EFI Business Builder Series The 6 Fundamentals of

EFI Business Builder Series

The 6 Fundamentals of Successful Software Implementation

EFI Business Builder Series EFI PRO SERVICES

2

INTRODUCTION

Software implementation projects can be complex and often involve many different stakeholders. Ensuring both vendor and client have a clear understanding of objectives and project goals is critical to the overall success of the solution.

For business critical systems, technology implementation projects typically involve organizational and process changes. Alignment of the business and technology goals are fundamental to delivering return on investment and ensuring a smooth transition from legacy systems.

The client’s goals and objectives should be established early on in the evaluation phase, during which a review of solution capabilities against business requirements takes place. What is often overlooked during this stage is the operational impact of implementing change across the organization. With careful and purposeful planning, implementation projects can be kept to schedule and objectives can be realized. Without a strategic plan, projects face delays, resistance and ultimately failure.

This document provides an overview of six of the most critical considerations to ensure

technology implementation projects meet their objectives both in terms of performance and schedule.

3

SECURE SENIOR LEADERSHIP AND EXECUTIVE LEVEL SPONSORSHIP

Once the requirements for a new solution have been identified, communicating and selling them internally is critical. Change is driven from top down, and it’s critical to ensure the project has an executive sponsor. In order to secure the necessary funding and support necessary to drive success, it’s important to drive alignment between strategic business units and IT management sponsors.

TIPS

• The project should be positioned and promoted at the Executive level, communicating successes and failures throughout

• Ensure there’s a clear and well-articulated Problem/Solution statement

• Ensure the project objectives, scope and schedule are communicated to the team

• Establish regular reviews and updates on project status with management

• Communicate and celebrate wins as a part of this forum

• Establish a protocol for addressing obstacles, barriers and maintaining organizational alignment

FUNDAMENTAL 1


4

EFFECTIVE REQUIREMENTS ANALYSIS BASED ON BUSINESS NEEDS

The success of any software implementation project is entirely dependent upon it meeting the goals of the business. Defining the goals early is critical and begins during the sales cycle. As EFI work with the client to discover and identify goals and objectives the detailed requirements are captured and documented to build a project plan.

TIPS

• Develop and capture Key Performance Indicators. The KPI’s are identified during the sales process and include measurable performance benchmarks necessary to meet the business objectives defined by the customer senior leadership team

• Ensure team members have adequate time and bandwidth during the discovery and requirements gathering phase

• Take time to carefully review and validate the vendor discovery artifacts (workflow design and use cases). Mistakes and inaccuracies will cause potential delays and cost overruns

• Prepare as much data/information as possible ahead of time. Organize the data so it can be provided to the vendor in a logical manner

• Work your testing scope / test cases (end-to-end jobs description) during the discovery process. This will help ensure you are in alignment throughout the project. A complete set of test cases should cover at least 80% of the jobs you typically produce

• Complete and thorough discovery documentation will not only assist in implementation, but will serve as a baselines for your Standard Operating Procedures and training materials for years to come

FUNDAMENTAL 2


5

DELIVER AND MAINTAIN A COMPREHENSIVE PROJECT PLAN

Planning should begin in advance of your target ‘Go Live’ schedule. The Key Performance Indicators (KPI’s), functional use case and the end-to-end test cases should be documented and made available to the project team. The project plan should include an outline of each stage of implementation and the resources and stakeholders required to deliver. Every action throughout the project execution should be tracked back to the KPI’s and use cases.

TIPS

• Outline the scope of the project including all critical milestones

• Clearly articulate what success means for each milestone – for example “By March 1st, Accounting will be able to generate invoices”

• Schedule and maintain regular “Checkpoint” project meetings with stakeholders

• The project plan is a mutual vendor and customer project plan to include all tasks to be accomplished (including effort assessment)

• Identify and address problems early and quickly

• Leverage technology to share information – rather than using static documents, share content using a technology platform which facilitates better collaboration

• Create the cadence immediately at the project kick off to meet and evaluate progress against objectives


FUNDAMENTAL 3

6

ASSIGN A PROJECT MANAGER

Ultimately one of the most fundamental steps to ensure success is the identification of a Project Manager. The Project Manager is responsible to hold the vendor and customer accountable for the project schedule, tasks, budget , risks and mitigation and status updates. They must have intimate knowledge of business process and functions as well as a clear vision of the goals and scope of the implementation.

TIPS

• Ensure the Project Manager has the necessary bandwidth to oversee the project. This is likely to require more time upfront and as the implementation progresses it may decrease gradually

• Ensure the PM has the authority to manage change (schedule , budget and scope) and assign tasks and priority to key stakeholders as necessary

• Ensure the PM is familiar with Project Management approaches and is extremely organized and methodical

• Ensure the PM has a creative approach to problem solving and addressing challenges

• Define and distribute templates to be used by the project manager as well as meetings schedules and cadence


FUNDAMENTAL 4

7

MAKE SHARING INFORMATION AND KNOWLEDGE TRANSFER A GOAL

With any major software implementation project, particularly an ERP project, one of the key factors for success is ensuring the right people have the right information. Effectively sharing information amongst the Project team and the vendor is pivotal to success. There will very likely be multiple resources from the vendor involved in implementation. Ensuring your team are focused and available during all stages of implementation will ensure the team have the experience necessary to manage the new system effectively.

TIPS

• Define project tracks (e.g. solution design, solution set up, solution verification) with pre-defined stakeholders that are always involved in the track key activities and decision making process

• Ensure your team have adequate bandwidth to spend time with consultants, product specialists and training teams

• Appoint product specialists internally who will take on a greater degree of product knowledge and training – and serve as product subject matter experts internally

• Schedule weekly checkpoint meetings with key stakeholders

• Ensure more than one individual is trained on the operation of any component or system to provide redundancy

• Enforce the use of agreed upon documentations and processes to share data and information

• In advance, designate a change control board that are responsible for project changes


FUNDAMENTAL 5

8

PREPARE YOUR ORGANIZATION FOR CHANGE

This can be one of the easiest points to dismiss, and yet it will likely be the largest obstruction you face. Preparing for operational, organizational and process change takes the collective will of the leadership team to set about a culture that encourages and rewards the rapid adoption and embrace of change. Technology implementations are rarely successful where there isn’t a willingness to adapt, here are some good tips to help drive the right culture:

TIPS• Change starts from the top – leadership should set an example and act as the most passionate

change agents

• Ensure that production teams have the opportunity to provide input for matters that relate to their department, having teams contribute to the new process will ensure there’s a great sense of ownership around the outcome

• Highlight and reward “change agents” – team members who facilitate and manage change effectively as the project progresses

• Resistance to change often stems from an individual’s anxiety around how the change will impact them personally – be proactive about communicating the reason, intent and outcome of the change to your teams – don’t assume they automatically understand

• Regular and consistent communications from management including updates on the progress and results of the implementation project are critical to keeping people informed and engaged


FUNDAMENTAL 6

9

THE EFI PROJECT MANAGEMENT APPROACH

Our approach and methodology has helped thousands of EFI clients just like you around the world manage the complexity and challenges that arise during new technology implementation projects and replacement and modernization projects. For business critical systems, it’s important to set objectives and expectations early, and track the milestones carefully as the project progresses. EFI’s Professional Service and Project teams are ready to assist and drive success with your organization from beginning to end – we look forward to helping you drive success.


For more information to request a consultation with one of our Solution Consultants please contact us:

+1 800-875-7117 | www.efi.com

http://www.efi.com/go/marketdirect

© 2018 ELECTRONICS FOR IMAGING | WWW.EFI.COM EPS.AT.070318.US

EFI fuels success.From Fiery to superwide inkjet, from the lowest cost per label to the most automated business processes, EFI has everything your company needs to succeed. Visit www.efi.com or call 800-875-7117 for more information.

http://www.efi.com

Documents

EFI Business Builder Series The 6 Fundamentals of