Four steps to success of software projects - Step 4

The last step of the project is what is normally viewed as the project. The difference here is that the project as defined in many organizations as the imlementation and set up of the software. The project must go much further. No value is delivered by implementing software. The value (new business outcomes and benefits) is delivered by the new business process.

The software is simply a tool that allows you to perform activities more easily, perhaps do some that you couldn't do without it.

I won't emphasize any of the normal implementation activities here, as most software suppliers will provide the details, and most technical staff will know what to do.

What I will emphasize are the things that are normally not done and why that must change.

Recognizing that the software is simply a tool and that the process delivers the value, the approach to training must change. Most software training is like drinking through a fire hose. You get too much information too fast for you to absorb. In addition, most of the information is of little value, especially at implementation time.

When you implement, you are using a new set of tools in an unfamiliar way. therefore your staff will be less productive, uncomfortable and frustrated. This is normal! Your goal, then, is to get them productive as quickly as possible. You can't do that with firehose training! What you can do is tailor the training.

You know how the process has changed. You did it in step 3. You know what part of the software is required to perform the functions that are critical to productivity. You went through that in step 3 and the early part of step 4. So you want to develop a specific set of training to have people understand how to do what they have to do every day.

Hopefully, the software that you have chosen has the capability of doing much more than just those early activities. Once the software is stable, people are more productive and comfortable with their new environment, you can look at the software again with a view of exploiting more of its features.

Exploiting the capabilities is often overlooked in many organizations. The pain of implementation stretches for months and nobody ever goes back to look at what more can be done. This is another area where value is lost. You have bought software that has tremendous capabilities, yet you never go back to gain the value that is waiting. Most software is significantly underutilized.

One of the biggest opportunities is taking advantage of the information that is now available. Most managers spend most of their time looking for information to make effective decisions. This new software should be capturing a lot more information that you had before (otherwise, why did you install it?). This information is a valuable resource.

The four key elements of this phase are: software tool, training, information and expand.