The purpose of this article, then, is to provide an outline of key elements that all companies need to evaluate when selecting new construction software as they relate to implementation. Some of these are the kind of things that all companies will undoubtedly think about, while others are frequently overlooked.

Converting Data

When you install new software, there will inevitably be a time when you'll need to get all the data off of your old system and put it on to the new system. There are essentially two options for this data conversion: manual conversion and electronic conversions. Untimately, the choice you make will depend on the services that your vendor offers and how much of your old data you want to transfer over to the new construction software system.

Manual Data Conversion

This option entails manually re-entering specific data into your new software. A time and labor-intensive task, using a team approach can help, especially if your entire staff tackles the data entry with gusto. Some companies choose to bring minimal data over to the new software, keeping their old system around for look-up purposes. In this case, manual data conversion is adequate.

One thing that all companies need to be aware of when it comes to manually converting data is the accuracy of data. Long hours spent manually inputting data can lend themselves to user errors and inaccurate data transfers. If you opt to manually convert your data, make sure you spend ample time implementing control procedures and verify the accuracy of the data before going live with the new system.

Electronic Data Conversion: Likewise, electronic data conversion is pretty self-explanatory. It involves using some sort of software to transfer the data from your old system to the new one. This is the ideal solution in most cases because it is quick, it requires little more than a "set it and forget it" amount of labor, and generally copies the data as accurately as possible.

If electronic data conversion is available through your software vendor, give this tool serious consideration. Guidance on how to retrieve your data from your old system should be provided, as well as a listing of acceptable import formats.

With electronic conversion, there is less concern about data accuracy. However, you need to ensure that data quality, validation, and formatting issues are addressed. Even though the transfer will be done electronically, you still need to have procedures in place for checking the validity and accuracy of the transfer.

Electronic data conversion can usually import master files, customer information, job cost history, open invoices, and other common data. However, it does require some technical knowledge to oversee the electronic data conversion. If you do not think you can handle this task, you may want to speak with your vendor to see if they offer technical consultants that can help.

Data Cleanup

The “garbage in, garbage out” principal applies to data conversion. The quality of your converted data will only be as good as the source you import from – whether that import is done manually or electronically. Taking steps to clean up your data prior to conversion gives you the opportunity to:

• Standardize your data (capitalization, abbreviations, acronyms)

• Identify missing or duplicate records

• Purge unnecessary data

• Reformat your data if necessary

• Evaluate for corrupted information

• Test your data's validity when exported

Data Testing

Once you've converted your old data, you're going to want to test it to ensure that everything works properly before taking your new system "live." This step is just as important as data cleanup.

It may help to think of testing as a "dry run" for the real deal. Run the same reports using your old software that you run in the new software and make comparisons. Use these opportunities to identify and correct issues to avoid problems after you "go live" with the new software.

Tip: Consider hiring temporary help during your conversion to assist with data entry or to provide day-to-day business support during this time.

Software Training

Once the software is installed, the data is converted, and all the test runs check out, the next step is to train your staff to use the new software. The importance of training cannot be understated - do not cut ANY corners here. Only by building a strong foundation of familiarity with the new software on the part of all users can the company position itself to improve their operations with the help of the new construction software.

On-site training will almost always be the best option. It gives end-users the ability to work with real data and get comfortable with the new software in an environment where they will ultimately be using it. It is best to start training on the core modules - job cost, payroll, accounts payable, and so on. Once your users have mastered these modules, you can begin to move on to the more complex things that the new software offers.

Follow-up training can be done on the phone, via e-mail or perhaps another on-site training session. Proactively improving knowledge of your new system will result in a more complete implementation, providing a strategic advantage to enhance your construction management processes. In any case, heed your vendor's recommended training guidelines for the system you have purchased.

You may also consider periodic refresher courses for your end users. These should be scheduled once a year, after upgrades, and any other time you see fit and will go a long way in maintaining accurate data input.

Continue Your Relationship with Your Vendor

After you go live with the new software you need to make sure that you maintain a relationship with your vendor. Talk to their development team and tell them about ways that the software can be improved. Attend conferences. In short, do anything you can to nurture the relationship you have with your vendor - it will come in handy when you really need it to.

Construction accounting is a complex environment. The time and monetary investments made in a new management system are commitments to your long-term profitability. Building a partnership with your vendor will contribute to your ongoing success.