An important part of any digital transformation journey is a systems review. A systems review consists of inventorying current systems and technology to understand precisely what is available, the purpose of each software, and how it is used.
Let’s unpack a systems review in three steps:
- Identify current software systems used throughout the organization
- Define purpose of each system and the use of the software
- Understand the strategic plan around the software’s use and how the various software systems interface with one another
Step 1: Identify Current Software Systems
Before you can understand how the systems work or interact, you must identify each system used in the organization. These systems may include operations, accounting, communications, marketing, and so on. If you have an IT department, they can help you take a complete inventory of each system. It may be helpful to note whether the system is hosted on premises or cloud-based and when it was last updated.
Step 2: Define the Purpose and Use
This is a critical step. By defining the purpose and use of each software system noted in step 1, you’re thinking through the who, how, and why of software use. It is helpful to set up a spreadsheet with a column for each software that you’ve identified and then, defining the purpose and use of the software under it.
For example, you may have basic business accounting software that you use throughout your organization. List the name of the software, then include who uses it—accounting, finance, marketing, etc. Next, write down the various functions it provides such as accounts payable, accounts receivable, invoicing, check ledger, credit card reconciliation, bank reconciliation, and so on.
Step 3: Understand the Strategic Plan
In step three, you’ll add details to your software inventory about where the software fits into your organization’s overall plan. Accounting software supports all areas of the organization, providing the financial backbone from which all business can be transacted. But what about other software you use? Everything from the office productivity package that enables you to send emails and write proposals to the special software you graphics team uses to edit images should be used in some strategic way to fulfill your organization’s mission. Now is the time to document this information.
Fitting the Puzzle Pieces Together
After the inventory is complete, it’s time to fit the puzzle pieces together. Once you have everything down on paper, you may notice gaps among the software systems you are using. Perhaps you have many legacy systems that have aged and are no longer supported by the manufacturers, but you’re not sure what you need to replace them. Or, some of the software systems you’re using don’t interface with other systems, which causes bottlenecks, redundant data, and misinformation.
Note all of these on a “wish list.” Problems aren’t just roadblocks, but rather opportunities. As you complete your systems inventory, you’ll find some gaps that require special assistance to fill. That’s where working with Welter Consulting can help. Vicki Welter offers a free consultation that includes a systems review. You can schedule it by contacting her at vicki@welter-consulting.com
The right software can automate manual processes, improve efficiency, and help every department work better together. A systems review is an important step in an organization’s overall digital transformation.
Welter Consulting
Welter Consulting bridges people and technology together for effective solutions for nonprofit organizations. We offer software and services that can help you with your accounting needs. Please contact us for more information.
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