Critical Steps to Implementing Data Management
Last month, we held a webcast for the “6 Critical Steps to Implementing Data Management”. Below is the video recording for you to view, and an outline of the important points for you to think about when you are considering a new system.
If your engineering design and product data isn’t managed properly, your business is vulnerable. And, to make matters even more complicated, your data is extremely valuable, so you recognize the need to work with a company who understands the intricacies and importance of engineering data. We understand each new client is unique in their goals, requirements, pre-existing environment, and the time and resources available to them. Drawing on our years of experience and best practice methodologies, we customize an implementation plan to suit your specific business requirements.
1. Engage a Great Team.
Ideal team comprised of different departments, the user community and IT. Leverage the strengths of your team members.
Leverage executive leadership to set tone, expectations, and business goals. Make sure the team is completing homework on time to keep the project on time.
Get a champion (or champions)! This person or people will be the project quarterback, sponsor and mentor for questions and concerns.
Partner with the Project Manager from the Solutions provider to guide you through any bottlenecks or project hold-ups.
Communicate to stakeholders! Do it often and regularly to keep everyone on the same page.
2. Planning is Not Optional.
Assessment: Project Scope
This assessment, usually guided by one of our Solutions Engineers, helps you become clear about the scope of the project and the tangible goals from the way you work with documents today to the ideal system in the future. At the end of the assessment, there is usually a very clear path and statement of work.
Capture, Clarify, and Document Questions and Answers
What problems are we trying to solve?
What are the intended benefits?
Who is supporting the initiative?
What data will be or not be managed?
Potential risks involved? What does success look like?
3. Know Your Data.
Make a decision on what data to import and stand by it. Set a scope and stand to it.
Who knows your data the best?
How ‘clean’ is your data?
4. Break Down Barriers to Change.
Involve all the people affected by the implementation and change in regular communication to increase participation and education.
Ask for commitment. Educate, discuss, debate, and then ask for buy-in.
Everyone accepts ownership for implementation success.
Enlist heroes and champions.
5. Extend Outside the Box.
To customize or not to customize…
- If your workflow works with the out-of-the-box features, then stay simple.
- If you need additional features or specifications, talk to your solutions provider to discuss unnecessary vs necessary changes and understand the pros and cons of customizing a solution for your team now and in the future.
6. Train Effectively.
Train administrators and champions early, before implementation, planning and design and allow them to learn without interruption, if possible.
Plan for user training. Allow enough time for ‘over-the-shoulder’ training or in-class training and record for future employees or reference.
Bonus: Enjoy Excellent Support
Supporting DM is much different than supporting CAD. DM is inter-related and incorporates all departments.
When you need help, you may need it now. Get the support you need from the Document Management solutions.
Check out Todd Cummings, Vice-President of Synergis Software, sharing how to best plan for a new implementation in this video:
Get a Data Management Assessment from the Synergis team!
Data management drives better and smarter work processes. If your data isn’t managed properly, your business is vulnerable. Let Synergis provide you a plan toward achieving a “single source of truth” as you embark on a data management strategy for your company.
With over 28 years of experience in data management, Synergis’ Data Management Assessment is the critical first step toward a successful data management implementation. This important process consists of an in-depth look at your current data and document control processes, and outlines your specific goals and objectives moving forward.