Here at Cloud Doing Good, we follow a finance led approach to implementation, to achieve implementations in a few weeks for smaller organisation. Even though Oracle NetSuite is premade and used today by more than 1 million users, no cloud accounting software implementation is the same. Our NetSuite implementation guide should answer some of the questions you may have.
Whilst the methodology that Cloud Doing Good follows when implementing NetSuite remains constant, each organisation has unique needs that we must consider. Every organisation has different data and different people. This makes it vital that your implementation partner is providing named systems accountants in the implementation! A system accountant is positioned to help with the accounting outcome you want from the new cloud accounting software, not just answer ‘IT’ questions.
To minimise unexpected hurdles, we engage with all stakeholders to ensure a smooth change to improved data structure and finance processes that is, more often than not, the whole point of putting in new cloud accounting software. After all, no-one wakes up in the morning wanting to change their finance system and keep doing everything the same! To find out about Cloud Doing Good's approach, check out our NetSuite Implementation Service page.
What are the steps in NetSuite ERP Implementations?
The steps in a NetSuite implementation rollup into larger segments of engage, drive, enable and convert. If you are wondering how to implement NetSuite, these four steps cover the core principles of a NetSuite ERP implementation.
1. Engage
Often with Cloud Doing Good, this starts pre-purchase of the cloud accounting software. Our systems accountant engagement throughout the purchasing process, to ensure the gap between ‘sales’ and ‘implementation’ is eliminated.
Engaging with teams is the first step in an implementation. This is where the cloud accounting teams consisting of systems accountant(s) from our team and the client are established, kick-off calls are set and project timelines and change management plans are finalised. Data structure and data migration is one of the key workstreams.
2. Drive
This stage consists of deploying NetSuite. A good thing about NetSuite is that it is pre-built and in use today by more than 1 million users, meaning we use the leading practices right from the first step. Configuration and Customisations may be required, and NetSuite has a strong configuration engine to make this step straightforward. This is also the stage when process walkthroughs in the new system are carried out to ensure that the day job works well on the new accounting software.
3. Enable
The objectives in this stage revolve around user acceptance testing, training, and preparations for the go-live event, migrating critical data and putting the plans developed in the Drive stage into action.
4. Convert
The final step in cloud accounting software implementation is basically flipping the switch. Cloud Doing Good considers the first couple of months after cutover as part of the implementation, with the same systems accountants staying involved.
This ensures continuity for all our customers and avoid the common gaps between ‘sales’, ‘implementation’ and ‘support’ that are common in software implementation projects.
Now we have covered the broad steps, let's investigate the specific stages for an efficient implementation. A roadmap is vital for moving the project forward so that targets are met swiftly and accurately.
If you want to request a NetSuite demo or want to talk through an implementation plan, press here.
ERP and Cloud Accounting Software Implementation checklist
Leading Practices: 'Adopt not Adapt'
The vendor and client review in a live demonstration the ‘Out of the Box’ pre-built solution for the industry of the client.
Identify 'Adapt' Exceptions
Whilst there are similarities between organisations in the same industry, there are also always differences. The exceptions list enables organisation to benefit from the Leading Practices, but also have the flexibility to adopt the system if needed to their unique needs.
Even if processes are standard, data often differs between organisations, frequently an organisation will want to improve their Chart of Accounts/analysis codes to take advantage of the reporting flexibility of new cloud accounting software. As a result, finalisation of the Chart of Accounts and analysis codes is a key element to complete the checklist.
Instance activation
Because NetSuite is pre-built and running for 1 million users, this element is straight forward.
Data Migration
The ERP and new cloud accounting software team reviews the accuracy of data being migrated, ensuring that the data is up to date and clean without duplicates or errors. Initiating data mapping so that data can flow freely between departments and business segments is also enabled within this section. This is so that the organisation is prepared for pending testing and go-live tasks.
Testing
Initiate tests for all interfaces with user data. Upon finding any unforeseen outcomes including in relation to reporting under a new data structure, troubleshoot them. This process also includes validating the acceptance of business processes to ensure all functions and user groups are running as planned.
Cutover Planning
First, prepare for the go live event, using the pre-built cutover plan. It is helpful if the vendor and client have a cutover meeting for the go live to ensure it goes to plan. A key element of the plan is to work with the systems accountants on the data and the day job timing of shifting between two systems.
Hypercare Support
The final stage of the implementation is ensuring that there is adequate support in place after the go live. This includes hypercare support from the vendors systems accountants that have been involved from the start. This usually spans for a couple of month ends to ensure that the new users can use the system.
Common Issues when Implementing NetSuite
Like any project, there are always risks involved when implementing NetSuite. However, by being aware of these risks and through preventative measures they can be minimised.
Data Migration
The heart of any implementation is the data. Ensuring that the chart of accountants, and other vital information, is successfully put into the new system requires a careful approach. Challenges can arise if the data is unstructured before the implementation. In these instances, rigorous cleaning, mapping and transferring data are essential.
Planning Errors
With insufficient communication and planning, timelines and deadlines can become stretched. Not only does this delay the implementation, driving up costs, but it also reduces the momentum and urgency. It is vital that key stakeholders are committed and invested in the new system.
To mitigate these risks, going with certified NetSuite partners and ensuring that the implementation roadmap is comprehensive is a must.
User adoption and Training
As fantastic as NetSuite is, organisations must ensure that their employees can use it. Without adequate training, employees not only risk using the system incorrectly but may opt to not use it at all. A training roadmap will ensure that there is take up.
Important ways to ensure a great NetSuite ERP implementation
- Clear Goalsetting - If you are implementing NetSuite, there must be a reason for it. Consider your key aims and challenges you are trying to solve and create timelines and plans that complement them. Ultimately, the implementation is for you. If you are unsure about how specific aspects of the implementation align with your goals, please discuss these with your partner.
- Follow the steps - Resist the temptation to steam ahead with the new system! Even though you may want to get stuck into NetSuite quickly, it is better to do the data migration and testing once, than rush the process and have to redo aspects.
- Ask Questions - Make the most of your NetSuite consultants. Our systems accountants understand NetSuite both as users and administrators. They can explain what business processes are inside the scope, and ways you can get the most out of the system.
- Choose the right implementation partner - This step is vital for a smooth implementation. When choosing, make sure to research their approach and team’s skillset. If the partner is a team of expert accountants, they are suited to ensuring business processes are enabled by the system.
It is important to consider their experience in your sector. Whilst the data migration and adoption of NetSuite is broadly uniform across organisations, when optimising business processes, it is helpful if partners have experience in the sector.
A useful signal for implementation partners is whether they have positive reviews and testimonials from previous clients.
How long does an ERP implementation take?
For a small organisation, the actual build is typically less than 15 days. However, updating data structures, allowing time for data migration and testing, and user adoption before cutover should also be allowed for.
So typically, we expect a new cloud accounting software implementation to take:
- 6-12 weeks for a smaller organisation with straightforward data structure and a small number of staff (£1-5million income/annum)
- 12-16 weeks for a medium size organisation (£5-£30m income/annum)
- Over 16 weeks for a large organisation (£30-£300m income annum)
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Frequently Asked Questions
How much does a NetSuite implementation cost?
As every implementation and organisation is different, prices can also vary considerably. The number of hours for consultants, the licensing costs and the complexity of the organisation are all factors which can increase the price. To request a free quote, please contact us.
What is the timeline for implementation?
The timeline for a NetSuite implementation can vary significantly depending on the complexity of your organisation's needs, the size of your organisation, and the level of customisation required. NetSuite can be implemented in as little as 16 days for a smaller charity or social enterprise. However, allowing time to consider and improve your data architecture, time for pre-cutover adoption of improved processes with users who have an ongoing day job, we would normally recommend 3-4 months as a sensible target timeframe for a mid-size organisation. With Cloud Doing Good, the same systems accountants are involved all the way through from procurement to live month end, reducing the gaps between 'sales', 'implementation' and 'customer support' that are common in the accounting software industry!
How to prepare for a NetSuite Implementation?
Preparing for a NetSuite implementation is a crucial step to ensure a successful transition to improved finance software and processes. Proper planning and preparation can help streamline the implementation process and minimize disruptions stemming from messy data architecture and internal resistance.