Public Agencies Must Carefully Navigate Software Purchases and Training

Key Takeaways:
  • Upgrading software can improves security, efficiency and regulatory compliance.
  • Effective planning and budgeting are important for successful software conversions in public agencies.
  • Involving staff early and providing training helps with smooth adoption and long-term success.

 

A software conversion is a major undertaking for any organization, but when a local government agency needs to step up to a more powerful, efficient technology system, the challenges are multiplied.

The realities of public agency budgets, as well as the time involved in making a conversion and training agency employees, present obstacles that are best overcome with effective advanced planning.

Why Convert to New Software?

Technology is constantly changing and becoming faster, more efficient and increasingly integrated with other systems. A good example is accounting and bookkeeping software. When it first came on the market, bookkeeping software was just that – simple bookkeeping functions designed for very small businesses. Data was input manually and if it needed to be analyzed in another software program, it had to be exported or translated into an Excel spreadsheet. Today, that same software performs advanced accounting functions and integrates seamlessly with other in-house programs, as well as integrating with your external bank and credit card accounts. It also resides in the cloud rather than on your desktop computer.

If your organization is still using software purchased 10 years ago – because “it still works just fine” – you are likely putting your data at risk. Chances are, the software is no longer supported by the company who sold it, and, if something goes wrong, your agency will be on its own. It’s better to do a planned conversion than to be forced into a change because the system went down.

New software systems that utilize artificial intelligence (AI) and cloud computing can help bring local governments up to speed with the most advanced technology solutions available. Most importantly, the advanced features and capabilities of new software can help agencies meet important business goals, such as continuing to provide services with a reduced staff or being able to make important decisions based on real-time data. Additionally, some agencies such as law enforcement may have to meet compliance standards that require technology upgrades on a regular basis.

To stay on track with software upgrades, leaders and IT professionals should work together to make the case for including a software conversion in the budget. The planning and budgeting process may take six months to one year before the project is off the ground.

Software Conversion Planning Checklist

If your organization is due or overdue for a software upgrade, start the process by putting together a list of items you need to think about. What are the features in your old system that don’t work well? What capabilities does the old system not have that you believe the agency needs? Conversely, what capabilities are must-haves for the new system, and what kinds of features would be helpful but not essential?

Talk with software providers and have them do online demonstrations for you. When you’re building the case for spending money on new software, it helps to have firsthand experience with how the new software will bring greater efficiency and capabilities to your agency.

How will the data from your old system be converted to the new software? If the conversion involves accounting software, will the financial data be imported or will agency personnel need to make journal entries to make sure the starting data is accurate? It’s not always possible to import old data and if you must keep it available on a separate dedicated computer, that should be included in the planning. When old data must be preserved, typically it runs on a separate computer for about one year, which gives the agency time to go through all of its seasonal functions and deadlines that might require old data.

Include the people who will be using the new software in the discussion about conversion as early as possible. They may have insights you haven’t thought of. They also may be resistant to the idea of change, particularly if they’ve been using the same software for 10 years and have gotten used to its quirks. Getting buy-in for a software conversion should include agency staff, as well as the leaders who are required to approve the purchase.

Once you have narrowed down the search for a new software solution, reach out to other public agencies that are using the new software and find out what they think of it, both the positives and the negatives.

Cost

Enterprise software systems of the type used by local government agencies can be costly. The price tag depends on several factors, including the number of users, type of software or platform and current infrastructure such as hardware and peripherals. The cost can also depend on whether your organization is transitioning from a hosted platform to the cloud. If you’re moving to the cloud, another issue that must be addressed is whether your internet connection is fast enough to support it.

Most importantly, when a software provider gives you a bid, understand that you may be able to negotiate. Don’t assume the number is carved in stone. Software companies are often willing to work with local government budgets.

Training

Hopefully you’ve gotten buy-in from your agency staff for a software conversion. Now it’s time for the user adoption and training phase of the project, so you can make sure staff can use the new system effectively and with as little stress as possible. People don’t like change, especially if it affects their ability to do their jobs. They will feel more valued if they are given the right training and tools and if any complaints, they have about the new technology are heard and responded to. Training – both before installation of the new software and after it is in use – is essential, as is ongoing support from the software company.

Managing a major software conversion in a public agency generally goes more smoothly if the agency has an internal IT department (or at least one professional), or if it is working with an outsourced provider of managed IT services. These professionals can help identify software programs and platforms that are best suited to an agency’s needs, and they can advise on how to keep the cost contained.

If your organization is considering a major software conversion, contact an Adams Brown advisor.