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Software System Upgrades Responding to a Necessary Evil

Software System Upgrades Responding to a Necessary Evil. Warren Mills, CEO Advantiv, Inc. Presentation Overview. Forces driving need to upgrade Typical reactions Decision criteria Requirements for upgrade success Risk reduction with DecisionDirector 3.0. Advantiv , Inc. Founded in 1997

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Software System Upgrades Responding to a Necessary Evil

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  1. Software System Upgrades Responding to a Necessary Evil Warren Mills, CEO Advantiv, Inc.

  2. Presentation Overview • Forces driving need to upgrade • Typical reactions • Decision criteria • Requirements for upgrade success • Risk reduction with DecisionDirector 3.0

  3. Advantiv, Inc. • Founded in 1997 • Dan Miller • As Marketect • Help Colleges and Universities with the selection process for new ERP solutions • Used in over 50 campuses • Assist Vendors in Product Definition • Headquartered in Phoenix, Arizona

  4. Frequent Reasons for Change • Lack of support for current version • Vendor forcing the upgrade • Expense of supporting older technology • New functionality required • To save money • To remain competitive

  5. Frequent Reactions to Change • “Didn’t we just install that system?” • “I just learned the system!” • “It can’t be that difficult….just run some CD’s” • “It will cost… HOW MUCH?” • “It will take… HOW LONG?”

  6. Upgrades create Opportunities • Review business practices • Consolidation of processes • Move toward standards • Add functionality • CRM • Data “dashboards”

  7. Areas of Assessment • Stakeholder satisfaction • Usage by system module • Areas for efficiency improvements • Customization to convert to vendor standard • Readiness: Cost, schedule, staff, stakeholder support • Make the decision as quickly as possible • Involve as many stakeholders to ensure decision acceptance

  8. Requirements for Success • Shared understanding of vision, scope, and impact • Detailed understanding of organizational requirements • Senior leadership sponsorship • Realistic budget and strong financial controls • Strong project management • Consider outside help • Stakeholders with realistic expectations • Communication and documentation of all decisions

  9. The Stakeholder Solution

  10. How it Works

  11. DecisionDirector 3.0 – cont. • Built on best practices • Easy to use – Web-based; users trained in 20 minutes • No installation - Hosted • Scalable – Unlimited users, unlimited input • Flexible –all customizable

  12. Forum Example – Brainstorming

  13. Forum Example: Information Gathering and Voting

  14. KnowledgePacks: Table of Contents Example These numbers indicate the number of functional requirements or related statements for each module with the KnowledgePack.

  15. KnowledgePacks: Content Example

  16. KnowledgePacks - Available as of 3/1/2003 • Financial Management Systems • Human Resource Management Systems • Student System/ERP for Higher Education • Advancement/Fundraising • Grant Management • Information Access • Data Warehousing • IT Requirements • Fleet Management • Room Scheduling • Furniture • Document Management • Internet Portals • CRM

  17. ROI in Typical Assessment Project Phase • Decreased data collection time by 40% • Decreased data analysis time by 25% • Reduced design stage of project by 30% • Reduce costs by 20%-40%

  18. Benefits • Reduced risk • Less scope creep from clearly defined expectations and deliverables • User adoption because of early project engagement • Reduced costs • Fewer meetings, less travel • Faster to project benefits • Accelerate and improve decision making process • 5X more people involved • Senior Administration visibility

  19. CurrentProjects • Pace University • Case Western Reserve University • University of Texas - Arlington • Bowling Green State University • University of Kentucky • Temple University • Wisconsin Independent Colleges and Universities • California Community Colleges

  20. Sometimes No Choice

  21. Act… Don’t Dither

  22. The Stakeholder Challenge … DecisionDirector 3.0 can help.

  23. Questions ?????

  24. Model for Stakeholder Engagement Success = Technology + Implementation + Stakeholder Expectations 100% 33% 33% 33%

  25. When to Use – System Assessments • Define Initiative • Determine Critical Path • Have/Need Analysis • Finalize Action Plan

  26. When to Use – System Selections • Define Requirements • Collect Vendor Responses • Evaluate Vendor Responses

  27. When to Use – System Implementations • Determine Readiness • Re-Validate Project Charter • Define Data and Process Model • Stakeholder Acceptance Plan

  28. When to Use – System Verifications • Verify Functionality • Verify Training/Usage • Assess Stakeholder Satisfaction

  29. When to Use – System Enhancements • Ongoing Idea Collection • Determine Customer Interest • Action Plan

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