A Safe Pair of Hands in System Implementation
The words ‘system implementation’ can send even the most technically savvy people in your organisation running. But implementing a new Payroll, WFM, or HCM system doesn’t have to be feared or relegated to the too-hard basket – especially when you onboard Alxemy, experts in system implementation projects.
With extensive experience implementing different systems industry and organisation-wide, our team have proven a seven-step approach that focuses on key deliverables to ensure optimal project performance, and ultimately seamless results.
Our proven seven-step approach:
1. Preparation
First up is onboarding, with the Alxemy team meeting the organisation or business, learning about them, and digging deeper in the mechanics of their operations. This step involves:
- Risk Assessment – Analyse any vulnerabilities in your information systems and identify any particular threats.
- Data collection – Gathering information to aid decision-making, strategic planning, and accurate measurement and analysis.
- Environment Provisioned – Assessing how the organisation sets up and manages its infrastructure.
2. Governance
This step is focused on alignment. Setting a framework of tools and processes that align with stakeholders’ goals and visions to optimise their investment, whilst keeping compliancy on the frontline. Deliverables include:
- Project plan – Outlining the scope of the project, necessary steps, a defined purpose and goals.
- Project charter – A planning document that establishes key objectives, stakeholders involved, timeline and resources required.
- Risk register – Identifies potential setbacks in the project that could affect execution, including data security or scheduling errors.
3. Technical
Step three is an activity hive. Essentially, the launching platform for a range of requirements, data, integrations and organisational readiness that can be executed and initiated in parallel. At this stage implementation involves:
- Data Conversion – Data is transferred from one format to another so it is compatible with the new system, the comprehensiveness of this depends on each individual project.
- Integration Tracker – Bringing together all components of the project, ensuring everything stays on track and goals are met.
4. Design and Build
It’s all hands-on deck at this stage in the seven-step process. With the new solution developed and built around a clearly defined set of requirements and data. At this point, key deliverables play out, including:
-
- Integrations – Here key software components are connected together to form a cohesive technological infrastructure.
- Reporting – Focused on the performance of the project, details achievements, objectives and milestones.
- Configuration – Manages the exchange of information and processes; coordinates and organises all aspects of the system.
5. Testing
At this stage the project turns to testing the solution, with a focus on parallel comparison, scenario testing and Day in the Life situations. Parallel runs especially are a key part of the testing process:
- Parallel Run 1 – In this run the same dataset is run across the legacy and new system/s. With the aim of identifying any variances, across three categories:
- Systemic – where the new system requires changes in configuration.
- Incorrect legacy – where legacy is incorrect, but the new system is correct in its output.
- Rounding – where cent variances are recognised, these may be balanced or simply left.
- Parallel Run 2 – This second run is focused on confirming that all identified issues found in Parallel Run 1 have been rectified. This run can involve the wider organisation, with staff clocking on to test the new system – much like a training exercise – and up their preparedness before it goes live.
6. Go No-Go
This is a two-step process within the seven-step framework. It’s a critical decision point where the solution is assessed, and its organisational readiness evaluated before pressing go. Actions include:
- Final data loads – Ensuring all data has successfully migrated across systems, including essential historical data.
- Cutover planning – A precise road map that details all elements of data migration, system configuration, training, and testing, to guide the implementation process in its final stages.
7. Adoption
This final stage begins with Go Live and encompasses post-live support to ensure a seamless transition to the new system. Celebrations can get underway, and actions and discussions include:
- Hypercare – The Alxemy team provide an intense level of support to between Go Live and closure of the project to ensure transition is smooth for the stakeholder and challenges are worked through.
- Lessons learned – A discovery session which uncovers issues across all areas including data migration, configuration, reporting and testing.