A successful SunAccount implementation depends on having a clear vision of how the software will be used to support and benefit your organisation. The details of this are worked out during the implementation planning stage.
SunAccount implementation planning stage
Consult all interested parties (e.g. stakeholders) during the SunAccount implementation planning stage, to clarify their expectations.
- Managers, for example, are interested in efficient transaction and data processing, reports, audit trails, etc. Discuss the types of reports they want and ask for examples or draft layouts.
- Ask the IT department to advise on systems configuration and sourcing the appropriate hardware.
- Get the operations staff who will be using SunAccount on a daily basis, involved as soon as possible.
Allow enough time to consider everyone’s requirements, identify areas of overlap and conflict, and form a precise view of how to proceed with the SunAccount implementation. Bear in mind that SunAccount is so flexible that almost any system design is possible.
Produce an implementation plan and timetable.
Creating a prototype system in a test environment is recommended before embarking on the live system set up. This enables you to:
- Test your procedures and the systems processes without risk to your live system
- Train operations staff
- Identify issues with setup and historic data (e.g. opening balances).
- Detect potential problems with the reporting and analysis due to incomplete data.
Installing the SunAccount software
Early in the SunAccount Implementation process, you are recommended to consult SunAccount professionals regarding the software installation.
System Design Document
The system design document is the roadmap for your SunAccount Implementation.
Part of its job is to record the proposed system configuration settings. Some of the most important settings are:
1. SunSystems settings
- Business Unit(s)
- Language settings
- Role-based menus
- Functions they have access to
- Data they have access to
- Data entry forms
- Audit Trail settings
- Base currency and any 2nd Base or Reporting currencies
- Currency conversion settings
- Accounting periods
- Date formats
- Transaction numbering formats
2. SunAccount settings
- Create the main ledger
- Additional ledgers to support Budgeting, Commitment Accounting, etc
- Chart of accounts
- Analysis structure
- Journal types
Configuration is usually an “iterative” process.
You set up the system based on the systems design document.
Then you enter data and transactions to test whether processing, analysis and reporting output yields the desired results.
If not, make the appropriate adjustments and test again.
Once the system is operable, it is advisable to let the users “take it for a test drive”.
This will help uncover any procedural or data capture issues that were not considered in the planning or systems design stages.
It also highlights how intuitive users find the system so that, where necessary, the user interface can be easily customised to help them.
When the User Acceptance Testing is finished, and signed off, the system can be made ready for the “go live” date.
Often the live system is intended to be run on a different file server to the test system. So a new installation of the software may be required.
At the very least, a new “clean” business unit should be created and all the relevant configuration of the test BU copied over.
Prior to “go live” the most up-to-date reference data, transactions and opening balances are usually uploaded to the system.
If an existing system is being replaced and will no longer be accessible, historic data might also be transferred to the new system.