At Kensai International we help publishers accelerate the implementation of a new ERP system by following the System Implemenation Life Cycle process. In the case of Acumen software, following this process has enabled us to implement the software conversion within 30 days after the completion of the project plan, substantially faster than the 90 to 150 days outlined in the Acumen implementation manual.

This accelerated schedule assumes that the implementation will not involve any custom programming modifications, the client has appointed an enthusiastic and knowledgeable project manager, and that the client has a rapid decision making process.

System Implementation Life Cycle

1. Preliminary Investigation

2. Analysis

• This is where the publisher needs to analyze their operations and prepare what we at Kensai call the "Big Red Book". This is a binder that documents how your publishing company operates and how you want the new system to operate. It is an answer book that people working on the project rely on to guide to their work. In this book is an organizational chart, sample reports, descriptions of important accounting policies, product discount schedules, and much more.
• The "Big Red Book" can dramatically increase the productivity of staff or outside software consultants working on your project. In a large software implementation such as SAP or VISTA preparation of the "Big Red Book" can save the client about $50,000+ in billable hours.

3. Project Plan

• This is where you prepare a formal written plan that tells you and your staff what has to be done, who is responsible for completing the task, and what the target completion date is.
• You need to establish a formal communication process and schedule of daily or weekly meetings to insure that management is kept informed of the project's progress and can step in to lend assistance in resolving any problems or outstanding issues.

4. Implementation Phases

• Phase 1 - Hardware installation and testing
• Phase 2 - System settings, staff training, royalty contracts
• Phase 3 - Data conversion, data verification and pre-live testing.
• Phase 4 - Go Live

5. Audit and Operations Review

• 30 Days after going live review the operation of the software with your staff (and software consultant). Identify any problems and develop a plan to solve these problems.