Now we start!
- MONITOR PROGRESS REGULARLY
At a minimum you should cover the following items:
- Work that should have been done since the last meeting
- Work actually done since the last meeting (which will usually be quite different)
- The effect this has on the schedule and budget (so you become aware of delays and over-runs as soon as possible)
- What needs to be done about this? (Usually something needs re-scheduled, or additional resources are required.)
- Who should be told (i.e. who does it affect)?
- Work to be done by the next meeting
- MAKE SURE THE SYSTEM IS PHYSICALLY INSTALLED AND WORKS
- HAVE A COMPREHENSIVE TRAINING PLAN
One of the worst shortcomings about a system is often the lack of adequate training. Users typically feel that the training they received was inappropriate or not put in context. This often happens because the supplier does not understand your own situation. Make sure they are adequately briefed, and give training specific to the needs of those they are training.
- ENSURE THE CORRECT DATA HAS BEEN INPUT
Nowadays much of the data you require may be converted from older systems. But even then it needs to be thoroughly validated (see the next section).
Also, as soon as data is in the new system it needs to be kept up-to-date, and of course old systems cannot just be abandoned. They must be kept going until the new system is accepted, and then they should no longer be used except (possibly) for historical enquiries.
- ENSURE YOUR NEW DATA IS VALID
Whatever happens, it is crucial that the data really is checked, and its validation signed off. This process, like most of the others, should involve all those affected by the project, so no-one can feel their opinion was ignored. Once data has been validated, it should be verified once or twice over the succeeding months.
Systems often fail because users do not believe the data is valid.
[Everyone knows that "Old Bill" has the correct information locked in his head, or the only way to check how much material there really is in the stores is to go and look...]
Concluded in part 3