Steps for Successful Implementation

Eight Steps for Success implementation

Whether the implementation involves a stand-alone software solution or is part of a larger project, one methodology that has proven successful includes eight distinct phases. Each phase has defined deliverables that must have executive sponsor and steering committee buy-in before the next phase can begin. These eight phases are;

1. Scoping.

This phase takes place immediately after the contractual agreement. The implementation team defines the scope and parameters of the project, establishes the metrics to measure progress, and sets up the communication and reporting process. Deliverables for this phase include a general outline of the implementation schedule and basic project milestones. An initial meeting engages all participants and builds enthusiasm, and concept education introduces the software's capabilities and expected benefits (the Kick-Off Meeting).

2. Analysis.

In this crucial phase, which typically takes about a month, the business environment and processes are examined and evaluated, and defined business and production goals are prioritized. Next, a definitive implementation timeline can be established. Deliverables for this phase include a formal vision statement of detailed objectives, and the implementation's Technical and Social Design.
The Technical Design. - details how the product and processes will be aligned to achieve the desired objectives.
The Social Design - considers the "people issues:" how workers perform their jobs, and how the implementation may change business practices, workflow, and reporting relationships.

3. Prototyping.

The goal of this phase is to build, test, assess, and refine the initial prototype. In most cases, the team identifies a portion of the plant or a product line on which to build this first iteration, which - depending on the business goals - may or may not include all of the application's functionality. When the prototype has been built, tested, and run, results are charted for performance and logic, and refinements are ongoing. The deliverable for this phase is a "project notebook" and prototype demonstrations for the executive sponsor, steering committee and key users. Additionally, the company's core team receives a greater degree of training in the software's architecture and technology, capabilities, maintenance, and usage.

4. Deployment.

Once the prototype has been refined and accepted, it's expanded and built to full production scale. This phase includes data gathering, process modeling, and adding the specified "bells and whistles" to the basic prototype. At this stage, supervisors and operators receive additional training regarding product performance and capabilities, and any business process changes that will affect them or their work groups.

5. Interface/Integration.

Occurring simultaneously with deployment, all necessary interfaces are designed and integration issues are resolved to ensure the software works in concert with other systems. Key deliverables include handing all files, specifications, upload/download and maintenance procedures over to the company's IS team, and ensuring that effective knowledge transfer took place.

6. Parallel Testing.

This phase involves complete simulation testing of the live system to validate its performance and the effectiveness of interfaces/integration. Its key deliverable is acceptance of test results.

7. Cutover.

Before cutover actually occurs, a strategy is devised to execute timely and effective rollout. The rollout itself may either be phased or performed all at once; the choice depends on which approach will disrupt business and production the least.

8. Continuous Improvement.

This is more of a philosophy than an actual phase. To ensure continuous improvement, a post-implementation audit should be performed after the system has been up and running for three to six months to test whether or not the anticipated ROI and business benefits are being realized. Comparing actual numbers with previously established benchmarks will reveal if the software tool does what it is intended to do - add value to the enterprise. This first audit should be performed by the implementation partner to give the business's IT team a "snapshot" of the company's post-implementation progress. After that, it is important to periodically review the system's performance to ensure continuous improvement for maximum ROI