7 Gaps You Should Consider with Enterprise Software Implementations

Implementing enterprise software is a lot like orchestrating a symphony – every piece, every single note, needs to come together in perfect harmony.

But what happens when the conductor drops the baton?

For clients who lack resources or experience with transformative software implementation projects, this is a very real danger. If you want to have a successful launch, understanding and addressing enterprise software implementation gaps is key.

In this post, we’ll walk you through everything you need to be aware of. Here are some of the biggest and most common enterprise software integration challenges.

What is Enterprise Software Implementation?

Enterprise software implementation involves integrating new software into your company’s existing systems to improve business efficiency, streamline processes, and enhance productivity.

This is no small feat, and often requires the combined efforts of software companies and internal project teams.

Software companies typically provide:

Implementation support for guiding you through the process.
Project managers to oversee the progress and ensure deadlines are met.
Documentation to help you understand each facet of the software.
Frameworks that outline how the software should be integrated.

On the other hand, as a customer, you’re responsible for:

Providing requirements and timelines to align with business goals.
Sharing institutional knowledge so the software can be tailored specifically to your needs.
Forming a project implementation team to collaborate with the software company.

However, gaps can emerge if these roles and responsibilities are not clearly defined and managed. Here are seven critical gaps you need to consider:

1. Need for an Advocate

Imagine trying to communicate your needs in a language you’re not fluent in. That’s what it’s like without an advocate in a software implementation project.

Consider a healthcare organization implementing a new patient management system. Without an advocate, the IT team might struggle to understand the medical staff’s specific needs, resulting in a software mismatch that disrupts daily operations.

The solution? A software implementation advocate who bridges the communication gap between you and the vendor.

They help communicate your desires in a way the vendor can understand. They also translate the vendor’s technical jargon into actionable steps for your team. This will make sure everyone is on the same page, minimizing misunderstandings and delays.

2. Data Conversion

Data is the backbone of any enterprise operation. Converting data from your old application to the new one can be daunting, especially if there’s a lot of it (or if it’s sensitive). It’s not just about moving data; it’s about ensuring data integrity and accuracy during the transfer.

Some general tips as you go about the laborious process of data conversion in software projects include:

Data Mapping: Clearly define how data from the old system will translate into the new one.
Data Cleansing: Remove any redundant or outdated information to streamline the conversion process.
Validation: Use automated scripts to validate the accuracy of the converted data.
Backup: Always keep a backup of your old data in case something goes wrong.

3. Integration with Other Applications

Most businesses use multiple applications to manage various functions. Integrating your new enterprise software with existing applications facilitates a seamless data flow and increases operational efficiency.

Let’s say, for example, a financial institution is integrating a new risk management system. By effectively integrating with existing trading platforms and customer databases, we can make sure that real-time data is utilized for the most accurate risk assessments.

A few general tips for the integration process:

Conduct an Integration Audit: Identify all systems that need to work with the new software. For example, if you’re implementing a new CRM, you may need it to sync with your existing email marketing tool, accounting software, and customer support platform.
Use APIs: Application Programming Interfaces (APIs) can facilitate smoother integration. There are various platforms and toolsets you can use to simplify API usage and make it low-code.
Test Integration: Perform thorough testing to ensure all systems communicate effectively. Running end-to-end testing in software deployment can help identify potential bottlenecks or data mismatches.

4. Need for Internal Changes

When you implement enterprise software at scale within your organization, that often means you’ll need to execute other changes as well. Often, these changes need to be planned and executed before, during, and even after the software roll-out.

Some key areas to focus on include:

Organizational Structure: Assess if your current structure supports the new software. Changes may include creating new roles or departments.
Resource Allocation: Make sure you have the right people and enough resources to manage the transition.

Also, to manage prerequisites or resolve any consequences of the main project, sub-projects or other efforts may need to run simultaneously.

5. Institutional Change Management

Change is hard, especially when it involves altering ingrained business processes – but effective change management for software implementations can make or break your project.

Some components of institutional and business process changes during implementation include:

Business Process Changes: Identify and update processes to fit the new software. Document these changes and communicate them clearly to all stakeholders.
Training: Provide comprehensive training to facilitate a smoother user adoption. Use a combination of e-learning modules, hands-on workshops, and ongoing support to cater to different learning styles.
Workarounds: Develop temporary and permanent solutions for any issues that arise. Encourage feedback from users to identify areas for improvement.
Revamp Processes: Update or create new business processes to align with the capabilities of the new software.

6. Testing Plans

Testing is crucial to identify and rectify issues before they become major problems. There are different types of testing to help you make sure your software runs smoothly and meets your needs.

These different types of testing include:

Unit Testing: Tests individual components for functionality. Ensures that each part of the software works as intended.
End-to-End Testing: Ensures the entire system works together seamlessly. This includes simulating real-world scenarios to test the software in a production-like environment.
Data Conversion Testing: Validates the accuracy of converted data. Ensures that data integrity is maintained throughout the transition.
Integration Testing: Confirms that all integrated systems communicate effectively. Identifies potential issues in data flow and interaction between systems.

7. Hyper Care for Go Live

Hyper care refers to the critical support phase immediately following the software go-live. It’s when the implementation team closely monitors the system to address any issues that arise.

After all, the go-live period can be hectic – and you need all the support you can get when it comes to troubleshooting problems. Some key elements of hyper-care include:

24/7 Support: Ensure round-the-clock assistance. Having a dedicated support team available at all times (with a clearly-displayed number to call or email chat line) can help quickly resolve any issues.
Performance Monitoring: Track system performance and user activity. Use monitoring tools to identify and address performance bottlenecks.
Quick Issue Resolution: Address problems promptly to minimize disruption. Establish a clear escalation process to ensure that critical issues are resolved swiftly.

Say, for example, you’re responsible for transitioning to a new e-commerce platform. During the go-live, having a hyper-care team in place can make sure that any issues with order processing, payment gateways, or user experience are addressed immediately – minimizing downtime and maintaining your customer satisfaction ratings.

Final Thoughts

Implementing enterprise software is a complex endeavor filled with potential pitfalls. However, by identifying and addressing these gaps, you can set your project up for success.

Remember, having the right software implementation advocate, ensuring thorough data conversion in software projects, and conducting comprehensive testing critical to a successful implementation, as are all the other software implementation best practices we mentioned in this article. But you don’t have to do it alone.

If you’re ready to elevate your enterprise software implementation, Elevate Technology Partners delivers tailored technology outcomes to streamline your operations. Consider us the conductor of the orchestra, helping to make sure everything comes together in perfect harmony.

Get your customized solution today and experience the difference expert guidance can make.