s business and internal processes very well, and will work with the Benteq Consultant on the system scoping and prototype (see below) and who will be the initial ‘master users’. 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. Financial Authority – this is the person that can place orders on Benteq, agree chargeable consultancy time and issue purchase orders. IT/technical – this is the person that will be responsible for the clients IT and that will work with the Benteq consultant on technical issues.
When Benteq start a project it is helpful to have a chart showing the names of the people that full-fill these roles, the amount of time they have available, (for the core team, diary form with specific details of time available is most important) and their skill set.
Are There Different Approaches For Small and Large Implementations?
Benteq will take whichever approach is the most appropriate. We have outlined a ‘middle of the road’ approach here, but for some implementations we do little more than install the software and provide a few days training. For other implementations we extend the work we do in each of the areas described leaving if required, the client to do very little.
World-Wide Roll Outs
For clients that are rolling out throughout the world we can take one of a number of approaches. We can train a member, or members of the client’s team and they can do the implementation and training world-wide. Benteq can do this, either alone or in conjunction with members of the client’s team. Alternatively we can work with a local partner in each of the countries and they can carry out some of the training. This can be very useful if there are language issues. Any mix of these options is very often used on world-wide roll outs.
What is "A System"?
When Benteq refer to ‘the system’ this refers to whatever we have contracted to supply or configure. It can be simply Dynamics GP or CRM, or it can be one or two of these with interfaces to other systems and/or bespoke 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 tools provided as part of the products can help to make this a relatively quick and painless process. 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 organisation.
Software Development
In certain circumstances clients may require a bespoke application to be written in order to cope with any non-standard aspects of the business. We provide this type of service using a range of technologies.
System Scoping
The system scoping is one of the first things carried out in the project. This is where the client walks the Benteq Consultant through their business processes and system requirements. During this session the Benteq Consultant will be considering how best to configure the system to achieve these requirements, and will be asking the client a great many questions. The result of this session is a ‘scoping document’. This describes the client’s processes and requirements. At this session the client should have available a sample of all invoices, credit notes, 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 thing that occurs in an implementation. This is where the Project Manager and the client plan the projects key action points; allocate tasks between the Client’s and Benteq’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 Benteq will train the client’s IT representative on how to install workstations for future reference.
Prototype Configuration
More often than not we configure a prototype system next. This is a ‘test system’ that we 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 utilising sample static data such as the chart of accounts, debtor & creditor records etc. Once this prototype is configured to allow the client to fulfil their day to day processes and workflow, it is normally demonstrated to the relevant users for their input, and where relevant it is adjusted appropriately.
Report and Form Writing
Benteq can take whichever approach the client prefers to report and form writing. For example:-
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Benteq can write all required reports and forms
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Benteq can write some of these whilst training the client and the client can write the rest
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Benteq can train the client how to do these
The considerations:-
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Does the client wish to be live quickly, in which case perhaps it is better than Benteq write key reports and forms to enable this?
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Is there time for Benteq 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.
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Does the client want thorough training and to reduce their consulting spend by writing all reports themselves?
System Adminstrator Training
This is the training that may be 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 Benteq 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
Benteq can import static 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 new static data and to cleanse their old data. Static data includes such items as the chart of accounts, debtor and creditor 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.
2. Transactional data
This can include only open items and balances, or histrocial data. Benteq can advise on the pros and cons and different approaches to dealing with transactional data.
3. Set up from the protytope
Once the prototype is accepted, the ‘system set-up’ can be converted to the live company.
Go live assistance
Very often the Benteq Consultant will attend site for the first day or so of live operation. This ensures users are relaxed, and that if there is any teething troubles or adjustments required, that we are on hand to provide these immediately.
For further details on implementations
Contact your local office. We also provide consultancy, support and training.