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Software System Upgrades Responding to a Necessary Evil

Explore the forces driving the need for upgrades, common reactions, decision criteria, and success requirements. Learn how DecisionDirector 3.0 by Advantiv, Inc. can reduce risks. Discover how upgrades create opportunities for optimizing business practices and enhancing functionality to remain competitive. Assess stakeholders' satisfaction and areas for efficiency improvements to ensure upgrade success. This presentation covers the key requirements for a successful upgrade, including shared vision, detailed organizational understanding, leadership sponsorship, realistic budgeting, and strong project management. The Stakeholder Solution, DecisionDirector 3.0, is a web-based, scalable, and customizable tool designed for effective decision-making processes in software upgrades.

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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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