How does the implementation of Fluenta modules work? What are the milestones of the project? How should an organization prepare for the implementation? Learn all about it from this article!
1. Who is involved in the implementation?
The implementation of modules is led by a project team consisting of experienced Customer Success Management colleagues, whose main task is to learn about the expectations, goals, and current business processes of the client. This information is provided through regular online meetings.
2. What departments are affected by the implementation process on the client's side?
It is important to note that the implementation of a new procurement system does not only affect the purchasing department; the newly developed processes will impact the operations of the entire organization. Depending on the complexity of the project, the chosen Fluenta modules, and the level of digitization already existing in the organization, the changes might affect controlling, finances, sales, the legal department, or different professional or technical teams.
3. How many steps are there in the implementation process?
The implementation of Fluenta modules, depending on how much digitization has already been completed in the organization's internal workflows, usually consists of 4 steps:
Step one: gathering information
During the planning process, new processes are developed together with the client, and we identify the necessary changes in the client's workflows, set the goals for the implementation, and begin preparing the documentation.
Step 2: handing over the data forms
At this stage of the module implementation, it is decided exactly what information and data our client wants to collect in and report through Fluenta, and how they wish to recreate their individual processes in the system. These needs are communicated to us through the data forms we send our clients, which are designed to ensure that the data structure fits our client's long-term goals and reporting needs.
Step 3: implementation
Upon receipt of the data request documents, our project team starts recording client-specific settings and customized options in the Fluenta system. The uploading of the business data is followed by a thorough internal testing before we deliver the configuration for testing to our clients as well.
Step 4: live testing
In the final phase of the project, we provide our client's representatives with the opportunity to test the final business process in as much detail as possible and share it with the colleagues affected by the process, who can also be involved in the testing. We review the feedback we receive from these tests and make the necessary tweaks in the system. In preparation for the go-live, we set up the final authorizations and permissions for the designated colleagues and, if our client requests it, we also provide Fluenta company administrator trainings.
4. What client-side tasks are involved in the implementation?
The key to successful cooperation is that our clients provide our project team with as accurate information as possible about the current operation of the organization, the processes they wish to change, and the goals they hope to achieve, so that we can support them with the configuration and implementation of the Fluenta system. In addition, in the third step of the module implementation, the handover of data forms, it is essential to get well thought-out processes from our customers in terms of the different data forms, approval chains, and templates.
5. What happens after the implementation?
We do not abandon our clients when the implementation is complete; in the month following the system going live, our client’s Fluenta users are provided special technical support, and the Fluenta Customer Success Management team also keeps an eye on the key users of the system and continues to do their best to give our clients the support they need. If our clients need further modifications or forms, our team prepares a special offer for the additional features. And our customer support team is available on weekdays to answer any question you may have by phone or email, both in Hungarian and in English.
+1. Where can I find out more about the implementation of Fluenta modules?
If you have more questions on Fluenta implementation, fill out the following form to download our more detailed article, or contact our sales representative!
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