Running two systems concurrently
Should you plan to run Dynamics GP at the same time as your old system for a period of time? The answer can depend on many variables. Some companies will absolutely insist on it and you will not be able to dissuade them. In that case, you really do not have a choice. However, most companies will listen to the advice of the implementer on this and you should be prepared to discuss the pros and cons.
Pros
Running two systems simultaneously will provide the following benefits:
- Help identify any missing functionality, workflows, and reports that have been left out of the planning.
- Give the opportunity for additional time to address any missing items identified.
- Give the company management a sense of security. Running a new system concurrently with the old one will feel like a more conservative, safer decision to many people.
Cons
The negative aspects of running two systems at the same time include the following:
- Up to triple the regular amount of work will be required from most users. They will need to:
- Perform their regular daily work in the old system
- Re-enter their regular daily work in the new system, making sure everything is entered in the exact same way (or whatever the new equivalent is)
- Compare the new system to the old system, identify any differences and make adjustments where needed
Asking most employees to take on this kind of additional work can have a detrimental effect on the overall morale in the company. It can also cause significant inefficiencies, and thus delays, during the time the two systems are run concurrently. In practical experience, I have also seen this cause both systems to end up being incorrect.
- The implementation timeframe becomes much longer. Usually to fully test a new system at the same time as still running the old system will require at least one or two months of running both systems.
- The implementation becomes much more costly. This is really a consequence of the previous two items, but cost is often a critical component of an implementation and deserves to be mentioned separately.
Recommendation
In my experience, you can accomplish most Dynamics GP implementations without having to run two systems concurrently. At the very least, consider not running everything at the same time. For example, General Ledger and Accounts Payable are two fairly straightforward modules with high volume and low complexity that can be excluded from concurrent testing.
The following strategies will help implement Dynamics GP without running two systems concurrently:
- Plan: Planning is critical—spend more time on the planning and, if needed, testing functionality upfront. Whatever extra time this takes, it will still save many months of work when compared to running two concurrent systems.
- Phase: If there are many modules and a lot of functionality to replace, use a phased approach. For example, start with just the General Ledger and Accounts Payable. Next, add in Accounts Receivable and invoicing. You can add any new functionality not currently present in the old system after the existing functionality is replaced.
- Train: Spend the time to train the end users so they are comfortable with Dynamics GP and the tasks they will be performing. There is a fine line when deciding how much or how little to show users. Typical training classes always start with the setup and configuration of each module before getting to the transactions, reporting, and inquiries. Consider instead skipping the configuration and setup for most users, as they will not be the ones performing these tasks. For example, an accounts payable clerk will most likely never need to know how to perform setup for the Payables Management module, nor are they likely to even have security access to the setup windows. Also, consider briefly mentioning, but omitting from training, any tasks that are performed on a yearly basis. An example of this is the preparation of 1099s. By the time users actually need to do this, it will likely be many months after the training and they will need a refresher anyway. You can find a more detailed discussion on training methodology and recommendations in Chapter 10, Training, Tools, and Next Steps.
- Support: Many companies have had prior experience with various implementations where a system was installed, and that was the last that anyone saw of the implementation team. Plan to ensure good post Go Live support by making certain the budget includes this and the users expect it. This can go a long way to addressing the fear of not running two systems simultaneously.