The main reason for changing the financial system was to ensure that the new system could easily be integrated with the other systems within the organization. The current system had created issues when there was an attempt to integrate it with the other systems. The lack of integration had also caused problems with data transfer and importation of data from other systems. Users had complained for a long time regarding the need for integration and this ensured that it would be easy for them to adapt to the new system. With proper buy-in from the users and the management the change was expected to run smoothly. However, it is always vital that the organization be prepared for any resistance from users due to the changes being implemented. Changes bring with them disruption and human beings tend to resist any change. The change being proposed might be beneficial for the whole organization, but some people feel like it will bring with it additional work or make their processes different. This is what causes differences and resistance. The company is an investment company, there was a need for the organization to streamline its operations and processes. By integrating the systems, the organization would be able to create cohesion between the data that is being shared within the organization.
Preparing for the new system begun with the employees undergoing a workshop to demonstrate how the new system will easily integrate with the other systems. Current users were also undertaken through training and the major processes for the new system. Employees were prepared early enough and they understood what the new system would offer (Arnold & Wade, 2015). With buy-in from the users and the management, preparation shifted to purchase of the requisite equipment (computers and servers). This was geared towards ensuring that the equipment the organization had would be able to meet the requirements of the system.
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Data entry would be done beforehand to ensure that once the new system is implemented operations would run smoothly.
Training was scheduled to continue even after the new system has been implemented within the organization. This would offer the employees the opportunity to practice using the system under the watchful eyes of the trainers. Practical training with live data would also ensure that the employees understand how the new system operates. With this understanding, it would also be easy for them to train other users. The organization had ensured that there are change champions who were charged with ensuring that the employees were motivated to embrace the new system. Change champions are charged with communicating about the new system and the changes that they organization would undergo. The transformations are communicated using these champions because they can easily integrate and relate well with the other employees. As has been noted, the organization had made use of change champions who are mostly charged with ensuring that employees understand the implications that the system will have on the organization. Facilitating for the change, the champions will be the link between the management and the employees.
With the new system, it would now be easier for the employees to process information almost at real-time and changes within one system or area will be reflected immediately. This makes it easy for the employees to note and make changes accordingly without having to delay due to lack of integration. Information that is shared in real-time can be acted upon much faster and any business that is time critical can be handled almost immediately (Peters, 2014). Streamlining the internal processes will also ensure the organization is able to process….....
Arnold, R. D., & Wade, J. P. (2015). A definition of systems thinking: a systems approach. Procedia Computer Science, 44, 669-678.
Davis, A. P., Dent, E. B., & Wharff, D. M. (2015). A conceptual model of systems thinking leadership in community colleges. Systemic Practice and Action Research, 28(4), 333-353.
Kunze, O., Wulfhorst, G., & Minner, S. (2016). Applying systems thinking to city logistics: A qualitative (and quantitative) approach to model interdependencies of decisions by various stakeholders and their impact on city logistics. Transportation Research Procedia, 12, 692-706.
Peters, D. H. (2014). The application of systems thinking in health: why use systems thinking? Health Research Policy and Systems, 12(1), 51.
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