Our approach towards a successful implementation

Emphasis is on ownership for both management and users. Computerisation of business processes means that working habits, rules and regulations will be streamlined. Implementation of business critical software often faces unexpected events resulting in adjusting deadlines / milestones, etc. 
The challenge is to create ownership: the user must recognise him/herself in the system, he/she must see that by using the software the workload decreases. Active participation of the user in the implementation process is essential. 

SIGMED is an integrated inventory control management system; this implies that co-operation between the different divisions (e.g. Accounting, Procurement, Sales) is essential. Above all, management commitment and support are essential elements for success.

Management and users should take up certain key positions during the implementation of SIGMED. These key-users will be involved during the entire implementation. This way direct ownership and solidarity will be ensured.

MedICT’s approach is characterised by a step-wise implementation of the software. Key elements in this approach are:

        ·          Defining CMS business rules (current and future)
·          Matching CMS business rules with SIGMED
·          Customisation of SIGMED
·          Installation of SIGMED
·          Migration / Conversion of data into SIGMED
·          Testing / training Key Users/ Acceptance
·          Training end-users
·          Going Live

In our opinion it is very important to have a crystal clear picture of the existing business processes of CMS and to compare those with the business rules implemented in SIGMED. Computerisation of CMS means changes and therefore to-be processes should be defined as well. Therefore we always start the implementation with workshops, which deal with the most business processes of CMS: procurement, transfers, warehouse management and sales.

Specifications and customization

During the workshop the respective modules of SIGMED will be demonstrated, corresponding business rules and procedures will be discussed and compared with present and future AMS business processes. Also the format and content of available reports will be discussed. New, specific CMS features, that are not yet available in SIGMED, or changes in existing functionalities, will be formulated and added to the “List of Customization”. The estimated development time required for each item will be also specified. At the end of the workshop the “List of Customization” will be discussed with CMS management and after approval formalised by using the “Change Request Proposal Forms”.

A second output of the workshop will be a document called “Manual of Procedures”. In the document all CMS business processes, rules and procedures related to SIGMED will be described.

A third important result of the workshop will be the determination of data sets, which should be migrated into SIGMED’s database. The necessity of data conversion (incl. re-coding) will be defined as well.

Prior to the workshop, CMS will assemble all possible information samples related to the business operations (e.g. bin cards, reports, invoices, forms).

Migration and testing

Parallel to the customization, data sets for migration into base tables (e.g. suppliers, customers, product items, initial stock balance) will be prepared by CMS with assistance of MedICT consultants. Stock management in SIGMED is based on expiry dates and batch numbers. 

This means that preparations for stock take should be made; product items should be classified according to batch number, expiry date and packaging size. It should be emphasized that the process of stock take based on SIGMED’s business rules should not be underestimated. The golden rule “garbage in – garbage out” is also applicable in this case. Acceptance by the end-user will be lower when he/she is confronted with erroneous data.

After migration of the data sets, MedICT proposes to conduct a first acceptance test of (the customized version of) SIGMED. The nominated key users using pre-defined cases will carry out this test. Each module will be tested against the required functionality

When the test results are accepted, the database will be rolled-back and filled with “live” data (customers, suppliers, product items, initial stock balance, etc.).

Training 

After testing training of SIGMED will be conducted. Training of users will be based on a business case developed by MedICT.  The business case deals with all aspects of the supply chain: procurement, warehouse management and sales.

During the training session the user is free to enter any data. After the session the database will be rolled-back.

Acceptance Testing 

When the training has been completed AMS will conduct a final acceptance test.