Effectiveness Review
Making the decision to move to a new integrated project management platform is a large undertaking for any firm, regardless of size or market. In addition to the considerable financial investment, the change requires a large commitment of resources and often will have far reaching cultural impacts within your organization. From selecting the best software package to defining the implementation roadmap, preparing to embark on such a change is often a lengthy decision and one full of confusing options and competing interests.
For many firms the outcome of their implementation, when looking back a year or more later, feels incomplete or did not meet their expectations. There is a sense that they could be getting more out of the software, that more people in the company should be utilizing Vision, that there are too many redundancies remaining, that they could be more efficient in their business processes or that there are still systems in their company to be integrated.
An Effectiveness Review is a chance to benchmark where you are currently, related to process, culture and technology, and develop a road for taking your ERP system to the next level within your organization.
What is an Effectiveness Review?
BCS ProSoft’s Effectiveness Review is an in-depth, process based, examination of your current software functionality, business processes, and cultural strengths and weaknesses. The goal of the review is to understand your organization and how it functions on a daily basis, what is working well and where there are opportunities for improvement.
This multi-step process includes:
- A preliminary interview and expectations call
- Pre-meeting data collection
- Database review
- Onsite analysis meeting
- Additional data collection (if warranted)
- Presentation of results and recommendations
Effectiveness Review Details
Preliminary Interview
During this brief phone interview, we will collect basic information about your organization, review the upcoming steps, and answer any questions you may have. This call will help you understand who you should have involved in the review process.
Pre-Meeting Data Collection
Prior to your Onsite Analysis Meeting, you will receive a set of forms asking for detailed information about your company, the participants that will attend the review meeting, and your current systems. By collecting this data prior to the onsite meeting, we are able to more effectively plan the agenda for your workshop and better utilize the time we have with your team.
Database Review
As part of the preparation for your Onsite Analysis Meeting, the BCS team will review your current ERP database. This configuration analysis provides us with base information about the reach of the software into your firm, the areas of data integrated into the system, the level of automation in place, and the quality of data used on a daily basis.
Onsite Analysis Meeting
The duration of this meeting ranges from 1-3 days depending on the size and complexity of your organization. During this meeting our Strategic Service team will utilize an automated business process modeling tool to collect detailed information on your current processes, the strengths of those processes, and the areas where you are facing challenges or limitations.
Additional Data Collection
Based on the findings of the Analysis Workshop, we may ask to meet with additional stakeholders for clarification or ask to run a survey of users to complete our understanding of your needs.
Presentation of Results and Recommendations
At the end of your review, BCS will provide you with an Analysis of Findings report. This report will contain our understanding of your current processes, systems and culture. We will provide an analysis of findings and make specific recommendations for improving any identified gaps. In addition, we will provide copies of any processes mapped during the analysis.
Who should be involved in the Effectiveness Review
The composition of your Review Team will vary depending on the size and complexity of your organization. Most firms find that having a nucleus group combined with representatives from Management, Human Resources, Accounting, Business Development/Marketing, Project Management and Administration is the most effective approach. Typically this group is involved for the duration of the review and is in attendance throughout the entire Onsite Analysis Meeting. While all the processes discussed may not impact every member, the benefit of these team members hearing the integration of the processes and the ability to understand the entire picture has proven beneficial for firms completing a review.
In selecting your Review Team, we strongly encourage you to choose a mix of individuals from different divisions and offices where this is applicable. Including team members with varying lengths of history with your firm will also allow us to hear a variety of perspectives and provide the best recommendations for all your stake holders.
We may request to hear from additional team members either during the Analysis Meeting or as part of the follow up data collection.
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