Even the best software is ineffective when not implemented correctly. I have seen a variety of procedures used to implement software. Some have worked brilliantly, while others resulted in exorbitant costs and requirements never being met. The purpose of the paper is to identify key items that should be addressed during implementation and to provide some of the lessons learned from my experience in EHS software. I have distilled the process down into the following 10 crucial steps:
Assembling the appropriate team
Project definition and planning
Reporting
Codes/initial configuration
Integrations
Data migration
Testing
Training
Pilot project
Rollout
The steps commonly overlap one another and may not follow the exact order shown. Some tasks are optional, though recommended to ensure the success of the project. Consider your specific needs and issues when defining your project plans.
This is the most critical step to ensure successful implementation. The size of the implementation team ranges widely based on the size of the project and budget constraints. Typical teams range from three to eight individuals from the following groups:
Internal company Subject Matter Experts (SMEs).
Internal company Information Technology/Services (IT).
Application SME.
Application IT.
These individuals are from your company's EHS group and are knowledgeable about the processes and requirements specified when selecting the software. While it is important to have more than one SME providing input, too many SMEs can lead to "analysis paralysis." This results in the project not meeting the deadlines and increased costs. We recommend more than one, but never more than four, company SMEs for a typical implementation project.
Whether the application is hosted internally or externally through the use of an Application Service Provider, it is critical to ensure the approval of your internal IT Department. We recommend having your IT personnel involved in most of the selection and implementation process. Chances are, these individuals have experience with similar projects and can provide input to ensure a successful implementation.
This is the most overlooked yet one of the most critical individuals. Your software provider should ensure or require one of its SMEs be involved in the implementation of its software. These individuals know and understand how best to configure the application to match your processes.
Most companies that have chosen to implement the software themselves have not been successful. The software typically takes longer to roll out and rarely utilizes all of the functionality available. This greatly reduces their return on investment and leads to unsatisfied and frustrated end users. Consultants with experience in implementing software can be of great assistance with managing the project, but most are not as knowledgeable about the software as the vendor's SMEs. Verify the consultants have experience with the specific software you have purchased.
