Plan How You'll Implement the Let's Get Started Program

The crucial first step for implementing DDMS Graphical is to create a written plan. This plan will help you organize, prioritize, and execute each step in the Let's Get Started program. Your plan will be an important factor in making your implementation as quick and efficient as possible, and reflect as much detail as possible.

Before you go live, there are certain steps that you must complete. A list of these steps is available in the Implementing eNsite Pro handout. You should print this handout and complete the checklists as part of your going live process.

Creating a plan requires three steps:

1. Appoint a Key Operator
2. Select a "Go Live" Date
3. Assign Tasks and Create a Calendar

1: Appoint a Key Operator

Appointing a key operator is the most important decision you'll make in implementing your DDMS system. The key operator oversees the implementation process from start to finish. Your key operator should be someone who understands every aspect of your business, has the knowledge and authority to make important decisions, and can motivate your staff.

Your key operator (key op) will become a very important resource for your company. From the warehouse to the accounting department, key ops develop a very detailed understanding of your business operations and of what the DDMS system can do in each area. Your key op will soon become your best and fastest source of information about your computer system.

Because your key operator will play such a vital role, DDMS highly recommends assigning a backup or assistant key operator. This person should receive the same training and system exposure as the key operator.

You must also allocate enough time for the key operator to implement your DDMS system. Structure the key op's daily tasks so that she has enough time to successfully implement the system — DDMS recommends 10 hours a week as a bare minimum.

The key op's duties will change during the implementation. At first he'll have to do extensive reading. Later, there will be more direct, hands-on work with the system, and time spent training other employees.

2: Select a "Go Live" Date

To "go live" means to begin using your DDMS Graphical system for daily business transactions. It's the date when you'll complete the switch from your current system to DDMS Graphical, so this is the date when your Let's Get Started program must be completed.

Most users choose to go live on the first day of a new month: this lets you close the old month on your old system, and begin a new one with your new system.

Implementing the DDMS system is much like taking a self-study college course for a semester — and your go live date is the final exam. Like a self-study college course, you can take two approaches:

1. Go to class each week, learn the material at a slow, steady pace, and take the final exam at the end of the semester.
2. Cover the material as fast as possible, and take the final as soon as you're ready.

You can go live as soon as you complete the tasks outlined in the Let's Get Started program. If possible, we recommend the slow, steady approach, because it provides a longer learning curve and lets the key op assimilate the material more thoroughly.

3: Assign Tasks and Create a Calendar

After you assign a key operator and set a go live date, you need to assign tasks, and determine when each task will be completed. The key operator is reponsible for the overall process, but other people should be assigned specific tasks, so that you can make progress on several projects at once.

The principal tasks, as we stated earlier, are:

1. Plan the implementation (what we're discussing now)
2. Prepare your physical site
3. Choose business forms
4. Set up the server
5. Connect hardware and peripherals
6. Inventory your existing processes
7. Create databases
8. Learn applications and features.

To help you determine who should complete each task, click on each of the links above, or use the buttons at the top of each page, and read the introductory paragraphs of each page, so you understand what's involved.

Some of these tasks can be worked on simultaneously, but others cannot be started until you complete the previous task:

• You cannot start Step 4: Set up the server until you complete Step 2: Prepare your physical site.
• Step 7: Create databases must be complete before you begin Step 8: Learn applications and features.

The last two steps, Step 7: Create Databases and Step 8: Learn applications and features, comprise about 85 – 90 percent of the work you'll do in the Let's Get Started Program.

Most dealers find that an implementation calendar is vital for keeping their own Let's Get Started Program on track. A calendar makes it easier to assign tasks in a logical order, and monitor their progress.

Most word processing programs have a calendar template that you can use for this purpose. We have a sample calendar in Acrobat format. To see it, click here.

Creating your calendar completes this step. Continue with the next step by clicking the right arrow below, or use the buttons at the top of the page.