Project Management

Project Implementation: Fast and Effective

A Dynamics Business Central (BC) project can be implemented quickly, taking little of your time. However, it is important to follow the steps listed below, regardless the size of your organization. Skipping a step or not executing it properly will always have a negative impact at a later stage in the process. What ultimately leads to success, is that people can work with the system, processes are efficient and reports are reliable. The technology behind it has been stable for many years, and is therefore not the only crucial element to success. In the end the success factor remains human work.

View the 7 steps for project management:

Phase 1

Demo Introduction

In this phase, the client and partner are introduced to each other, to determine whether the functionality matches the organisation and its people.

Pitfall

IMPROPER BALANCE

Too much emphasis on functionality and too little on people and the organisation.

Solution

WHO’S WHO?

Make sure that everyone gets to know each other, i.e. both management and project staff.

Phase 2

Fit-gap analysis

HB Software will keep track of essential processes whether it is possible to immediately incorporate them in the solution, or if changes in processes or software are necessary.

Pitfall

WRONG APPROACH

a. An overly global analysis of processes will result in unexpected surprises, the things-will-be-alright attitude.

b. The desire to automate too much at once. The framework gets too big and too complex. The danger of getting lost in the details.

Solution

TRANSPARENT IMAGE

Ensure that both management and staff have a clear picture of process operation. Exchange detailed information.

Phase 3

Contract phase

HB Software will draft a contract for project implementation, maintenance and support.

Pitfall

TOO MUCH JURIDIFICATION

It is important that good agreements are made. There is a risk that everything gets 'nailed down' in legal terms, the so-called juridification. Every word is weighed and measured, causing the bigger picture to be lost from sight.

Solution

BE CLEAR & TO THE POINT

It is of shared interest to successfully carry out a project and ensuring that the client clearly knows what he/she can expect. HB Software helps to determine client needs and wishes. In each project, however, newly gained insights occur, resulting in slight changes in original needs and wishes. There should be room for that, so use clear language and indicate what is acceptable and what is not.

Pfase 4

Project preparation

Setup of the project organisation: A leading group is formed and project and technical prerequisites are outlined.

Pitfall

UNDERESTIMATION OF TIME NEEDED

a. Too little participation of higher management. Merely appointing a project manager is not enough.

b. The project is done on the side – there is no time for elaboration and testing.

Solution

SET UP SHORT ‘SPRINT’ ROUTES

Provide a decisive leading group. Agree with line management on how many days per week can be spent on the project.

Phase 5

Project implementation

Software configuration, customisation and creation of reports and documents.

Pitfall

TOO LITTLE PARTICIPATION OF HIGHER MANAGEMENT

a. The cycle of delivery, testing, approval and implementation is too long and time-consuming.
The project is delayed, with the risk of demotivation.

b. Underestimation of the amount of time users need to get accustomed to the new system.

Solution

FORM A LEADING GROUP

Set up short ‘sprint routes’. Ensure that smaller software components are ready for testing, provide documented bug feedback and immediately implement improvements.

For example, go through the entire process, from contact registration and an estimate request to a contract and invoice.

Phase 6

Go live

The system is operational. All business process run through the system and necessary or desirable conversions have already been implemented.

Pitfall

POSTPONING GOING LIVE

The official starting date is moved too often, this increasing the risk of diminishing the trust in the new system.

Solution

BE PREPARED

Ensure that all conversion is tested and users have been recently trained and receive support.

Phase 7

Support

The system is live and is being used.

Pitfall

SLOW PROCESSING OF SUPPORT ISSUES

When a system is put into operation, users need some time to get accustomed to it. This can lead to a multitude of questions. If these are processed too slow, users might get stuck, which may decrease the trust in the system.

Solution

SET PRIORITIES

Ensure that proper arrangements are made with respect to support after system launch. Nowadays, a live launch can also be done and supported online by HB Software. In addition, arrangements must also be made that allow users to learn from each other, as well as which problems should be solved first. Therefore make sure to set clear shared priorities.