While implementations are often perceived as a challenge, the benefits of transitioning from paper-based or homegrown systems to modern, highly functional software platforms significantly outweigh the cons. With the right technology partners and well-planned strategies, many institutions find their software implementation fears completely unfounded.
Our team has cumulative decades of experience implementing research administration software for institutions of every size. Read on for our top tips and best practices for a successful software implementation.
Pre-implementation: laying the groundwork
While the goal of any software deployment is relief from current pain points, many institutions miss a crucial pre-implementation step that doesn’t relate directly to the new platform: analyzing legacy processes. Software is just one critical piece of the puzzle; the underlying processes that inform its direction are another. Even high-performing software will struggle to function at peak efficiency if it’s bogged down by outdated methods that are no longer a good fit.
The period before implementation is the best time to focus on the how and why behind your internal processes, rebuilding them from the ground up where necessary. Take the time to imagine: what would a perfect form submission look like? Reconsider clunky processes and poll users on how they might improve, then take stock of how to make those changes in your next platform.
Also, set your team’s expectations around timeline and workload. Full-suite tools like Cayuse are highly configurable, so you can customize most elements to match your requirements. Determining those requirements in advance is invaluable when it comes time to dictate configuration needs to your implementation team.
Implementation: getting the details right
Jennifer Hanlon-Patterson, the Assistant Director in the Office of Research and Graduate Studies at Stephen F. Austin University in east Texas, recently shared her implementation experience to pass along her key learnings. She initially looked at past implementation projects as a frame of reference, but soon found they were not an apples-to-apples comparison. The team’s previous rollout of an e-signature platform hadn’t allowed much configuration, so there were very few pre-deployment steps to consider.
By comparison, Jennifer had ample opportunity for configuration within Cayuse. As she puts it, “When we started our implementation project and realized we would get to customize 99% of the process, that was a pleasant surprise.” However, it also meant more involvement from her team this time around.
We asked Jennifer for her best practice advice on successful software implementation and added a few of our own. Here are our combined top tips:
- Work with PMs on both sides: Having a project manager (PM) on the institutional team and on the software team helps keep projects on track. Both PMs can collaborate as needed and work alongside their respective teams to maintain forward progress, follow up on action items, and adhere to set timelines.
- Hold regular meetings: PMs should schedule combined weekly meetings to keep things on track, following up on assigned action items and distributing new ones. Jennifer and her team found it helpful to have an internal meeting after the weekly conversation with Cayuse to ensure they knew who was responsible for which tasks. They would also gather questions to take back to Cayuse as needed rather than creating a delay.
- Set realistic deadlines: An aggressive deployment schedule will only create stress if it’s not realistic for the team to achieve. Small teams in particular may struggle to keep up with day-to-day work while driving the implementation project forward, so it is imperative to keep workloads manageable. Where necessary, have early conversations with supervisors about overtime.
- Bring curiosity to your initial vision: Keep an open mind about how your organization can improve. Every implementation team member at Cayuse is familiar with research and the processes that have helped other institutions succeed. If you’re unsure how to proceed or looking for guidance, just ask! We’re here to help.
- Identify decision-makers: Large organizations often struggle to make progress if too many team members are required to sign off on each step. Identify a small handful of decision-makers who can take questions back to the wider team as needed.
- Build in time for beta testing: Beta testing enables you to load an imitation research project or grant and test it in the new platform to ensure that everything works as expected. Cayuse provides a staging site to make this process hassle-free for you and your power users.
- Keep faculty and staff in the loop: As new functionality is revealed or as timelines shift, keep your faculty and staff informed. It helps to reenergize the process when users have the opportunity to provide feedback throughout development. As an added benefit, everyone can look forward to a shared launch date.
Key takeaways
Software implementation can be the perfect time to improve your processes from the ground up, discarding any legacy processes that no longer serve you. Take the time to strategize carefully about what should be retained and what should change. What does perfect look like for your institution?
Then take stock of how and when to implement those changes. Allow sufficient time for every step, including regular testing and feedback from both internal and external stakeholders (like the experts at Cayuse).
Finally, never underestimate the value of a well-considered plan and dedicated team for keeping project timelines and scope under control. Our fully mapped implementation process and dedicated Cayuse implementation team—including a Project Manager with research expertise—keep our implementations on track and on budget.
At Cayuse, our implementation teams have decades of research industry experience. We have more to offer during implementation than just software—we have the expertise to help you realize its benefits. Join the Cayuse Community for more tips and support.
