A detailed review of what the company's needs are versus what the existing software is capable of.

Can changes to work processes and/or the way the software is used properly support the business?  

Can issues be rectified through additional software or technology?  

Or is new software required?

We provide an independent assessment of the state of existing systems by conducting structured interviews with key users or user representatives.

We then analyse the results of the interviews and summarise the conclusions.

If the decision is made to examine alternative software, the company will need to initiate a project and allocate appropriate resources.

Depending on the size of the company, the project team could be one or two people working part-time, or could involve several full-time resources.

The company should also work out what its primary goals are for the new software: what should the successful implementation look like?  What should it achieve?  Who will champion the project?

We provide advice in the establishment of the project.

We also assist in benchmarking where a company is at presently and what would be realistic goals for the new system.

A detailed list of the functionality the new system should provide.  

This is usually divided into mandatory and desirable functionality, and is normally spread over a number of phases.

What functionality and modules are required now?  What will be required in future?  What's required?  What's really just a "nice-to-have"?

What differentiates the company's requirements from other businesses?

The company must consider both immediate needs and issues as well as future plans.

We use a structured process to interview key users and gather information about their requirements and processes.

We also review a number of other areas such as future plans, current technology platform and resources, and the existing organisation structure, and compile all this information into a "Request for Proposal" (RFP) document that can be submitted to vendors.

Who are the vendors most likely to provide software that meets the needs of the business?

The software should provide the best fit for the business - software that is too big will be too difficult and over-complicated to use.  

Conversely, software that is too small and simple won't provide adequate functionality.

How closely does a particular system meet the company's detailed requirements?  There are degrees of "yes"!

Once the evaluations have been completed, the final decision must be made and the contract negotiated.

We assist in choosing appropriate vendors to receive the RFP.

Once responses are received from the vendors, we assist in evaluating these, arranging demonstrations, evaluating demonstrations, and checking references.

Installing new accounting software is a LOT more involved than updating Microsoft Office!

The business needs to properly prepare itself by documenting its existing processes so the vendors understand how the business works.  

This is an excellent time to examine whether processes can be improved.  You don't necessarily want to "pave the sheep trails"!

There are many configuration options that must be carefully considered, as well as chart of accounts structures, report formats, data conversion issues, change management etc.

Once the software is installed, staff must be properly trained, otherwise they won't use it correctly and the investment will be wasted.

Most of the work in this phase is performed by the selected system vendor.

However, we provide assistance in documenting your procedures, and may sit on the project steering committee to provide independent advice throughout the project.

Over time, you become more familiar with your new system.  

As this happens, users come up with new ways to improve their areas and may request additional features or customisations to assist in this.

Gradually, the business benefits received begin to accelerate - perhaps even beyond what was originally expected.

The company may also request additional modules to replace non-integrated systems.

We can assist with customised Excel applications that directly integrate with the accounting system and other data sources.

Examples include: financial reporting, management accounting reports, business models, sales analysis, budgets etc.

This occurs when the business has optimised many of its process, the software is "bedded down", and users are highly familiar with the software.

It is possible that after a period of time, the company's satisfaction with its software begins to wane.

This may be due to a change in the business (eg new direction, new business lines, increased size etc), or a change in the software (eg purchased by another company, local support provider ceases operation, lack of new features etc).

If these things occur, there may start to be gaps between what the business requires and what the software can provide.

At this point, satisfaction begins to decline and the process may start all over again.