IT implementation, we notice, is not amongst the pet projects of most accountants and MIS personnel. We gather it has something to do with prior experience with implementation that has not gone as smooth.

However, IT adoption is almost inevitable today. Whether it's a new accounting system, e-commerce adoption or supply chain management system or e-commerce, the idea is to harness the technology in the right way to improve a company's competitiveness.

Our IT advisors share tips on how you can make it a less painful journey when implementing IT projects:

Get the objectives right
Discuss objectives clearly with your software vendor to ensure that they understand your needs.

Implement in phases
Break complex problems into basic components and identify core issues.

Dedicate the right resources
Remember that the solution implemented is for you. Active participation will ensure that the solution meets your expectations and needs, not the developer's.

Look ahead
Since you are going to invest much time and money in an IT project, it is advisable to think long term - how does it fit into the whole business now and in the future, how does it impact or integrate with existing systems?

You will notice that it is usually the sales or IT personnel of the software vendor who are helping you in the implementation. They will match features of their wares to what you want and configure/format the system accordingly. There is nothing wrong with this - their job afterall, is to implement the system. Hence, probe what they mean when they claim they offer consultancy, so that your expectations are realistic.

This means that you will end up as the one driving the set-up of the system. But are you sure what you want is what you will need? Will the system, for example, solve the problems on hand?

IT implementation has much to gain from a business-needs driven approach, which will ensure that you have a system that serves your business needs, and not the needs of whoever is driving the project. And remember that the sales or IT personnel of the software vendor is often not trained to analyse business needs. Implementing a new system or revamping one is also normally a good time to 'clean-up' - review current practices and streamline processes. It may in these instances, be worthwhile to invest in 3rd party professional advisors to conduct an independent review, help in the clean-up process and implement the system. For example, the processes need to be in place for a successful implementation and smooth operation. At the end of the day, the benefits derived from a successfully implemented IT project must outweigh the costs. Do not be penny wise, pound foolish. Always seek value in the longer term.

Year published : 2001