Happy Cinco de Mayo! Migrating from In-house to Cloud…

Happy Cinco de Mayo! Migrating from In-house to Cloud…

For organizations finally ditching their hodge-podge spreadsheet system for quality financial accounting software, preparing for the big move can feel like a daunting task.

Moving your reporting, payroll, receivables, payables and a thousand different financial figures from one system to another — without messing anything up — is an incredibly challenging task. Fortunately, companies that take the time to prepare properly are more successful and experience much less stress than those that try to migrate without a solid plan.

The truth is that you simply can’t do enough preparation for a move. With that in mind, here are cinco key ways to prepare for a successful migration to financial accounting software.

Uno. Clean up your data: Don’t bring messy data into a nice clean system; if you do, you’re running the risk of making the same kinds of errors your spreadsheet system made. Instead, spend time to remove misspelled words, unwanted prefixes and other silly mistakes that are easy to fix, but take a long time and a careful eye to spot. Use “find and replace” to search for double entries. Eliminate blank rows. Remember, it’s important to back up your data before trying to “fix” anything; you can never be too careful. Some third-party providers also offer data cleansing as a paid service. If your information is particularly messy, it might be a good idea to hire someone to fix it for you.

Dos. Organize your current spreadsheet system: Evaluate your current workflows and internal processes and determine if they’re in order or even necessary. It’s a good idea to only import the data you actually need into your new system. Old data, such as previous customer information, may not be necessary to import into your new system.

Tres. Improve your existing financial processes: Any time you’re going to put your information into a financial accounting system, the best thing you can do is perform a process improvement. If you’ve done something simply because that’s the way you’ve always done it and not because it’s the best way to do it, it’s time to rethink how to best change the process. Consider workflow, information storage, permissions and backup procedures as places to evaluate and improve. Where do you store receipts? What are the requirements of your approval process? Now is the time to work out the bugs in the entire financial management process.

Quatro. Make sure the timing for the movement is perfect: From an internal business standpoint, timing is everything. Even in the best of circumstances, a migration effort is going to be disruptive. That’s why for retailers it’s probably a good idea to avoid migrating during the busy holiday season. Companies in the financial services industry, on the other hand, will want to stay clear from the end of the fiscal year or during tax season. Always pick a time that’s conducive to the business where the internal resources and business process owners might be more readily available. They’ll need time and mental capacity to manage the move.

Cinco. Pick a champion: Many cloud providers have discovered the migration process goes smoother if the company has a person within the business who is responsible for the success of the migration. They’ll be the expert and a go-between for the provider. 

Here’s the bottom line: The best way to make a successful migration is to find a software vendor that makes the transition as easy as possible. Quality providers will work with you to make these painful processes a bit easier for everyone involved. While no migration is easy, it doesn’t have to be a daunting task that everyone in your organizations dreads.

P.S. Don’t forget to enjoy a nice cold cerveza as well! 

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Steve’s been with SMB Suite since 1998 and has been involved with nearly every aspects of the Company’s business as a strategist, professional services executive, cloud solutions architect, and senior consultant. In his current role, Steve is responsible for SMB Suite’s revenue and oversees the execution of ERP, CRM and BI projects for customers across a broad range of industries. Steve combines his expertise in MS Dynamics GP, CRM and other Microsoft products with a strong foundation in accounting and business to identify gaps and streamline customers’ processes. Prior to co-founding SMB Suite, Steve was previously Corporate Controller for MEHLE Behr and, prior to that, Audit Senior for Ernst & Young. Steve holds a Bachelor of Business Administration degree from the University of Texas at Arlington.

Jeremy is responsible for SMB Suite’s technology vision, strategy and implementation and is the architect of the Company’s Dynamics Cloud Platform. Highly adept in every facet of managed services, ERP systems and e-commerce platforms, Jeremy’s expertise spans the implementation and support of business and financial software solutions, as well as the customization and integration of SMB Suite’s cloud ERP technology stack. He holds numerous Microsoft and industry-related certifications, and was primarily responsible for designing the Company’s progressive business services platform in the early days of the Cloud. Prior to SMB Suite, Jeremy served as the financial analyst, systems administrator, and information systems liaison for a $2 billion financial services corporation.

Monty is responsible for SMB Suite’s day-to-day operation and, most importantly, its customers. As a leader, motivator and mentor, Monty creates loyal high performance teams willing to “walk through walls” to accomplish their goals. Prior to SMB Suite, Monty served as President of The Bradshaw Group (TBG), a global distributor, manufacturer, and repair facility for digital printers. In this role, he was the Company’s ambassador to its most important domestic, European and Latin American customers and TBG achieved a best-in-class Net Promoter Score of 74 for its superb customer satisfaction. Prior to TBG, Monty served as the General Manager of Sam’s Clubs three highest grossing U.S. stores and was named Regional Operator of the Year in 1999. Monty holds a BBA in Marketing from Texas Tech University and is an active member of Business Navigators. He has been active in Vistage International, Executives in Action, the Dallas/Fort Worth Retail Executives Association, as well as, A.P.I.C.S., the leading professional association for supply chain and operations management. Monty also volunteers with Hunger Busters and ManeGait, a therapeutic horsemanship organization.

David is a proven financial and information technology professional with expertise in providing business accounting software and computing solutions. He began his career by starting and managing a successful independent consulting practice for several years. He then launched the local systems consulting unit of Ernst & Young’s Entrepreneurial Services Group, leading the office into the hi-tech consulting arena. After successfully developing the unit for Ernst & Young, David founded NextCorp (which became SMB Suite in 2013) to serve the business software needs of clients throughout the US. David has made SMB Suite one of the best cloud ERP providers in the industry. In addition to being a successful entrepreneur and leader, he is a software and technology specialist, holding certifications in various Microsoft and other technologies.

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