Software Services for Successful TrackiT Now Implementations
When implementing a new software system to help you run your business, purchasing the software programs is only half the story.
Any new implementation of a business or enterprise resource planning (ERP) software system requires a professional approach to ensure that you can use your new system effectively without blow-outs in time or cost.
For every installation of TrackiT Now, Perennial Software provides a 9 Step Implementation Plan, which sets out all the steps that are required, the agreed time deadlines and fixed quotations for each step.
The 9 Steps in the Implementation Plan cover the following software services:
Step 1 - Data Transfer for Training System
The first step after choosing TrackiT Now for your new business software system is to transfer the data from your existing system's data files to TrackiT Now's database. Load programs have already been developed to load data into TrackiT Now's database files. All that is needed is to export your exist data out to text files that can be read by our load programs, and to modify our load programs to accommodate the data provided.
Once the data is loaded into the TrackiT Now database, we run before and after comparisons to check that it has been transferred correctly. For example, we run reports in each system to check that the balances owing on customer accounts match up.
During this time, you will be able to implement any changes you need make to your hardware and network infrastructure so that TrackiT Now can be installed.
Step 2 - Customised Software Modifications
While the data transfer step is being performed, Perennial performs any modifications to the TrackiT Now software programs that you have identified as necessary for your business. Some may be minor (e.g. entering data into a new sales invoice field for analysis purposes), others may be more involved (e.g. integrating with a third-party product such as a Payroll system that you wish to retain).
Any customised modifications we perform are fully tested, and are created in such a way (usually as system installation options) that your rights to software upgrades are not impaired.
Step 3 - Review of Business Processes
Upgrading to TrackiT Now may involve a review of your company's business processes, to ensure that the new functionality you require is used to maximum effect.
For example, you may have decided that you need to control your stock better, with the goal of being able to reduce stock levels whilst at the same time improving the levels of service you provide your customers. Your existing system does not have the functionality required to manage stock levels the way you want, so you have upgraded to TrackiT Now.
But now your company's operational business processes relating to movement of stock need to be analysed and probably improved to ensure that stock movements are recorded accurately and at the right time to provide the high level of accuracy in stock levels that is now required.
Perennial can help you analyse and improve your business processes to ensure that any new functionality your company will be taking on with TrackiT Now will be used to maximum effect.
Step 4 - Training Sessions
Your data has been transferred from your old system to TrackiT Now, any customised modifications that you require have been developed and tested, and improvements in your operational business process have been identified are being implemented in readiness for going live with TrackiT Now.
What is needed now is training in TrackiT Now to ensure that your staff are ready to use the new system from the day it goes live.
Perennial provides this training using a “train the trainer” approach, which helps to transfer “ownership” for the effective use of the software to the people who will be using it day in and day out.
First we install a fully functional Training System using your data that has been transferred from your old system in Step 1. Then we provide the training in a series of training sessions to a small group of managers and supervisors, who can then provide more specific training to the staff they are responsible for. And instead of using pre-written software manuals that contain features you company may not even be using, we prepare Training Manuals that are customised to the way you will be using TrackiT Now, including any new enhancements that you have requested.
Step 5 - Parallel Running and Testing
To provide you with the level of confidence you will want that the processing of your daily business transactions will provide you with the results that you expect, we suggest a parallel run in TrackiT Now whilst you are still using your old system.
This means entering a day or two of, for example, sales orders and sales invoices, to ensure that the same calculations results in both systems. This process is also a good way to enhance the training of your staff in TrackiT Now before going live.
Step 6 - Go Live Implementation and Support
The biggest step of all is Going Live with your new system.
Perennial will attend to the transfer of data from your old system to TrackiT Now without any disruption to your business.
We will also provide all the support necessary to ensure that your people are helped every step of the way in the first few weeks of going live with TrackiT Now. This support will involve provide more training if required, running integrity checks to ensure that data in the TrackiT Now database is being updated as it should, and attending to any unforseen issues that may arise.
After this initial period, your own managers and supervisors will be able to manage the implementation of the new system.
Step 7 - Ongoing Services and Support
Once TrackiT Now is up and running, you will no doubt want to make more use of its features, and you may wish to have additional functionality added.
Perennial is available to help with calls for support, for additional training, and for developing any new functionality that you request, to help you get the most out of your new software.
Step 8 - Periodic Reviews
Every few months, we will contact you to provide you with the opportunity to address any concerns you may have with either TrackiT Now or our services. We will use these reviews to provide you with updates of new enhancements to TrackiT Now, and you can use this opportunity to put forward any new enhancements you would like to see in the software.
Step 9 - Trackit Now Software Upgrades
Finally, we will provide you with upgrades to TrackiT Now on a regular basis. Some of these upgrades will be minor (e.g. a new report) and require very little implementation effort, whilst others will be major (e.g. enhanced audit trail capabilities) and therefore require a considerable implementation effort.
Our plan is to make minor upgrades available for download from this website, and to advise you when they are available. Major upgrades will not be able to be implemented in this way, and will always require a cooperative hands-on approach to implementation.
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