Selecting a new risk management information system (RMIS) provider can be a difficult decision to make, and then completing the contractual agreement can be an arduous process. Many times clients make the decision to change systems with the best of intentions, such as: to improve processes, or close gaps in functionality with their current system. However, this change can be a scary prospect for users. Below are three quick tips straight from Riskonnect’s implementation project team to help make the process as smooth as possible for everyone involved.
- Include all applicable stakeholders from the start.
It is important to plan for the change in systems, as well as plan to prepare the staff for handling the change. Including key members of staff who will ultimately use the system in the implementation process is critical to helping staff adapt to the change, and ensuring that users most impacted by the change have a say in the final design of the product. This can often mean the difference between quick adaption and positive adoption of the new product versus extreme resistance to the change.
- Don’t be afraid of change.
You need to be open to changing existing workflows and processes that are not efficient, or are just not working for your organization. Clients generally choose a new vendor because they want to change; however, there is a tendency to recreate the existing workflows, screens, etc., being used in the old product. One of the responsibilities of your implementation project team members is to understand what is and is not working in your current workflow, and then make recommendations on more efficient ways to handle them within your new system.
- Test, test, test, and then test some more!
Testing throughout the project is critical to a successful rollout. Being a member of the implementation project team is likely a second job for you and can seem like a burden at times. However, the most successful projects are those for clients who are actively engaged in the project, and who set aside focused time to test each of the deliverables. Involve the end-users in testing. If they aren’t happy, you will hear about itI It is much easier to make changes before going live.
They may seem like simple tips, but ensuring you take these three pieces of advice into consideration before entering into the implementation of a RMIS solution will make you better prepared to take on this complex project. The more you plan in advance and think through all the stakeholders, steps, time, effort and requirements of an implementation, the easier the process will be for everyone and the more likely your end-users will better adapt to the new system.