Step by Step...

Step 1: Presales Investigation

The initial consultation process varies in order to suit the particular needs of the client and their business. CATS prefer to treat each company independently as rarely does it occur that any two businesses operate in exactly the same way; there are always different paths available to clients, even to those operating in the same industries.

It's at this stage that we'd typically process map the business enabling us to most accurately match the software to the business needs. This stage is completely FREE of charge and results in an accounting software recommendation most appropriate to the nees of your organisation.

Step 2: Initial Project Management Meeting

Once we have made our recommendation and you have decided to proceed with the implementation, we arrange the first in a series of project management meetings (future meetings are both formal and informal). This first meeting starts the project and is in effect a hand over from the presales team to the post sales team within CATS. It acts as an introductory ice breaker and ensures we can all put a face to the different people involved in the project from the start.

Step 3: System Configuration and Reporting Definition

The project then gets underway in earnest and starts with system configuration and reporting structures; we work from final reporting requirements backwards. Working this way ensures we will achieve the objectives of the project identified in Step 1 above. The systems we provide are incredibly complex pieces of software with hundreds of settings and hooks allowing them to act in different ways for diverse industry sectors etc. We look at ledger structures, processes and procedures (with a view to enhancing them both!) and automation wherever possible, and begin writing the management and KPI reports.

Step 4: Data Extraction and Transfer

We begin the process of extracting data from your existing accounting software and transfer it over to your new system. We have worked with dozens of different systems operating on similar numbers of disparate databases and we've yet to come across a system we have not been able to work with. This process is generally straight forward dependant on your historical data needs. We can take just the static data from your old system, such as sales and purchase ledger names/address, with balances broken down to individual transaction level (we'd never bring over just a "total" balance into your new system) - through to taking a full transaction history from every ledger available. The decision is entirely yours but it may take longer to perform a full historical data extract and import. With our development of several system transfer wizards this has generally become a much simpler process.

Step 5: Training Begins

At this stage of the process in the project management sessions, we have worked out a full training schedule. Step 5 sees us roll out this training schedule on either a role or software section basis. We endeavor to keep the numbers small for each session (usually a maximum of 4) to ensure the participants gain the most from each session. Typically the training begins at this stage and onwards for the remaining life of the project.

Step 6: Reconciliation

All accounting systems work to the same standard methodology in terms of Debit and Credit entries (or at least they should - we have come across a few that don't!!). A full opening balance import and reconciliation is performed at this stage comparing the new with the old in readiness for go live.

Step 7: Go-Live

During the project a go live date will have been agreed - on this date we move you from your old system to your new one. In perfect situations for us, wou would have sufficient capacity within your organisation to parallel run for a period of time; whilst this is preferable we know it is highly unrealistic and unless your staff are happy to put in an extra 20 hours per week dual posting everything, it is never going to happen! Due to cost constraints 80% of ALL new sites simply switch over. We are on site as often as you need us to be during this initial go live period, and we are always available to hand hold those members of staff who struggle with new systems.

Step 8: Ongoing Support and Development

Once the system is installed and has been running for a while, we like to re-visit after 2-3 months and see how you are getting on. We often find that clients fall into a comfort zone with the software and do not like to push the boundries of what it is capable of doing. This re-visit reminds them of the unique features and encourages them to make the development of their systems and processes an on going project.