How to Implement an Enterprise Information System on Your Own

Before you implement an information system, you need to answer the main question: can you manage WITHOUT it? If your business processes on paper/in messengers/email are transparent and effective and all employees feel comfortable using the existing tools, you should wait until you really “can’t live without it.”

Implementation of a system without a specific purpose won’t do you any good, and the system you have purchased will just sit on the shelf.

Basic Information System Options - If You Really Need It

The default option, which is to partner with a specific vendor, offers numerous advantages, like their deep expertise in the subject, fast implementation, continuous support and maintenance, risk mitigation, etc.

However, there are certain situations when implementing an information system through your own efforts would be more beneficial, for example, when you need more customization and control.

Before you make this choice, conduct a careful analysis of your organization’s business needs, consult with key stakeholders, and assess the feasibility of both options.

Read on, if the second option applies to you!

Factors to Consider Before the Implementation

I recommend implementing an information system on your own if all of the following is true:

• You have a complete understanding of which processes you have purchased the system and which processes it will automate.

  
  

• You have no more than five processes to digitize. Otherwise, I recommend implementing the system iteratively and choosing five processes max for the first stage.

  
  

• The system won’t be used for more than 100 users. If there are more of them, there is a risk that your processes will become too simple or too complicated. Also, it’s difficult to create the hierarchy on your own if you are not experienced in this.

  
  

• You have your own implementation team: project manager, application administrator, analyst, or lead users/process owners. It’s great if your team or some of its members are experienced in the implementation of similar systems.

  
  

• For the local installation, your team will need an IT specialist who will provide maintenance to the system on your server. In the case of a cloud service, it’s easier: I’ve had customers who successfully implemented cloud systems without their own IT specialists.

  
  

• The team has 80% of their working hours reserved for the implementation process. I will go into more detail about this factor below.

  
  

Implementation Stages

Implementing a system internally means that all the work will be completed by the customer’s implementation team. The vendor or partner will train your administrator, assist you with the system installation and setup, and provide implementation recommendations and instructions. Then the ball is in your court!

Here are the stages you will have to go through:

1. Project initiation and organization: assign the implementation team and the project manager, define the purposes and success criteria, make the project timeline, and enlist the management’s support.

   
   

2. Business process design: study the subject and the organization’s business processes to be automated, describe the selected processes and requirements for them, and ensure a holistic understanding of the requirements by all team members.

   
   

3. Training the system’s administrator: arrange for the administrator’s training and knowledge assessment.

   
   

4. System installation and setup: install the system (for the local installation option, also set it up) and have the implementation team test it.

   
   

5. User training: arrange for user training and have their knowledge assessed.

   
   

6. Pilot operation: conduct a coordination meeting, issue an order and/or notify all employees about the system commissioning, and arrange for internal user support.

   
   

7. Implementation completion: assess the results and the success of the implementation using the criteria developed in Stage 1.

   
   

8. Start of the system development and maintenance: remember that a system is a living organism, and you should take care of it: set it up, develop it to match your business needs, update it, and check its health.

   
   

Such a scope of work implies serious efforts from the implementation team. This is why I recommend planning your workload for the implementation period based on the assumption that your team will spend 80% of the working hours on the project.

I hope that I have somewhat lifted the veil on the topic for you, and your own implementation project will go as seamlessly as ever.