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Information Management, Data Integration and
Program Implementation

The Missing Links

by Douglas F. Spaulding

Today, information is the most important resource. In all areas of life people depend on information to make decisions and direct their future. The quality, quantity and accessibility of that information becomes more critical everyday. Without correct or accurate information the best decisions can not be made and the level of risk is increased.

Technology must be considered one of the saviors. Without it decision making is limited to locally accessible information. With it, information access can be expanded globally, if required. The problem with technology is that it only fixes part of the problem. Having access only helps when the information is the right information, accurate, current, and retrievable. For technology to really work for the retrieval of information; the storage, indexing, control, and maintenance of that information is absolutely critical. In addition, the available information must be in the right format. Having a large amount of available information does not help unless it is the information, which is needed.

The real cost of implementing information management technology shows up in data entry and maintenance of information, not in the cost of site licenses. Too many times companies rush to place all related information within an information management system without considering whether it is useful and what the maintenance of that information will ultimately cost. Companies often fail to determine how the information is to be used, or by whom, and how often. Companies often do not maintain much of the information effectively or efficiently, because of the sheer magnitude of the information data files. This failure to maintain the quality of the information will, over time, erode the confidence of the users in the information in that system. The result is reluctance for continued use and maintenance of this technology and a move back toward very limited access of local information systems, such as a desktop data base or hardcopy manuals.

Trust is a major factor in implementing technology or any change. The user must believe in the products and processes. They need to see real value in utilizing and maintaining them. Without trust the users will never totally buy in to this technology and the implementation will ultimately fail.

Root Cause of the Problem

In the rush to become competitive in today’s market companies must identify and solve problems quickly and cost effectively. Many times the problems are identified, however, no time is taken to really understand either the problem’s impact or the required solution. Often companies take what little information they have and rush to make a decision, or ask product vendors to provide them with solutions.

• As an independent entity, we assist you in the collection and analysis of the data without the prejudices of current involvement. Through this data gathering process we help you determine your real problems verse the perceived problems.
• We help you to create a specification for the best solution that will address all of the findings.
• During this process ACI reviews your legacy systems and gauges the adequacy of those systems. It is our intent to use as much of the existing processes and systems as possible. This reduces both the implementation time and the potential cost of implementation.

Sub-optimization is a Threat:

When a specification is provided to a software vendor do you always get exactly what you require? Probably not. However in the vendor’s defense, they merely review your specification, generalize it, and then provide their off the shelve "canned" solution in a true effort to satisfy the requirements. Although the vendors are sincere in this practice, the problem is their products must be developed for the whole market, not just your specific requirements. As a result, their solution may only fit some of your needs and modification of their product to fit all of your requirements may not be possible at the price you would be willing to pay.

To add to the dilemma, usually the in-house evaluation of the product, which is to provide the solution is performed by a subset of the end users or in some cases by a separate group who will not ultimately be using the product. In addition, the conclusions are sometimes made based on the specific knowledge of the evaluation group, without necessarily taking in to consideration all of the other end users needs. The result, of course, is the potential acceptance of a solution that solves only a small part of the real (whole) problem.

• We will take your specification and work directly with the vendors to identify the best solutions.
• ACI has been involved in the evaluation and implementation of many different types of systems, we use that knowledge to ensure that the solution is the best available.
• We look at the products provided with the future in mind and how you will want this product to perform in the future. Flexibility and the capability to up-grade are very important parts of the evaluation that we take into consideration.

Implementing the Savior

Now that you have purchased the software, which is to be the savior and all your problems are solved, why is it that you are not showered with praise by the personnel using the product. You have taken all this time to find the savior, shouldn’t you be able to give it to the end users and expect them to implement it quickly and effectively?

This problem is fairly simple and very common. It is based on the principle that significant change will only take place when the people affected by the change really want to change.

Sounds like another feel good solution, doesn’t it? Well, it is, but in this case there are no other real solutions. Mandating significant change doesn’t usually work well; therefore, you need the operating personnel to want to change.

ACI has the knowledge and the expertise that can provide you a successful implementation process for information management technology that will truly resolve your problems. Our methodologies for producing the necessary cultural changes and ensuring this success are proven to result in both increased company productivity and cost efficiency.

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"The Missing Links" - Douglas Spaulding

An Information Technology Whitepaper