2011 NPMA Conference Series III National Capital Area Conference Leaders in Asset Management How to Make Integrating New Businesses Hurt Less Marlene Lynn, CPPM, CF and Julie Feldman, CPPS November 15, 2011

2011 NPMA Conference Series III National Capital Area Conference Learning Objectives We will discuss areas that need to be addressed when contemplating the integration of new businesses into your Asset Management System. How to plan and carry out any changes to your Asset Management System Corporate Culture Training Communication recommendations

2011 NPMA Conference Series III National Capital Area Conference Asset Management System Changes  When additional programs are added to your asset management system, you may Update the system processes Change configuration values Migrate program data

2011 NPMA Conference Series III National Capital Area Conference Asset Management System Changes  Regardless of the extent of changes, the following stages should be followed: Planning Preparation Analysis/Development Testing Deployment

2011 NPMA Conference Series III National Capital Area Conference Planning  How long do you think this will take?  When are you going to do this?  What else might affect the timing? Changes to other systems Data cleanup requirements Availability of leadership, programming and support staff Implementation of accompanying procedure changes Holidays, year or month-end closings, etc.

2011 NPMA Conference Series III National Capital Area Conference Preparation  Develop an implementation plan Identify resources needed Set up your timetable  Develop a cutover plan Determine how and when you want to move to new system

2011 NPMA Conference Series III National Capital Area Conference Analysis and Development  Identify procedure and business rule changes necessary  Identify the data cleanup required  Identify reporting requirements and how they will be addressed  Identify impacts to existing users

2011 NPMA Conference Series III National Capital Area Conference Testing  Create a test plan Data Migration New Business Process Testing Regression Testing  Set up test scenarios and samples  USE A TEST DATABASE  Test everything in the Test Database first  Move to Production only after everything tests out correctly in the Test Database

2011 NPMA Conference Series III National Capital Area Conference Deployment  Timing  Communication  Help Desk  Procedure and Business Rule enforcement  Post-production support

2011 NPMA Conference Series III National Capital Area Conference Lessons Learned  Post-Mortem What worked well? What didn’t? Is there anything else we need to do?

2011 NPMA Conference Series III National Capital Area Conference Dealing With Corporate Culture  Getting the organization ready for the changes Try to understand what impact the corporate culture will have on the implementation and address it  Management Support  Employee Buy-In

2011 NPMA Conference Series III National Capital Area Conference Training  Business Rule changes – Identify these and address them as soon as possible  Training manual – Do you need to adjust your existing manual or are you going to create a new one?  How training is presented – Select the method you will use to train your employees Classes On-on-one instruction Webinars  Develop the appropriate training materials  Set up training

2011 NPMA Conference Series III National Capital Area Conference Communication  Who do you need to communicate with? Internal - Asset Management Group External - Other affected employees Customers

2011 NPMA Conference Series III National Capital Area Conference Communication  What media will you use to communicate about the changes to your system? s Written materials Webinars Videos Etc.  Use different media for different groups  Multiple communications

2011 NPMA Conference Series III National Capital Area Conference QUESTIONS