An Insight into Kilimanjaro’s MYOB software implementation Methodology

The team of technology Sherpas at Kilimanjaro Consulting are experts in supporting our clients on their journey up the technology mountain. We pride ourselves on the skill and experience of our team. They provide 360-degree consulting, including MYOB implementation,  support services, integration and training for organisations across Australia and New Zealand. Our core purpose is to improve business efficiency for our clients through the use of clever, innovative, and proven technology. First and foremost, this efficiency improvement will come from an investment in ERP technology.

Why does my business need an ERP system?

An Enterprise Resource Planning (ERP) system is the Central Nervous System of your business, and the next stage when you run out of steam with your accounting system. It replaces and supersedes your “off-the-shelf” accounting system to capture financial and non-financial data across your different teams and departments and help you make better business decisions faster. ERP will sit at the core of your business where you can create a connected software ecosystem to manage your entire organisation. Modern ERP systems are better described as a Business Management Platform, as they become broader in their scope.

It is normal for your efficiency, productivity, and profitability to stagnate or even regress once the business reaches a certain size. The existing processes and systems you rely on can only support your organisation up to a certain point. Investing in an ERP system or Business Management Platform is a journey your business needs to take to improve efficiency and continue your growth.

Efficiency gains from an ERP system

ERP systems are complex platforms with powerful functionality. They collect data across the entire organisation, automate manual processes, integrate to third-party systems to eliminate manual data duplication, and even manage your payroll and workforce.

Due to this complexity, the system needs to be customised system to best fit your unique current or intended workflows. This relies on expertise and deep understanding of the system you choose. This is where Kilimanjaro Consulting comes in – we are experts in MYOB Acumatica (formerly MYOB Advanced) and the ways it can improve efficiency for your team. We take the time to understand your organisation’s requirements and how the system can be configured to improve efficiency and optimise and automate your workflows.

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MYOB Acumatica Implementation for my business

An MYOB Acumatica implementation project is fraught with risks for organisations that are underprepared or choose the wrong guide. Our story began with a mission to rescue a failed implementation, where the company had selected the wrong partner. We realised that it could not only be done better, but safer for the client and so set about designing robust methodologies and processes to ensure a risk-free implementation.

A skilled and experienced implementation partner can help you manage these risks to deliver a successful outcome. Kilimanjaro Consulting is an experienced, multi-award-winning, market-leading implementer of MYOB Acumatica We follow a structured methodology to mitigate risk and ensure a successful implementation. We are MYOB’s number one partner, established through a long history of satisfied clients and successful implementations. One of the many benefits of working with our team is a safe pathway to improved efficiency.

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Structured MYOB Acumatica implementation methodology

For every single implementation, we follow the same low-risk, structured methodology to make sure that no vital steps are missed. The methodology has been developed from the lessons learned in past implementations. We follow a strict review and evaluation process to ensure the experience of our entire team is factored into our methodology.

Kilimanjaro Consulting specialises in MYOB Acumatica implementations for larger, more complex organisations. The structured methodology becomes our difference to other implementers. It helps us get your MYOB implementation right the first time by mitigating the risks of even the most complicated MYOB Acumatica implementations.

We feel strongly about involving our clients in the process from start to finish, ensuring that the users become self-sufficient. Feeling supported throughout the implementation journey is critical for a successful result. We are committed to client satisfaction and delivering a good outcome for every implementation – the methodology is the key to this approach.

Important stages in the implementation methodology

Typically, each phase of the implementation will take approximately one month, and each major integration will add an additional month.

Risk Assessment

The methodology begins during the software discovery process, before you have committed to choosing MYOB Acumatica as your business management platform. The Kilimanjaro Consulting team are Farmers, not Hunters. We will only sell and recommend software solutions that we believe can improve efficiency for your organisation with a successful implementation. We need to precisely comprehend and understand how your organisation operates before exploring what can be done differently. A thorough risk assessment before commencing any implementation work plays a pivotal role in minimising potential hurdles during the implementation process. Various factors warrant careful consideration:

• Software risk – is the software the right, long-term fit for your organisation?
• Implementer risk – does the implementing team have the skills to fulfil the sales team’s promises?
• Self-inflicted risk – can your team devote the appropriate resources to the implementation?

Conducting this risk assessment before the implementation kick-off is essential. It empowers you to grasp and navigate these risks, enabling you to make informed decisions about both your new software and your chosen implementation partner. We’re committed to providing absolute transparency regarding the capabilities and functionalities of MYOB Acumatica, ensuring you’re equipped to move forward with confidence, knowing that the benefits far outweigh the risks, and that your organisation is in capable hands with a trusted partner.

Designing the System

The design phase represents the cornerstone of an MYOB Acumatica Implementation. The choices made here echo throughout the process and have a profound impact on the future of your organisation. For example, the configuration of your General Ledger subaccounts is a foundational step in the financial future of your entire company.

Our consultants will invest time with you to gain a profound understanding of your processes, workflows, and any other elements requiring configuration within the system. You may find that your own vision evolves over time, as you become more acquainted with the software’s capabilities. It is necessary that we possess a comprehensive grasp of your requirements, as every subsequent task is tailored towards achieving your organisation’s objectives.

At Kilimanjaro, we’ve come to appreciate that it’s significantly more efficient to understand what you’re constructing before you start building. This principle holds true whether you’re building a house or implementing a software solution. The cost of rectification far surpasses the investment in getting it right the first time.

Building the System

Once the requirements are known, it is time for consultants to work together with you to configure to suit your needs. The build stage combines our product expertise and technical expertise with your organisation’s requirements, harnessing the full potential of MYOB Acumatica. As part of this phase, we’ll conduct a series of workshops across your organisation to preserve the integrity of the data migration into the new system and ensure forms & reports are precisely configured. The build phase is broken down into the following steps:

• Data Conversion – Existing data will be converted into the MYOB Acumatica company database.
• Data Workshop – Data templates will be populated with the converted data. This data will then be classified and grouped by the client.
• Prototype Build and Upload – Data templates will be uploaded into the configured MYOB Acumatica company database.
• Forms Design – Forms and reports will be designed with you and built.

As part of the Build phase we will build the system up to the stage where your workflows can run in both the old and new systems. This is a key step in reconciliation before going live as well as testing to ensure all processes work properly.

User Acceptance Testing (UAT) and Training

Once the system is built and ready, we provide clients with a fully operational sandbox environment. This marks the opportune time to start training your broader team within the exact environment they will be using in the live system. You should analyse each workflow end-to-end to ensure seamless operation and alignment with your needs. Any issues identified during this phase should be promptly communicated to our team for resolution before the go-live phase. The UAT phase also provides users the opportunity to reinforce learnings from the training ensuring a smooth transition during Go Live.

Training in MYOB Acumatica is delivered by your implementation consultant. Our goal is that you are completely self-sufficient in your system, fully understanding the operations required for your role, when you go live. Some on-line training is also available.

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Go-Live

Your newly implemented MYOB Acumatica system is now operational – a significant achievement! Any concerns raised during the UAT stage should have been addressed. Your team should be ready to commence operations in the new system without any disruptions. Our consultants will schedule a final reconciliation and data conversion to formalise the transition.

Ongoing Support

The period following the go-live milestone, up until your inaugural monthly rollover, is commonly known as the “Danger Zone.” It’s here that the quality of your implementation partner truly shines. In contrast to other partners, Kilimanjaro Consulting remains steadfast in guiding you through every step of your implementation including this crucial phase and beyond into our enduring partnership.

Our support team has the technical expertise to help with your brand-new Business Management Platform so that you always feel confident and in control. Lesser partners often become inaccessible after go-live, having fulfilled their initial obligations and moving on to the next project. As your trusted partners, our role is akin to that of farmers, nurturing the growth of businesses throughout our long-term relationship.

Our structured methodology necessitates detailed and accurate documentation throughout. Your implementation consultant will do a formal handover to the support team as well as your Account Manager so that everyone on our team understands the intricacies of your company and system to provide timely support at any point in the future.

What are the next steps after implementation?

You can now move forward knowing that MYOB Acumatica has been configured to meet your processes and improve efficiency. But that is not the end of the journey. Much like our ever-evolving methodology, your organisation will continue to evolve, grow, and become more complex. MYOB Acumatica is well-suited to handle this complexity. It is a scalable system with additional modules and the ability to integrate with a range of third-party add-on products. If you find your requirements change or evolve, MYOB Acumatica can be further customised to support your needs.

Kilimanjaro’s proven methodology ensures you are always in safe hands with clever guidance. If you have any more questions about our implementation methodology, email us at sales@kilimanjaro-consulting.com, or give us a call on 1300 857 464 (AU) or 0800 436 774 (NZ) or download our free Risk Flyer below.