Implementation into Ajera/PORTFOLIO – What should you expect?

One of the first conversations a new user will have with their consultant will address what the implementation process will be like. This conversation will produce a big sigh of relief or a dreaded sigh of anxiety. Our goal is to give you a big sigh of relief because the process should be a smooth transition as long as everyone knows the expectations. So here is an overview of implementation considerations which will help bring the sigh of relief.

Basic Implementation
The basic implementation will start with a conversation of your wants and needs from Ajera/PORTFOLIO and what your firm needs to succeed with your consultant. This is a discussion of your business needs – how your projects will be structured, what is your work breakdown structure (WBS), how do you process payroll – in house or outsourcing, do you need a department structure for General Ledger and Financial reporting and other topics.

Considerations at this starting point should include discussions on what your firm needs to move forward, what has been working in the past and what is not working. These discussions should be with partners in the firm, key Project Managers, CPA representatives, and your consultant. Implementing new software is the perfect time to make changes to management needs, including but not limited to, responsibilities of all team members, thinking of new ideas of project management including a review of the existing work breakdown structure. Looking at the workflow and determining that the Project Manager now has the ability to print reports, review project statuses on their dashboard can help the firm improve not only the bottom line, but will also allow employees to become a part of the process.

Getting Started
Once business and company practices are understood and decided, the process of learning how to operate within Ajera will begin. Some activities will depend on what other services such as a conversion have been purchased. A major decision no matter if you are having Axium convert existing data or you are entering your projects manually is what to bring forward. You should review your current data, determine honestly what projects have the potential to be revenue producing, what Accounts Receivable is collectable, the validity of Accounts Payable outstanding items and what work in process (WIP) will be entered into Ajera. Remember, now is the time to make the decision to move forward not carry the past into the future. So if you have the ability to close projects, write off uncollectable items, do so before bringing that information into Ajera. Clean and clear information is the best rule for starting fresh. You will now be learning how to set up Ajera from Company Preferences to Employees and everything in between. You have access to your consultant via planned and scheduled meetings, use of remote web conferencing during these meetings, access to Ajera Help files, Solution Center at www.axiumae.com and our Ajera support team.

Once your data is ready to begin actual work entry, you will work again with your consultant to learn the workflows needed within Ajera. From entering time and expenses to billing your clients to reconciling the General Ledger, this step is very important to make the step from not knowing to becoming a knowledgeable user of Ajera.

Perhaps the three biggest pitfalls that happen with an implementation is:

1. Validating what data should be entered from the existing data
2. The realization that the implementation must be planned, the plan must be worked from all sides and that this takes time to complete
3. Communication to all members of the implementation team, including principals

Evaluating Your Situation
An average implementation can take from as little as six weeks to three months when working with team members who are full time employees of the firm. So planning a time commitment based on what is also happening in the office and what time commitment is to each individual is vital. Realize vacations are to be taken, emergencies will happen and the office must continue to work.

Good implementation planning, bringing forward good information and the most important, communication as to the status of the implementation will give you a strong sense of accomplishment, a satisfaction of a job well done and most important, be a easier process to work through to success.

To find out more about Implementation or talk to someone in Professional Services, please call #800.854.0633 or email ccr@axiumae.com.