Expenses

Timesheets

Workflow

Implementation Methodology

OUR

CREDENTIALS

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Over 20 Years Experience

[email protected] is a leading provider of Expense Management, Time Recording, PSA and Workflow solutions with over 20 years of global experience.

Our clients range from small start-up’s to international conglomerates with thousands of employees & complex multi company / multi currency needs.

Our solutions are designed to operate in both small local offices and in complex distributed multi-currency multi-lingual environments.

Organisations deploying our software are assured internal & regulatory compliance, exceptional financial control & powerful management reporting.

[email protected] software is renowned for its ease of use and is implemented in organisations throughout the UK, Ireland, Europe, Asia & The United States.

47+K

Worldwide Users

100

Countries

18

Languages

OUR

CREDENTIALS

Over 20 Years Experience

[email protected] is a leading provider of Expense Management, Time Recording, PSA and Workflow solutions with over 20 years of global experience. Our clients range from small 10 user start-up’s to international conglomerates with thousands of employees. Our solutions are designed to operate in both small local offices and in distributed multi-currency multi-location environments. Organisations deploying our software are assured internal & regulatory compliance, exceptional financial control & powerful management reporting. [email protected] software is renowned for its ease of use and is implemented in organisations throughout the UK, Ireland, Europe, Asia & The United States.

Our Approach

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At [email protected], we recognise that the most important aspect of any solution is the team of Consultants tasked with managing the implementation and the systematic implementation methodology they work to.

At the heart of our offering is a group of experienced and highly skilled application specialists, systems architects and support staff who are responsible for delivering all aspects of our Professional Services.

Whether a project is being worked on by an individual consultant or an entire project team, our architects and application consultants will use their real world experiences and industry best practices to minimise the time, scope and risks associated with the implementation.

Implementation Methodology

The [email protected] Implementation Methodology is a structured 12 point process.

Depending on the complexity of the project and the modules being deployed, some of the stages may be merged or eliminated.

In addition, some organisations may opt to carry out some of the phases using internal resources (rather than [email protected] resources).

In the following paragraphs we have documented each of the 12 stages of our implementation methodology for Time Recording, Expense Management and Workflow deployment.

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1 - Project Kickoff

The objective in this phase is to assemble the implementation team and to define key responsibilities and project deliverables.

During this phase of the project a number of key individuals need to be identified including the Project Sponsor, Project Manager and Implementation Team.

During this critical phase of the project other key tasks include:

  1. Identification and agreement of project scope and objectives.
  2. Assessing and communicating project risks.
  3. Clearly defining the scope of efforts and responsibilities.
  4. Identification and agreement of project management and quality control procedures.
  5. Agreeing the overall time-line of the project.
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2 - System Design

In this phase of the project our business analysts will conduct one or more workshops in order to determine key business processes and system configuration.

Key tasks include:

  1. Workshops & Interviews
  2. Business Mapping
  3. Migration Requirements
  4. Integration Requirements
  5. Training Approach

These workshops will provide a detailed understanding of requirements that will be mapped onto the functionality of the system and documented within a System Design Document.

This document will be a key output from this phase of the project and will detail the business requirements and how they will be addressed with configuration. A provisional Project Plan will also be prepared.

This document is then circulated for review and signoff prior to System Build.

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3 - System Build

Our application specialists will configure, setup and parameterise the software in accordance with the agreed System Design Document.

The emphasis during this phase is on building a user friendly and easily maintainable system and at various stages during the build prototype presentations will take place.

We do this because in our experience, solutions are best built through a controlled development of successive prototypes with frequent reference to end user and project sponsor opinion, especially where compromise is sought in cases of great complexity.

Any modifications to requirements or design specifications during this phase should be clearly documented and change control documentation should be signed off by the project team and project sponsors if appropriate.

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4 - Report Writing

During this phase our application specialists will configure and develop a series of reports and inquiries to meet the initial reporting and management information needs of the organisation.

Typically, the overall scope and definition of these reports will be determined during the System Design with further refinement taking place during prototyping and UAT

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5 - Data Migration

In this phase, any required reference and transaction data will be converted and migrated across from any relevant legacy systems.

We typically work with clients to review the nature and structure of the current legacy system data and provide recommendations regarding the quantity and granularity of the data to be transferred to the new system.

Data migration templates can be produced by the consultancy team as part of this process to assist in gathering and cleaning legacy data.

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6 - Integration

During this phase of the project we will develop, install and test any integration pieces that have been identified as in scope during the System Design.

The design, development and testing of any integration elements is one of the key phases in any project (perhaps the most important) and it is therefore vital to a project’s success that adequate time is allocated to this phase of the implementation.

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7 - Documentation

In addition to the online help text provided with [email protected] software, we also provide soft copies of our manuals in PDF format.

Additionally, customised help text and documentation can be developed by [email protected] or our clients are free to modify our standard documentation if they prefer.

Details regarding the scope of any documentation requirements will be provided in the initial scope of work and confirmed in the System Design Document and Project Plan.

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8 - Installation

In this phase we will install the [email protected] software into the Client’s environment (or hosted environment). Any databases and reports that have been created as part of the System Build will also be installed and configured during this phase.
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9 - Training

During this phase, decision makers and key users of the software are given training on the operation of the system in order to develop their understanding of its functionality.

The training will be focused on System Administrators from the project team, (though others may attend).

Additionally, decisions will be taken at this stage regarding the training to be given to end users of the system.

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10 - UAT

User Acceptance Testing is the verification process that ensures that the delivered system correctly addresses business and operational procedures as defined in the System Design Document.

During this phase, change control should be rigorously applied to ensure that the system does not grow outside its original scope or that changes are not applied which could have an unpredicted knock on effect.

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11 - Go Live Support

During this phase, the system is carefully monitored to ensure that it continues to meet client acceptance criteria in a live environment. This monitoring may take the form of onsite or remote assistance from [email protected]

Provided that controls and checks have been built into the data input exercise then the system should have commenced from a stable and accurate base point.

The most likely area for errors to occur will be from incorrect operation of the system in the early days and therefore support during the go live phase is a key element of a successful project.

The key areas of monitoring during this phase include, live transaction data, integration processes and period-end procedures.

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12 - Post Live Review

The Post Implementation Review is undertaken several weeks or months after the solution has gone live.

The objective of this review is to evaluate the success of the implementation and to identify any training needs and new user requirements that may be necessary.

During this phase we may also revisit certain set-up and other operational decisions made during the initial implementation in order to gauge their effectiveness and current applicability.

Additional requirements previously unidentified or outside of the original scope of the project can be reviewed during this phase.

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