Implementation of an IT system is not a typical activity for many businesses, that’s why businesses usually leave this job to an IT vendor. To choose a suitable system the vendor needs to carry out an organisational analysis. Find out how to manage risk when working with an IT vendor during the analysis stage.
Organisations use various IT systems
Today organisations (private businesses and public institutions) use a variety of IT systems for their day to day activities. These can be standard products, such as customer relationship management systems (CRM), accounting software, enterprise management (ERP) systems or custom solutions which accomplish ecommerce, electronic services and any other unique tasks.
IT implementation services are usually purchased from a vendor
IT solutions are widely applicable, because of that, a significant portion of organisations encounter IT system implementation projects, which are not typical tasks and can cause problems to an organisation. Usually organisations draw up a contract and purchase IT implementation services from another company – the vendor. The first thing a vendor does is analysis.
Employees of a company that is implementing an IT system do not have IT solution implementation knowledge, therefore the analysis phase causes stress of not knowing what to expect.
The vendor figures out how will the IT solution function
During the analysis stage the vendor communicates with the employees of the client and tries to figure out how the IT solution will need to operate, which processes will need to be computerised, what data will be used, etc. A common situation occurs, where the employees of a company that is implementing an IT system do not have IT solution implementation knowledge, therefore the analysis phase causes stress of not knowing what to expect.
Here are some important tips to consider when implementing an IT solution in the analysis stage:
- Determine and record the boundaries of the prospective IT system. When the analysis results will be approved the IT vendor will be most likely unwilling to carry out larger changes to the system for free. Therefore, the client needs to thoroughly look through the analysis results, understand them and see if the results are satisfactory. The analysis document is not just a formality and should be read carefully.
- Agree on the analysis’ document format. If the format of the document looks convoluted and difficult to understand, the start of the analysis stage is a good time to agree on a format fit for both sides.
- The presentation and interpretation of the analysis’ results. In the middle of the analysis stage the client can without fear ask for an interim results’ presentation, give notes and criticisms.
- Involve employees that work with the impacted activities. It is important that the client involves employees who are knowledgeable in the activities that are being improved by the IT system.
- Ensure appropriate project management.