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Implementation Q & A
Implementation Time Frame – usually about a two month process
Q - From the time we decide to green-light the software, what is our time frame for conversion. Could you give me a walk through of how this will play out?
| CONVERSION STEPS |
- DAY ONE - Once an order is signed and deposit received, we send you an Implementation Survey for you to fill out and send back to us. It is nine (9) pages long and includes questions like 1) how do you cost your inventory, standard or average cost? 2) What tax rates do you use? Etc. We also request a faxed copy of each of the forms that you use (pre-printed or plain) in order for us to create a form for you for each transaction type (e.g. invoice, pick ticket, etc). We also need to know if you plan to use pre-printed or plain paper AP and Payroll checks and to get a faxed copy of each. This information helps us to configure your software properly using the BMA set-up screens.
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- NEXT DAY - Once we receive your survey back, we then arrange a time to talk about how to pull data from your system – this can be done in a variety of ways. We first attempt to perform this remotely by having you create a generic text file printer on a PC then print selected reports using that printer driver (this method works most of the time and by asking a few questions we can tell if it will work). We find appropriate reports on your current system to print and instruct you how to print them depending on which reports give us the data fields that we are looking for. We will schedule a time to go through these reports and BMA fields to make sure all data is properly captured. Usually it is around eight to twelve reports. The printing of these reports produces text files that we then have you zip and email to us in order for us to begin the data conversion process. If this process fails, we have other means of pulling data which we can discuss if needed (one should allow extra time for back up plans should alternative means be needed).
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- THAT WEEK – We will pull data. This usually is a smooth process and will happen within one week from signing an order, but extra time should be allowed to deal with unforeseen issues.
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- THE NEXT TWO TO FOUR WEEKS - Barry and his staff then would then take the data and write a conversion program that takes into account all the nuances of your data. We allow about two to three weeks for this process.
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- WEEK FOUR OF FIVE . Once that is complete, we have you remotely log into our server in Knoxville to view your data. We have you run through the different modules of the BMA software to make sure Order Entry, A/R, A/P, and purchasing transactions go smoothly and free from any integrity issues. Barry or one of his staff members will guide you through this in a couple of sessions that generally last one to two hours. If there are issues, we then repeat this step as many times as it takes until you are confident that we have a clean conversion of your data. From these sessions, you will have enough information and ample time to practice on BMA yourself to become familiar with the program and further check out your converted data.
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- WEEK FIVE . We will install the software on your existing server remotely. This is done prior to doing the on-site training in order that you have a chance to practice basic BMA functions for several weeks (if hardware is purchased from us then this may all happen on site). If you are in charge of installing your network, then this will definitely be done on-site.
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- If hardware is sold, a trip (maybe a separate trip) is performed to install server, workstations, map drives to server, and configure BMA on each workstation (if complex networking is needed - one of our certified Microsoft installer would perform this task.) Once the hardware is up and software loaded, you then can practice BMA software functions using the knowledge your received from the modules walk-thorough performed when check the converted data.
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- WEEK SIX we then confirm our pre-scheduled trip to your location to perform on-site training confident that we have a good conversion program established. Yet changes may still be made once we are on site prior to going live. Prior to arriving at your location, we fax you a training schedule to make sure that we cover all the topics that you need. If there are special reports that you need, it would be good to tell us prior to us arriving on site.
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- WEEK SIX-EIGHT On–site training is then performed with the expectation of taking you live during the middle of that training unless we happen to find some problems with your data. Minor issues with data are corrected as we go through BMA training using your data that we converted.
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- The night prior to going live , we get the most recent backup and run it through the conversion program to get your updated data for Go-Live. This process only takes a few hours to perform as the conversion program is already written. That night or early on the “Go Live” morning, you receive an email of a zip file of data with instructions of how to copy the data to the appropriate folder. Any practice transactions are wiped from the system the night before using SQL tools. These aforementioned tasks are performed by a BMA consultant who is already on site.
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- Go Live with BMA is performed while the consultant stays on site to make sure all is well. BMA consultant leaves knowing that you can perform day-to-day functions. When you call the support line with questions, you will get the highest priority as you are flagged as a new BMA customer.
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The entire process takes about six to eight weeks* from order signing to GO LIVE
* This time frame could be as short as six weeks, but could be as long as ten weeks depending on not so much the complexity of the conversion (we can usually adjust for that), but more based on the availability of training personnel** which is somewhat predictable based on the time of year.
| **Lead time Variances based on time of year when order is placed: |
| Jan – March |
normal (6-8 weeks) |
| March – July |
heavy (8-10+ weeks) |
| July-August |
normal (6-8 weeks) |
| September |
light (5-6 weeks) |
| October – November |
heavy (8-10+ weeks) |
| December |
very heavy (12+ weeks) |
Example – If your desired go live is July 1 st, then to safely meet that expectation, one should place a BMA order on or before March 15 th of that year given the 8-10+ week lead time required for orders placed between March and July.
- Note that we will always have a published “next open go-live” date to make it easy to know if when we would be able to take you live.
- Note that the above variances are only averages.
Training Q & A
Q - Is all training on-site or is some on-line? Does training typically run the full four-day time frame? If it goes only two days, is there a credit; if it goes more than two days is there an extra charge?
| TRAINING |
- Basic functions are shown on-line for the purpose of having a customer practice these and to check on their data before we arrive on-site.
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- The balance of training is giving on-site with the expectations of taking that customer LIVE.
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- We do not give credit for unused training days nor do we charge extra for them if we stay longer. It is highly unlikely that you would want us to stay only two days. Although BMA is an easy-to-use, intuitive program, it is also a sophisticated program with a lot of functionality depth. Therefore, our purpose in training is to make sure that you are able to perform you day-to-day business operations with an understanding that you will probably want to call us for support later when you are ready to do functions that are less frequent – e.g. physical inventory counting (yet this operation is very intuitive and simple).
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- Note that learning is a repetitive process. Therefore we anticipate calls to the advice line asking to review certain applications even after training is completed.
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