Get your MYOB implementation right the first time

MYOB Advanced and MYOB Exo are complex systems that need dedicated configuration to meet your organisation’s needs. To make the most out of your Business Management Software, it is important to understand your business processes and the efficiency improvements you want to make. This should be reflected in a customised and personalised implementation. The software needs to be configured in a way to support your organisation today and in the future.  This is what is known as an implementation project and should be done by a qualified team with expert knowledge of the system.

Good implementation vs a bad implementation

As these are such complex processes, it is prudent to understand what success looks like before you begin.

• The implementation team understands the pain points that you want to solve
• The configured system gives you room to grow and improve in the future
• Your team understands how to use the system
• There is easy  access to support

A poor implementation will leave you saying things such as:

• “This is worse than what we had before”
• “This is harder than what we were expecting. I did not realise I would be required to…”
• “I hate this system, but we spent so much money and have to live with it”
• “We should avoid throwing good money after bad”
• “I am sure the software is good, but something is not right, and the implementers don’t seem to be able to fix it”
• “This is not what we thought we were getting”
• “Surely the system can do this – it is so simple – there must be a hundred companies that do this as we do.”

What type of problems can a good MYOB ERP implementation solve

Organisations typically face these growing pains when they decide to move from pre-configured (off-the-shelf) accounting solutions to a configurable ERP solution:

• Multiple systems with no ultimate “ source of truth”
• Lack of accurate management reports
• The poor visibility over your organisation’s data,
• Too much time is spent on manual processes,
• On-premise hardware limitations,
• A growing team placing strain on existing payroll and workforce management processes,
• Inconsistent customer service and relationship management,
• Difficulty managing stock across multiple locations,
• Inability to scale your existing systems, and more.

While this list is not conclusive, you should make sure that your new system will resolve your efficiency speedbumps. Otherwise, you will go through an expensive venture for nothing gained.

It should be noted that no one software solution can solve all your business problems, even when used to its full potential. Your organisation is complex and unique, and at its core, an ERP system is a set of tools that you can use to manage your operations and improve efficiency. It is not a magic wand.

However, when properly configured, the right business management system will help improve areas that need attention and transform the way you do everyday tasks. Your new system should be configurable and able to support your organisation for years to come.

Your new system should also allow easy integration into “best-of-breed” specialised systems.

Always look to improve your processes

Just because your new ERP fits your processes now may not mean that it is a good fit in the future. Even after a few years of continued growth, your organisation will have opportunities to adapt and evolve. A successful implementation, combined with the right software, will leave room open for future Business Process Improvements. It can be difficult to recuperate sustainable returns on your ERP investment if you are growing out of a system that cannot scale..

Your people need to understand your system

If your organisation is like a car, then the ERP system is the engine. It powers everything from the air-conditioning to the transmission and helps get you where you need to go. But you still need your people to drive. Part of a successful implementation is training your team to become efficient and self-sufficient in the new system. The first month after you go-live in the new system is the danger zone for acceptance and overall success. If your team are not willing and able to adapt, then the whole endeavour will stall – requiring more budget to get right. Make sure your team is on this journey with you. Involve key internal stakeholders in the implementation process– this will help them adapt to the changes.

Support over the lifetime of your system

Hand in hand with the right training is the right support. At some stage over the lifetime of your system, something will inevitably go wrong. Whether you need to recover a lost password, cancel a pay, reverse a journal entry, or do something more severe, your team may not have the specific system knowledge to make the change. Part of post-implementation care is supported over the long haul. Your implementation partner should be there with you every step of the way, to lend their expertise when you need it, and get you back to working efficiently.

Remember to choose your partner wisely. You need someone who will be there with you over the long term. There are risks to choosing a partner who might offer a lower price for the implementation. It is unlikely they will still be around in a few years’ time to support your growing organisation.

Understanding the risks that affect your implementation

We have seen many failed implementations over the years and are frequently contacted by companies that need a rescue mission or rectification and completion. We have carefully analysed why these implementations have failed. What makes a successful implementation? The first step for whichever software you consider implementing is risk management. A risk assessment is a vital element in mitigating risk over the course of the implementation. There are many risk factors to consider:

• Software Risk – is the software a good, long-term fit for your organisation?
• Implementer Risk – Does the implementing team have the skills to fulfil their sales team’s promises?
• Self-inflicted Risk – Can your team devote appropriate resources to the implementation?

Undertaking the risk assessment before the implementation begins is the best way to decide about your new software and your implementation partner. Move forward with confidence, knowing that the benefits will outweigh the risk and that your organisation is in safe hands with a trusted partner.

Choose the right partner to get it right the first time

It should be clear by now that the right implementation partner can have a huge impact on whether your new ERP system will be a good fit. You should choose the MYOB partner that is best able to manage the risks of both the software and the implementation. The right partner will:

• Manage software risk by clearly communicating the strengths and weaknesses of the system. They will endeavour to truly understand your organisation so they can advise whether the system will be a good fit.
• Manage implementation risk by following a proven, structured methodology. They will have years of experience, a large and skilled team, and a history of successful implementations.
• Offer a long-term, nurturing partnership with their clients – supporting them through challenges and growth.

You should know what to expect from your enterprise partner and hold them to the highest standard to ensure you get the implementation right the first time.

Make the right choice with an Enterprise Partner Checklist:

• Rich experience and the right attitude to help you succeed,
• A dedicated support desk,
• Follows a structured methodology,
• Qualified and experienced in MYOB training,
• Knowledgeable and accounting-qualified consultants,
• The software skills to integrate your system with third-party applications,
• Business analysts on the team,
• A strong relationship with the software vendor,
• Provide information about new versions, tips and tricks, and features,
• Include Payroll in their portfolio to help you create a connected business,
• A “critical mass” of stable, qualified consultants

Work with the number one partner

Kilimanjaro Consulting is the largest and most experienced implementer of MYOB Advanced and MYOB Exo across Australia and New Zealand. Our dedicated team puts the #ClientFirst in everything we do; we prioritise your success in your new system. We are farmers, not hunters, and we focus on building successful long-term partnerships with our clients. Our goal is to provide trusted advice and technology support to improve your efficiency.

Tips and tricks to get your implementation right the first time

• Appoint an internal project champion
• Test everything before it goes live
• Migrate to your new system with clean data
• Keep key stakeholders involved in the entire project
• Choose the right partner and the right system
• Determine your budget and match it to your expectations
• Clearly map your processes and workflows during the discovery phase (even the complex ones)
• Consistent investment in training after go-live

What does the right MYOB implementation look like

When MYOB decided to drink their own champagne and implement MYOB Advanced and engaged Kilimanjaro Consulting as its number 1 implementation partner. No other partner had the skills and low-risk approach to get their implementation right the first time. We leveraged our years of experience and structured methodology to produce the best possible result. We are proud to say we are the expert for the experts. If MYOB trusted us to get their implementation right the first time then so can you.

Watch the video to discover MYOB’s lessons learned during the implementation:

Next steps

Talk to us about a strategy that gives you the power to get your implementation right the first time. Kilimanjaro Consulting is the largest and most experienced MYOB implementation team across Australia and New Zealand. Our team are dedicated to getting your implementation right the first time, so you can enjoy success and growth with your new system.

Email sales@kilimanjaro-consulting.com or call 1300 857 464 (AU) or 0800 436 774 (NZ) to start your technology journey with us.