Posted: 17/03/2023
by: Ian Thomson
Here at DVE, we have been involved with implementing systems in higher education for many years. In this article, we discuss how to deliver the basics in system implementation and our top ten critical areas to get right in any significant system implementation.
Key Takeaways:
- Clearly define project goals, objectives and scope.
- Develop a comprehensive implementation plan with contingencies.
- Assemble a strong team with the right mix of skills and knowledge.
- Secure senior management buy-in and involve end-users early.
- Ensure data accuracy, test rigorously and provide comprehensive training.
Top 10 Areas to Get Right in New System Implementation
Whether it is with our partners or with our own CPMS product (Clinical Placements Management System), we know how easily things can go wrong if you don’t get the basics right.
And the bigger the project, the more crucial it is to do the basics. Implementing an enterprise-wide system is a complex and challenging process. Also see our article on student management systems.
Here are ten critical areas to focus on to ensure successful system implementation:
1. Define goals, objectives and scope
Clearly define the business goals and objectives that the enterprise-wide system implementation is expected to achieve. This helps align the implementation with the organisation’s strategic goals and ensures everyone is working towards the same objective.
The scope of the project should also be well defined to ensure that the parameters of the system solution are clear and the project is delivered on time and within budget.
2. Develop a comprehensive system implementation plan
Develop a detailed implementation plan that outlines all the tasks, timelines and dependencies. This plan should also include contingency measures in case of unforeseen delays or issues.
This includes a comprehensive communications plan and change management plan. Download the Implementation Plan here.
3. Build a strong project team
Assemble a strong project team with the right mix of technical and business expertise. This team should have the necessary skills to design, develop, test and deploy the enterprise-wide system, as well as communicate effectively and drive organisational change.
4. Get senior management buy-in and support
Secure senior management buy-in and backing for the project. This will ensure that the project is given the necessary resources and funding and that the implementation is aligned with the organisation’s strategic goals.
5. Involve end-users
Involve end-users early in the process to get their input and feedback and confirm that the system meets their needs and is user-friendly.
6. Ensure data accuracy and integrity
Ensure that data accuracy and integrity are maintained throughout the implementation process. This involves identifying the data sources, cleansing the data and developing data migration strategies.
7. Test rigorously
Test the system rigorously to identify and fix any issues before deployment. This includes acceptance testing and performance testing.
8. Train end-users
Provide comprehensive training to end-users. Use appropriate training methods to make sure they can use the new system effectively. This includes training on system functionalities, new processes and workflows.
Don’t forget you may have changed long-standing processes that will need a strong dose of change management.
9. Establish ongoing maintenance and support
Establish ongoing maintenance and support to ensure the system continues to function effectively, including technical support, bug fixes and software updates.
10. Monitor and measure success
Monitor and measure the success of the implementation against the established business goals and objectives. This helps to identify areas for improvement and opportunities for further optimisation.
So many system implementations fail to deliver, not because the technical people get it wrong, but because the project team forget the importance of the personal impact. An enterprise-wide implementation will only be successful if you take people on the journey.
Potential Roadblocks in System Implementation
During system implementation, organisations may encounter various roadblocks that can hinder the success of the project.
Some of the most common roadblocks include:
Resistance to change
Some employees may resist changes in their work processes and may not be willing to adopt the new system. This can lead to low user adoption and a lack of buy-in, which can ultimately cause the failure of the implementation.
Inadequate planning
Poor planning can end in delays, budget overruns and a failure to meet project goals. It is crucial to have a comprehensive implementation plan that outlines all the tasks, timelines and dependencies.
Having a good project manager with excellent project management skills and expertise in project management tools is key when planning a complicated project implementation.
Data quality issues
Data quality issues, such as incomplete or inaccurate data, can affect the system’s performance and accuracy. It is important to ensure that data accuracy and integrity are maintained throughout the implementation process.
Technical challenges
The technical aspects of an implementation strategy can be a hurdle for many implementation teams, especially when it comes to software implementation.
Technical challenges such as system compatibility issues, software bugs and hardware failures can delay the implementation and cause downtime. It is essential to have a strong team with the necessary technical expertise to address these issues.
Lack of resources
A lack of resources such as funding, personnel and technology can hinder the success of the implementation. It is essential to secure adequate resources and backing from senior management to ensure the implementation is successful.
Integration challenges
Integrating the new system with existing systems and applications can be a complex and challenging process. Integration challenges such as data migration, system compatibility and API issues can arise, leading to delays and increased costs.
Ineffective change management
Effective change management is essential for successful system implementation. Inadequate change management processes can lead to resistance, confusion, and lack of adoption by employees.
Having a comprehensive change management plan that includes communication, training and stakeholder engagement is critical to the smooth adoption of the new system.
FAQs About the System Implementation Process
The successful implementation of a new system requires coordination, careful planning and other business processes depending on the organisation’s overall strategy and goals.
Below we answer a few frequently asked questions about implementation strategy and why specific steps are vital to implementing your new system.
How important is senior management buy-in for a successful system implementation?
Senior management buy-in and aid is crucial for a successful system implementation as it guarantees the project is given the necessary resources and funding and that the implementation is aligned with the organisation’s strategic goals.
Senior management also plays a critical role in communicating the importance of the system implementation to the rest of the organisation, which can drive engagement and adoption among end-users. Their backing can generate enthusiasm and motivation for the project, which is key to achieving successful outcomes.
Furthermore, senior management can identify potential issues or risks that could arise during the implementation process and work with the team to develop contingency plans to mitigate these risks. This helps ensure that the project stays on track and that any issues that do arise can be addressed quickly and effectively.
How can end-users be involved in the system implementation process?
This can be accomplished through various means, such as holding focus groups, conducting surveys or organising workshops to gather user feedback. This information can then be used to guide the development of the system, ensuring that it meets their needs and is intuitive and user-friendly.
End-users can also be involved in the testing phase of the implementation process by participating in acceptance testing and identifying any issues or bugs they encounter before the system is fully deployed.
Another way to involve end-users is to provide comprehensive training during and after implementation. This can include training on new system functionalities, as well as on any new processes or workflows that may be introduced as part of the implementation.
Why is ongoing maintenance for an enterprise-wide system so significant?
Ongoing maintenance is vital to keeping the system functioning effectively. This includes providing technical support, bug fixes and software updates to keep the system up-to-date and working smoothly.
With continuous improvement and maintenance, organisations can prevent system downtime and resolve technical issues quickly, avoiding disruptions to business operations and minimising the risk of data loss or corruption.
Additionally, ongoing maintenance can help identify opportunities for additional system improvements and optimisation so the system continues to meet the evolving needs of the organisation. Without adequate, steady maintenance, new systems can become outdated, unreliable and unable to support the organisation’s operations and growth.
Communications, Training and Change Management are Just As Important as the Technical Solution
To ensure a successful implementation, it is advisable to seek the help of experienced professionals who can guide you through the entire process. Leaders can benefit from the expertise and experience of knowledgeable consultants, improving the chances of a smooth implementation.
Talk to us if you want to explore opportunities for success in your business. We can help you overcome potential roadblocks on the path to implementing your new system.
heir backing can generate enthusiasm and motivation for the project, which is key to achieving successful outcomes.
Furthermore, senior management can identify potential issues or risks that could arise during the implementation process and work with the team to develop contingency plans to mitigate these risks. This helps ensure that the project stays on track and that any issues that do arise can be addressed quickly and effectively.