You've done all the background work to understand your DMS requirements. You've been through the scoping and proposal process with potential suppliers and you've decided that Titan DMS is the solution best suited to your business.
What next?
The journey from contract signing through implementation and training to an empowered team seamlessly using our software can be difficult to visualise and feel complicated and challenging.
The good news is we've been through this process many times over the last 20 years, for businesses of every size and complexity so we understand how to lead your team through the process and make it as simple as possible.
However, it's important you have visibility on our process so you have end-to-end clarity of the whole process from first contact to an embedded DMS driving your teams performance.
A summary example of our process staging, actions, and milestones is below. Depending on the specific scoping of your installation these are open to change and the actual process will be tailored to your specific requirements.
Prior to any installation you will receive a full and detailed project plan of the individual steps to meet your specific requirements.
Hopefully this gives you full transparency on how we handle a typical installation. We can go into further detail at any point but this should give you a good overview on how we set your business and team up for success.
Stage 1: Project initiation and duration
- Signing the contract with Titan DMS
- Handover from Titan Business Development team to Titan Project Management team
- Set out baseline information and requirements in conjunction with client
- Create Sharepoint directory and project management structure (for shared communication between client and Titan PM team)
- MILESTONE: Project outline and tentative dates established
Stage 2: Planning and project management foundations
- Project "kick-off" meeting between client team and Titan Project Management team (PM)
- Identify and set PM communication, status updates and reporting requirements
- Determine data extract requirements and outline process
- Arrange on-site connection and scoping session with client/ Titan implementation team
- Proposed timelines, milestones, and deadlines set
- MILESTONE: Client team and Titan PM team have established project plan and communication foundations
Stage 3: Analysis, scoping and requirements
- Scoping questionnaire sent to client for detailed understanding of project specifics
- Analysis and determination of software architecture requirements
- Analysis and determination of information technology requirements
- Request for client artwork and related documents
- Provision of client CRM requirements
- Establish client team roles, responsibilities and communication requirements
- Plan manufacturer / OEM / third-party interface requirements
- Confirm installation dates, installation team requirements, and training requirements
- Establish client requirement of Titan product extensions
- Finalise scoping, analysis, and document requirements
- MILESTONE: Detailed customer requirements established, agreed and planned
Stage 4: Design and build
- Titan undertake system and infrastructure build to meet client scope requirements
- Creation of core client database
- Undertake initial data validation and accuracy reporting
- Establish client parameters for business units, third party integrations, and all system requirements
- System configuration (e.g. client warranty codes, billing codes, operational codes, department groups etc.)
- Parts department, sundry products, and aftermarket configuration
- Create or establish document specifications, CRM campaigns, OEM configuration, third-party integrations
- Two stage data migration validation test runs (to confirm process accuracy for go-live data conversion)
- General ledger mapping and validation for client sign off
- MILESTONE: System build and data migration tested and signed-off
Stage 5: Implementation and training
- Confirm the training plan and implementation resources
- Identify and enable all eLearning platforms and requirements
- Distribute training schedules with specific requirements established
- Go-live preparation actions (communication campaign to ensure stakeholder readiness)
- Go-live - implementation team on-site for the duration of installation and training
- Data extraction, conversion and ingestion to Titan DMS
- Testing and verification stage - across all departments and all client process requirements
- Staff training & support for installation duration
- MILESTONE: Successful installation, testing sign-off, training complete, issues register captured
Stage 6: Project closure
- Handover from Titan Project Management team to Titan Service Desk (Australia-based support team) for ongoing client support
- Project close-out meeting and issues and ongoing requirements captured
- Client satisfaction survey to capture feedback on process and outcomes
- Customer experience questionnaire (1 month post-installation) to capture experience feedback and actions
- MILESTONE: Project close out complete, support team fully integrated, feedback collected
As mentioned above, the individual steps within each stage will be split out and shared in a very detailed project action plan that will be specific to the requirements of each business.
The staging above represents a typical installation and is intended as a guide to bring some clarity to what can appear to be a complicated process.
Our project management and installation team have enormous experience in both the software we provide and the structure and individual processes of client businesses.
Our objective is to enable your team through our software and the above project steps are set out to achieve exactly that.
If you would like any further information on our installation process please CLICK HERE
Published:
January 29, 2025
Updated:
January 29, 2025
