Monday, January 18, 2021
How an IT Implementation Project Runs: Owner's Guide
Updated September 2026: the original 2021 post described how IT vendors typically execute an enterprise platform project: phases with sign-offs, a team of project manager, functional and technical consultants, and study of the "as-is" process. I have expanded it into a guide for business owners on what to expect and how to take part.
Once you have chosen an implementation partner for your enterprise platform, the project runs in phases, each ending with your sign-off. Understanding how it works helps you contribute at the right moments, which is what most determines success.
Who is on the vendor's team?
- Project manager: plans, tracks and reports progress.
- Functional consultants: study your processes and configure the platform to fit.
- Technical consultants: build integrations, reports, data migration and any custom work.
What are "as-is" and "to-be" processes?
The functional team first documents how your business works today, the "as-is" process. They then design how it will work on the new platform, the "to-be" process. Differences between the two, called gaps, are resolved by configuration, changes to your process or custom development.
What does each phase involve?
- Discovery and design: as-is study, to-be design and a signed design document.
- Build: configuration, integrations and data migration preparation.
- Testing: system testing by the vendor, then user acceptance testing by your team.
- Go-live: final data migration and switch-over.
- Support: intensive help in the first weeks.
Why do sign-offs matter?
Each sign-off confirms that the phase met what was agreed. After sign-off, changes usually cost extra. Read documents properly before signing, involve the people who will use the system, and ask questions while changes are still cheap.
What should the business provide?
Knowledgeable staff with time set aside, quick decisions on design questions, clean data and active participation in testing. A vendor cannot configure your processes correctly without your people.
How long does an implementation take?
It depends on scope. A small, standard deployment for one business unit can take a few months; a multi-country implementation with many integrations can take a year or more. Be wary of timelines that seem short for the scope, and ask how much time is planned for testing and data migration, which are the parts most often squeezed.
What are common warning signs?
Missed sign-off dates, growing lists of gaps and testing squeezed at the end. Raise these early with the project manager and steering committee.