Implementation Methodology

Before Oates can begin to successfully implement your business management software solution, we must understand your business, how it works today, and what your vision is for the implementation and the end result. As a team, we must keep the end in mind while going through the process. During the business process review, we will interview your employees and management to:

• Review your processes.
• Review information reporting requirements.
• Review integration requirements.
• Identify customizations and modifications that may be needed.
• Discuss your company’s goals and objectives

Project Plan

During Oates’ 20 years implementing business management software, we developed a proven implementation approach that provides our clients the assurance they will be successful implementing their new business management solution. We believe:

• A solid understanding of your business, your processes and your business goals and objectives;
• A documented implementation plan;
• Frequent and open communication during the implementation process; and
• Written procedures 

are all critical elements of a successful implementation of accounting software. Our approach allows you to become proficient with the software quickly.

We exercise a great deal of care in selecting clients to work with and are committed to helping them achieve their long-term technology objectives. Our clients continually express their confidence in our approach and our ability to manage all phases of the implementation of their solutions by engaging us to complete additional projects with them and by referring their business associates to us. 

Transition to Implementation Team

The first step in our implementation process is transitioning the project to your Oates implementation team. During the sales process, we learn a great deal of information about your company, and we want to take full advantage of that information during your implementation. The information gathered during the sales process is documented and provided to your project manager as the start of your project binder.

Next typically, your project manager will meet with you to kick off the project. Any issues during the sales process that remained unresolved are noted along with any special requests or requirements discussed during the sales process. Additionally, at this Kick Off Meeting, your overall project plan is determined – what needs to be accomplished when and by whom in order to meet your “go-live” date.

Technical Review

Before installing the software, our consultants will complete a technical review of your network including server and workstations to be certain your systems will comply with Sage MAS 90®, Sage MAS 200®, or Sage MAS 500®. We will provide you with a list of tasks that need to be completed in order for your systems to be in compliance. Furthermore, to reduce your total consulting hours on the project, you may elect to perform the Technical Review yourself or outsource the work to your systems consulting firm, in which case we will provide you with a compatibility matrix and ask that you sign off that you completed the review and that all systems are in compliance.

Installation & Setup

The next step in the process is to install and setup the software. This involves installing the software on the server and running workstation setups on each of your company’s computers that require access. To reduce consulting time, we often complete the installation on the server and then train your staff to complete the workstation setups.

Module Setup

Setting up each module will involve input with you and your staff as well as information gathered during the process assessment. Each business management software module has options that you will need to select before you can process any transactions on the system. An example of these options is how long you want to keep history on transactions.

Data Conversion/Routine Data Exchanges

Data conversion is an important process in any business management solution implementation. You will need to decide how much of the static and historical data they want to bring into business management software and how you want to bring that data in. You may enter the data by hand or engage Oates & Company, LLC to import the information. It has been our experience that the trainees learn the software faster if they are working with the information from their company.

Training and Conference Room Pilot

As mentioned previously in the Data Conversion/Routine Data Exchange step, your data will be input into the system before the training begins. At this point, we will create a “test” company to copy the data from the real company. You will then use the test company as a training tool. The trainees will be able to input real data into the system, which will help to speed up the learning curve.

The next step is the “Conference Room Pilot”. This phase of the implementation does not require full time Oates support. In this phase, the team from your company will run the system through all of the normal transactions, essentially “playing on the system” to learn the ins and outs. During this phase, Oates will be available to answer any questions your team may have. The length of this phase depends on you and your team’s comfort level with the system. The goal of the pilot is to become comfortable with the system and to work out any procedural issues. At the end of the pilot, there will be a formal acceptance of the pilot results. This will determine that we have met all training criteria and your staff feels comfortable with business management software and is ready to go “live”.