Implementing Fixed Asset Management Software
Implementing Fixed Asset Management Software
Implementing Fixed Asset Management Software
Over the last few weeks we have been discussing the advantages of implementing fixed asset management software into your organization's business model. Hopefully the information provided over the last several blog-posts has made a strong case for fixed asset and property management software. Now that your organization has given the green light to make a purchase, it's time to begin implementing the inventory tracking software into your daily business practices.
Once your system is installed and is fully operational, the next step is acompanywide implementation. If you are a small enterprise, this may only require user training and you can be up and running in a very short time. For larger organizations, you may want to consider the following guidelines:
1. Create a Blueprint to encourage a smooth implementation process. This blueprint can be drafted internally or with the help of your vendor. For example, here at E-ISG we pride ourselves on a commitment to customer service. We spend countless hours consulting with clients on how to best reconcile inventory and asset management software platforms with each organization's unique demands. The blueprint is a vital step, because a predetermined plan established a set of guidelines designed to help your organization achieve it's mobile and fixed asset management goals. Remaining disciplined and sticking to the plan will lead to a short and successful implementation.
2. Prepare for Configuration Every organization has unique business processes. As such, no one asset management system will address every one of your unique needs. Organizations should expect that the asset management software will need to be tweaked' in certain areas so that it will adapt to the way your company does business. In general, advanced scheduling systems provide extensive functionality. However, as noted in earlier articles, the good ones will provide built-in tools to allow you to adapt the software to your unique needs.
3. Get Parties Involved Once you have decided on an fixed assetinventory system, it will be beneficial to engage and interview people whose work in the organization is related to the provision and maintenance of company facilities, properties and resources. Engaging and involving your staff during the implementation process is critical to ensuring your asset management system is maximally efficient and providing a solid return on investment. Thus, it is vital that you consider how the changes may impact your staff and develop a contingency plan to resolve anticipated problems during the early stages of the project. This will go a long way to ensuring a smooth adjustment to all involved. There are typically five groups you should involve:
> Property Managers Identify a select group of primary end users of the asset management software. The input from Property Managers is invaluable, as they will be the staff members who work closest with the software and its features. Provide opportunities for them to test the application to ensure it will be both functional and easy-to-use. Their feedback regarding the feasibility and usability of the software and its features is a vital requirement to any implementation process.
> Information Systems/Technology You will need to involve the IS/IT individual(s) in your organization as they typically oversee the computer hardware and software as well as the supporting network. In other words, your IS/IT staff will be responsible for providing any needed computer equipment for meeting attendants. These individuals must have a thorough understanding of the software, its capabilities, advantages and limitations. This familiarity with the software should be developed prior to and during implementation.
> Purchasing The person(s) responsible for purchasing will need to be involved as any robust asset management system will typically coordinate with the purchasing department to be sure assets are entered into the system upon receiving.
> Audio, Phones and Video In many organizations, the same people who manage the information systems also manage the audio and video equipment. If this is not the case within your organization, you will need to involve them in the process to determine their needs and expectations too.
> Facilities Depending on your organization, facilities managers from different sites and locations will need to be involved during the implementation process. These indviduals' insights into your organization's physical assets such as furniture, equipment and other resources must be taken into account. A robust fixed asset management system is useless unless facilities managers can offer their expertise on the assets which need to be accounted for.
4. Provide Training Many organizations fail to take into account the disparate levels of its staffs' computer literacy and the speed with which people grasp new software systems. It is helpful to familiarize your staff with the software early-on in the implementation process. Do not wait until your system is ready to be rolled out to. User adoption is the key to the success of your scheduling system. Ensure the training is adequate for all your staff.
5. Phased Roll Out and Launch It is highly recommended that your team test the asset management system's features and ensure it is functioning properly prior to going live. Assign some members of your staff to use the system as they would in day-to-day situations. Once you see that it is fully operational, you are ready to go with the full roll out.
6. Rollout TimeSegmented Groups Determine a time to roll out your new system. Since staff will be busy with their jobs, it may be difficult to coordinate a "right time" for everyone. You may want to consider breaking down staff into smaller groups and rolling out the system in stages.
Using these steps you can create a smooth transition into your new asset management system.
Please feel free to leave your comments here or join us on Facebook, Twitter or LinkedIn to discuss your lessons learned from inventory mistakes. Also, take a look at our website to learn more about Asset Manager Workbench and Mobile Inventory solutions from E-ISG and Psion Teklogix.
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