You've done all the background work to assess your DMS requirements. You've been through the scoping and proposal process with potential suppliers and you've determined that Titan DMS is the best solution for your business.
What next?
The journey from contract signing through implementation and training to a fully empowered team seamlessly using our software can be difficult to visualise and, therefore, can 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 and end-to-end clarity of what our whole process looks like; from first contact through to an embedded DMS that drives your team's performance.
Below is an example of our process stages, key actions, and milestones. While these steps provide a general framework, the actual process will be tailored to your specific installation requirements.
Prior to any installation you will receive a full and detailed project plan of the individual steps for your business.
This overview is designed to provide full transparency into how we manage a typical installation. We can delve into further details at any time, but this should give you a clear understanding of how we set your business and team up for success.
Stage 1: Project initiation and duration
- Signing of 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 project communication, status updates and reporting requirements
- Determine existing data extract requirements and 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 and communication foundations
Stage 3: Analysis, scoping and requirements
- Scoping questionnaire set 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
- Plan client requirement of Titan product extensions
- Finalise scoping, analysis, and document and requirements
- MILESTONE: Detailed customer requirements established and agreed
Stage 4: Design and build
- Titan undertake system and infrastructure build to meet client scope requirements
- Creation of core client database
- Carry out data extraction from existing source and undertake initial data validation and accuracy reporting
- Establish client parameters for business units, third party integrations, payment providers 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 custom reports, document specifications, CRM campaigns, OEM configuration, third-party integrations
- Finalise scoping, analysis, and document and requirements
- 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)
- Project close-out meeting and issue, ongoing requirement capture
- Client satisfaction survey to capture feedback on process and outcomes
- Customer experience questionnaire (1 month post-installation) to capture experience and feedback
- 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 and will be specific to the requirements of each business.
The stages outlined above represent a typical installation and serve as a guide to provide clarity on what can sometimes seem like a complex process.
Our project management and installation team bring extensive experience in both the software we provide and the structure and individual processes of client businesses. Our goal is to empower your team through our software, and the outlined project steps are designed to achieve exactly that.
If you would like any further information on our installation process please CLICK HERE
Published:
January 30, 2025
Updated:
January 30, 2025
