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PREPARING FOR AN ERP UPGRADE
CHALLENGES AND OPPORTUNITIES FOR HEALTHCARE ORGANIZATIONS
TABLE OF CONTENTS
THE ERP UPGRADE CHALLENGE
THINGS TO CONSIDER BEFORE THE UPGRADE
GREAT BUSINESS OPPORTUNITIES
PROJECT PREPARATION CHECKLIST
ESTABLISH AN EXECUTIVE STRATEGY
01 • Symphony Corporation • www.symphonycorporation.com • info@symphonycorp.com
THE ERP UPGRADE CHALLENGE
OPPORTUNITIES FOR BOTTOM-LINE IMPROVEMENTS
Regardless of what version of ERP you are on, an upgrade
decision is in your future. Upgrade projects are often seen as
non-strategic initiatives that are required to stay current to
be supported by your ERP vendor. These projects can place
an undue burden on the organization in the form of costs,
resources, risks that the organization would rather not take.
Preparing and going through an upgrade can seem
intimidating for many reasons such as limited staff availability,
lack of the appropriate skillset or experience, unexpected
events in the organization, or other priorities and projects.
Despite obstacles, there may be many opportunities to
streamline the upgrade process that will lead to efficiencies in
areas and therefore positively impact your bottom line.
02 • Symphony Corporation • www.symphonycorporation.com • info@symphonycorp.com
THINGS TO CONSIDER BEFORE
THE UPGRADE
Modules Licensed Versus Modules in Use
For many organizations the original implementation was
rapid and not all of the licensed modules were deployed.
Prior to an upgrade, take inventory of what ERP modules your
organization is permitted to use. Analyze exactly what the
unused modules do to see if there is a benefit in configuring
them to your organization.
Current Functionality and Business Processes
There is a good chance that not all features of the software
were implemented effectively and, as a result, the system is
underutilized. Interview the user community to find out what
are the areas of concern well in advance of an upgrade.
Update Policies, Procedures, and Documentation
When an application has been in use for a extensive period
of time, inevitably business processes change. A review of an
03 • Symphony Corporation • www.symphonycorporation.com • info@symphonycorp.com
organization’s business processes should be compared to
the documentation, and any updates that are required
should be revisited.
Workflows
Most likely the workflows that are in place have been
functioning since you have been live on the application. Now
is the time to see if the workflows are fulfilling the business
and audit needs.
Reports and Forms
Are users satisfied with the existing reports and forms within
the ERP applications? Is senior management satisfied with
the reporting that they receive? An inventory of reports/
forms should be taken to see the number of reports or forms
that are being generated.
Analytics
When preparing for an ERP upgrade an organization should also
consider analytics. Is there an analytics or data management
tool within the organization? If so, will the upgrade impact the
data models or output from the tools? If you do not have an
analytics tool is there a plan to move to analytics?
04 • Symphony Corporation • www.symphonycorporation.com • info@symphonycorp.com
GREAT BUSINESS OPPORTUNITIES
LIE IN THE ABILITY TO ANALYZE
TRENDS QUICKLY
Today’s greatest business opportunities lie in the ability
to analyze trends quickly and interpret signals to uncover
profitable new ways to run your organization while servicing
your customers. Analytics provides the tools that will find
these opportunities by combining information from your ERP
applications and other systems, such as the EMR (i.e. Cerner,
Epic), into logical data models.
Consider interviewing key business areas prior to the upgrade.
Some areas that should be considered are as follows:
Supply Chain Management
Get greater visibility into detailed spending and
understanding spending and performance to effectively
negotiate with vendors.
05 • Symphony Corporation • www.symphonycorporation.com • info@symphonycorp.com
Finance
Improve the finance health of the organization by easily
identifying financial trends to analyze key growth metrics
including net patient revenue, operating income, and
EBITDA. Improve the ability to research financial stability of
facilities including an analysis of key measures such as cash
on hand, days sales outstanding, total long term debt and
much more. Analyze new Medicare penalties and incentives
such as readmission penalties and meaningful use.
Human Capital Management
Identify cost-saving opportunities and improve
personnel management.
Project Management
Monitor project health at any level and quickly identify
underperforming areas.
Health care Systems
Integrating the data from your healthcare systems with
your ERP data.
06 • Symphony Corporation • www.symphonycorporation.com • info@symphonycorp.com
ESTABLISH AN EXECUTIVE STRATEGY
Build the upgrade project charter. This serves as your final
upgrade plan and includes the following pieces:
• Project Objectives.
• Scope.
• Timeline.
• Change Management Strategy Infrastructure Plan.
• Project Roles and Responsibilities High-level Project Plan.
• Budget.
The key to a successful upgrade is a good plan. Avoid a
technology-only upgrade strategy. This can be avoided with
early planning that involves the business community. Behind
every successful upgrade is a good upgrade plan.
07 • Symphony Corporation • www.symphonycorporation.com • info@symphonycorp.com
CONTACT SYMPHONY CORPORATION
Symphony’s ERP practice is built on its deep and longstanding
experience with healthcare organizations for over 20 years,
with over 1,000 successful ERP projects to date.
Contact Symphony Corporation at info@symphonycorp.com
to discuss how we can guide you through this critical planning
phase of your ERP upgrade. Remember that this is not merely
a technology project, but rather a business transformation
project enabled by IT!
WWW.SYMPHONYCORP.COM
SYMPHONY CORPORATION
22 E Mifflin Street, Suite 400
Madison, Wisconsin 53703
Phone: 608.294.4090
Email: info@symphonycorp.com
www.symphonycorp.com

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Preparing For an ERP Upgrade - Challenges and Opportunities for Healthcare Organizations

  • 1. PREPARING FOR AN ERP UPGRADE CHALLENGES AND OPPORTUNITIES FOR HEALTHCARE ORGANIZATIONS
  • 2. TABLE OF CONTENTS THE ERP UPGRADE CHALLENGE THINGS TO CONSIDER BEFORE THE UPGRADE GREAT BUSINESS OPPORTUNITIES PROJECT PREPARATION CHECKLIST ESTABLISH AN EXECUTIVE STRATEGY
  • 3. 01 • Symphony Corporation • www.symphonycorporation.com • info@symphonycorp.com THE ERP UPGRADE CHALLENGE OPPORTUNITIES FOR BOTTOM-LINE IMPROVEMENTS Regardless of what version of ERP you are on, an upgrade decision is in your future. Upgrade projects are often seen as non-strategic initiatives that are required to stay current to be supported by your ERP vendor. These projects can place an undue burden on the organization in the form of costs, resources, risks that the organization would rather not take. Preparing and going through an upgrade can seem intimidating for many reasons such as limited staff availability, lack of the appropriate skillset or experience, unexpected events in the organization, or other priorities and projects. Despite obstacles, there may be many opportunities to streamline the upgrade process that will lead to efficiencies in areas and therefore positively impact your bottom line.
  • 4. 02 • Symphony Corporation • www.symphonycorporation.com • info@symphonycorp.com THINGS TO CONSIDER BEFORE THE UPGRADE Modules Licensed Versus Modules in Use For many organizations the original implementation was rapid and not all of the licensed modules were deployed. Prior to an upgrade, take inventory of what ERP modules your organization is permitted to use. Analyze exactly what the unused modules do to see if there is a benefit in configuring them to your organization. Current Functionality and Business Processes There is a good chance that not all features of the software were implemented effectively and, as a result, the system is underutilized. Interview the user community to find out what are the areas of concern well in advance of an upgrade. Update Policies, Procedures, and Documentation When an application has been in use for a extensive period of time, inevitably business processes change. A review of an
  • 5. 03 • Symphony Corporation • www.symphonycorporation.com • info@symphonycorp.com organization’s business processes should be compared to the documentation, and any updates that are required should be revisited. Workflows Most likely the workflows that are in place have been functioning since you have been live on the application. Now is the time to see if the workflows are fulfilling the business and audit needs. Reports and Forms Are users satisfied with the existing reports and forms within the ERP applications? Is senior management satisfied with the reporting that they receive? An inventory of reports/ forms should be taken to see the number of reports or forms that are being generated. Analytics When preparing for an ERP upgrade an organization should also consider analytics. Is there an analytics or data management tool within the organization? If so, will the upgrade impact the data models or output from the tools? If you do not have an analytics tool is there a plan to move to analytics?
  • 6. 04 • Symphony Corporation • www.symphonycorporation.com • info@symphonycorp.com GREAT BUSINESS OPPORTUNITIES LIE IN THE ABILITY TO ANALYZE TRENDS QUICKLY Today’s greatest business opportunities lie in the ability to analyze trends quickly and interpret signals to uncover profitable new ways to run your organization while servicing your customers. Analytics provides the tools that will find these opportunities by combining information from your ERP applications and other systems, such as the EMR (i.e. Cerner, Epic), into logical data models. Consider interviewing key business areas prior to the upgrade. Some areas that should be considered are as follows: Supply Chain Management Get greater visibility into detailed spending and understanding spending and performance to effectively negotiate with vendors.
  • 7. 05 • Symphony Corporation • www.symphonycorporation.com • info@symphonycorp.com Finance Improve the finance health of the organization by easily identifying financial trends to analyze key growth metrics including net patient revenue, operating income, and EBITDA. Improve the ability to research financial stability of facilities including an analysis of key measures such as cash on hand, days sales outstanding, total long term debt and much more. Analyze new Medicare penalties and incentives such as readmission penalties and meaningful use. Human Capital Management Identify cost-saving opportunities and improve personnel management. Project Management Monitor project health at any level and quickly identify underperforming areas. Health care Systems Integrating the data from your healthcare systems with your ERP data.
  • 8. 06 • Symphony Corporation • www.symphonycorporation.com • info@symphonycorp.com ESTABLISH AN EXECUTIVE STRATEGY Build the upgrade project charter. This serves as your final upgrade plan and includes the following pieces: • Project Objectives. • Scope. • Timeline. • Change Management Strategy Infrastructure Plan. • Project Roles and Responsibilities High-level Project Plan. • Budget. The key to a successful upgrade is a good plan. Avoid a technology-only upgrade strategy. This can be avoided with early planning that involves the business community. Behind every successful upgrade is a good upgrade plan.
  • 9. 07 • Symphony Corporation • www.symphonycorporation.com • info@symphonycorp.com CONTACT SYMPHONY CORPORATION Symphony’s ERP practice is built on its deep and longstanding experience with healthcare organizations for over 20 years, with over 1,000 successful ERP projects to date. Contact Symphony Corporation at info@symphonycorp.com to discuss how we can guide you through this critical planning phase of your ERP upgrade. Remember that this is not merely a technology project, but rather a business transformation project enabled by IT! WWW.SYMPHONYCORP.COM
  • 10. SYMPHONY CORPORATION 22 E Mifflin Street, Suite 400 Madison, Wisconsin 53703 Phone: 608.294.4090 Email: info@symphonycorp.com www.symphonycorp.com