poor project management is the primary reason major IT implementations fail.
The most .... process and ensures a low risk and low cost delivery,”. James said.
Implementation success through effective project management
Introduction
“Deliver what customers really need”
Studies undertaken by organisations like Pricewaterhouse Coopers, Gartner and TechRepublic consistently find poor project management is the primary reason major IT implementations fail. The most optimistic studies identify poor project management as the primary cause in 39 per cent of cases while other studies report figures up to 95 per cent. A failed project was typically defined as one delivered late, over budget, out of scope or ultimately cancelled.
Ardross Group of Companies (Ardross) recognised the importance of proven implementation methodologies when they recently upgraded their enterprise resource planning (ERP) solution with UXC Eclipse. A real estate development company, Ardross implemented Microsoft Dynamics NAV a decade ago. The company recently upgraded this solution with the help of a dedicated project manager from UXC Eclipse.
Project managers lead an IT implementation project from beginning to end. They have ultimate responsibility for its effective planning and execution so it’s no surprise the burden of project success is placed on their shoulders. Mark P. McDonald, Gartner Group Vice President and Head of Research summed up the importance of project managers when he said simply, “Project management is critical to the success of IT and the organisation”.
“The implementation involved both upgrading the original out-of-the-box software as well as rewriting code for us to work with and integrate into the latest version,” said Danielle Stahl, Financial Controller, Ardross.
In this article we examine the importance of the project management and the approach taken by leading ERP company, UXC Eclipse.
“I found that UXC Eclipse was exceptional in keeping the communication in place, the documentation correct and the expectations clear.” As every software implementation is as different and unique as the organisation it will serve, a single approach to implementation will never suit every single project. UXC Eclipse offers a choice of project management methodologies that suits the customer’s business objectives, budget, timeline and culture. James Paterson, General Manager WA & Senior Project Manager, UXC Eclipse said, “It’s essential to develop close relationships with customers and to clearly understand their requirements. The team asks a lot of questions, which are designed to elicit information about the business drivers for the implementation so that we can be certain to deliver what customers really need, not necessarily we what think they need.”
“The implementation involved both upgrading the original out-of-the-box software as well as rewriting code for us to work with and integrate into the latest version.” Danielle Stahl, Financial Controller, Ardross
With some 2,700 delivered customer sites, rigorous quality management systems (including ISO 9001 accreditation) and a choice of implementation methodologies, UXC Eclipse understands the return on investment when incorporating project management with every customer implementation.
“Our quality management, choice of proven implementation methodologies, and allocation of a dedicated, qualified project manager to every project is a major factor in the success of our projects delivery,” James added. Typically implementation approaches can be grouped under three main categories: agile, phased and rapid. Agile The agile approach minimises risk by encouraging change, even late in the project. It focuses on collaboration and constant communication between teams of experts and stakeholders to deliver iterations of the software at clearly defined intervals. These working pieces of software are the signposts of success in the agile methodology. UXC Eclipse ‘Adept’ implementation methodology is based on agile software development concepts. This method offers adaptive planning, evolutionary development and delivery, allowing a more rapid and flexible response to change throughout the implementation process. “By uniting the functional and technical teams (from both the customer and UXC Eclipse), and keeping the consulting team in touch at all times to verify and refine functionality, this methodology delivers strong, clear lines of communication between UXC Eclipse’s project manager and the customer,” James explained. “With clear communication from both sides, everyone is aware of their responsibilities and deadlines. The customer drives the scope of the project and UXC Eclipse delivers accordingly in pre-determined packages, or ‘sprints’, of work. Because of the structured, regular meetings and reports, customers can see exactly where the project is and can ask for changes early in the process.”
Phased The phased or ‘waterfall’ approach is sequential and linear. The objective is to completely finish each logical step in the development process before moving onto the next. While you can go back to make modifications if necessary, progress should flow from one stage to the next. UXC Eclipse’s ‘Phased’ methodology follows this proven waterfall-based approach. Commencing with pre-implementation analysis, the ‘phased’ implementation approach provides all the detail and security a customer needs to achieve go-live on time and on budget. The team works closely with customers throughout each phase of the implementation to ensure the project moves forward as anticipated and if any issues arise, they are addressed as quickly and efficiently as possible. “This approach is ideal when the customer knows exactly what they want at the beginning of the process and is unlikely to change their mind,” James said. “There are a number of benefits to using the phased approach, including the ability to accurately estimate time and costs up front. Because each phase must be finished before the next is begun, customers can clearly see the progress that is being made. This approach also reduces the chance of the schedule slipping, since everything has been timed and estimated before the implementation work begins.” Rapid Sometimes projects need to be delivered as quickly as possible and there is no time for customisation. This is where a rapid approach is ideal. Suitable for industry-specific or ‘out-of-the-box’ implementations, UXC Eclipse’s ‘Express’ project implementation methodology is designed to cut down the implementation time associated with the system implementation as much as possible. “The template approach speeds up the implementation process and ensures a low risk and low cost delivery,” James said.
“A good project manager can make you or break you”
The bottom line
Regardless of the specific approach or combination of approaches used, a good project manager is essential for success.
Investing up front in the right methodology and a good project manager can mean the difference between success and failure for a project. Completing the project on time, within budget and according to the agreed scope will mean your organisation can start realising the benefits of the technology implementation sooner.
“A good project manager can make or break the project. One of the most critical factors is having clear communication and a documented plan. It’s not enough to have a project manager, you need to have someone who knows what they’re doing and can keep everyone accountable, including me as the customer,” Danielle said.
To find out more, please contact UXC Eclipse by visiting: www.uxceclipse.com today.
“When everyone is accountable, the project can proceed smoothly without bottlenecks.” James Paterson agreed and said “A strong project manager can help deliver the implementation faster, more costefficiently and provide a better return on investment. Great project managers keep a project on schedule and within budget, with both eyes fixed on its business goals, not just their project management goals. “The best project managers are certified in a range of project management methodologies, with plenty of real life experience behind them. They can competently recommend and implement the right approach for your business or your specific project.” UXC Eclipse’s team of highly experienced project managers complements the company’s approach to project management. “Our team members have an average of 10 years’ experience and they work very closely together for a more integrated, streamlined approach,” said James. “We ask customers what their priorities are and we keep those in mind throughout the process. It’s important to focus on the project itself rather than just the implementation. A good project manager will ensure that scope changes are accommodated without compromising the overall implementation project.”
5 signs your project is set for success: 1. A range of project management methodologies are available to suit your implementation size and requirements 2. The project manager has set clear deliverables for you as the customer, including testing the system 3. The project manager communicates with you regularly, both formally and informally
4. Your project manager understands and is committed to achieving your business goals for the implementation 5. Deadlines are being hit without staff needing to work unscheduled overtime.
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