“I need help to get my job done faster and more accurately.”
“Here is a new software package. This will help you.”
"How do I use it?"
Sound familiar? You would never assign a person to work on a new piece of machinery without training. Nor would you implement the machinery without a thorough risk assessment, but we don’t always take the same approach with software. A software package is a tool and that tool needs to be implemented with the same care as a shiny new machine on the production floor.
The implementation of a new software package should be treated as a project. You need a champion, project lead, project team, scope definition, and project plan. A RACI (Responsible, Accountable, Consulted, Information) is essential due to the complexity of the project. If the software will impact the entire organization, e.g. a document management system, then representatives from all departments will need to participate. If the software is department specific, e.g. accounting software, then members from that department along with IT and IM will be required. IT is always needed as they will perform the installation. IM needs to be involved to ensure that document management, records management, and privacy concerns are addressed along with ensuring the taxonomy and metadata schemes are appropriately updated.
The creation of a Software Implementation Standard sets expectations for how a software project will be managed. It provides a template so that all projects are managed in a similar fashion and meets the needs and culture of the organization. By defining these requirements, there is assurance that critical elements will not be omitted during the process as well as ensuring that all critical personnel will be involved.
Elements of a software implementation project that may be defined in the Standard include:
Establishing the purpose of the software
The nature of the implementation (on prem, SAAS, hybrid)
Hardware requirements
Configuration requirements from an IT perspective (especially security)
Configuration requirements from an IM perspective (Taxonomy, Metadata, Records Retention)
Configuration requirements from the End User perspective (form fields, workflows)
Training requirements – both the creation of the training materials and who will do the training
Communication plans
Risk Assessment
Implementation plans
RACI - how it is created and used
Need some help creating your Software Implementation Standard? IM Visibility is here to help with all of your Information Management needs providing visibility to your organization’s greatest asset…. INFORMATION.
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