Undergoing a large technology project can impact every aspect of your organization and cause quite a bit of anxiety – what will change, what will remain the same, will we be successful?  These are all questions organizations have asked as they embark on a major technological upgrade.

CentralSquare has recognized a few keys to success that will help your organization prepare for the implementation. Below are three prerequisites that will increase the success factor of your project:

1. Identify Your Objectives

Before you start any journey, you need to know where you are going. Identifying the goals and objectives of your project will be critical to its success. This includes identifying specific needs your current applications are not satisfying including things like inputs and outputs, reporting methods, time-consuming manual processes and other inefficiencies.

Making a list of desired outcomes for any project is the best way to ensure success.  These outcomes become guiding posts throughout the project giving your project team clear focus on what is most important to the organization. Goals for desired outcomes could include things like more mobility to access applications anywhere, flexibility in configuration and increased productivity.

2. Review Current Practices

If you have been using the same applications for a period of time, your processes are likely defined by what the applications can and, even more importantly, cannot do.  Taking an honest look at your daily processes, noting which processes can be modified with a new application, and which ones are non-negotiable for change will help your organization select the right solution to replace your existing enterprise system.

Prior to implementation, your organization should work internally with various departments to identify workflow procedures of everyday activities in which the organization would like to focus on improving. These activities will help the agency shape the objectives and goals to be accomplished. 

A standard recommendation is to compile all reporting needs for state, federal, county, compliance and regulatory before you begin this journey. A thorough review of these requirements will allow the project team to better understand the agency’s data needs.

3. Identify a Change Management Plan

Most importantly, change management is all about the people and the process of the change. A dedication to ensuring your end users will accept the change during this process will increase your user adoption rates and ensure success.  Some things to think about when defining your change management plan include:

  • Identify key stakeholders and involve them early in the process and decision making
  • Identify change champions and early adopters in every area impacted by this transformation
  • Demonstrate efficiencies expected with the new solution
  • Ensure that the end user’s first encounter with the solution is positive.

The task of taking on a large technology transition can seem overwhelming and time-consuming, but the long-term benefits to your organization outweigh the risk of staying with outdated tech. With these three methods, your organization can have a seamless technology transition.