Wednesday, January 30, 2008

R.T.D.M. !

A few questions to ponder:

• Are you aware of any new features in the latest version of your financial software? 

• When a new release of the software is installed, how are you informed of new functions, changes, or what “bugs” were fixed? 

• Have you ever read the developer’s documentation on what is new and different about this new release? 

• Does your software provider even offer such a document?

If you are the controller or manager of a financial department, you should know the answers to the above questions!  Even if you use a consulting firm or a Value Added Reseller (VAR), this information should be available to you.  If not, you should raise Havoc!  Without this information, how can you effectively use the software?  Once you have the information, train your staff.  I do mean TRAIN your staff, just don’t throw a piece a paper on their desk.

If you are an accounting clerk, and if you don’t receive either documentation and/or special training covering new features or revised procedures in the use of the software, talk to your manager.  If you receive only documentation, study it very thoroughly.  If you have any questions make sure you get clarification!

There are some software developers that don’t provide hard copy documentation on new releases and rely on their VAR’s to bring their clients up to date.  This is usually not very effective.  Thankfully, there are developers out there that do offer new release documentation and even training classes covering the features of the new release. 

The bottom line?  R.T.D.M. (read the dang manual) ! 

Thursday, January 24, 2008

Dummy Saves the Day!

Software is constantly changing.  Why?  There are 3 main reasons:

1. Marketing and management want new software and/or enhancements to existing software to help increase sales.

2. Constant demand for new features from the users of the software.

3. New releases in the Operating System may require modifications to software.

Most experienced developers try to make their software bug free.  But, it’s not uncommon for them to “break” working code with these enhancements.  This can cause error conditions, alter results, or change logic.  Can’t they test every piece of code?  Not realistically, especially in the timeframe in which they have to work.  How many times have you, yourself, written a document, spellchecked it, proof read it, even had someone else read it, and it still has errors in it?  You can’t always catch every mistake.

I’m urging you to take an important step before you go “Live.” When you acquire updates to software, before you go live, test it with your company’s data. Your data may create challenges that the developer never, ever, would have thought of.  Every company, no matter how big or small, has quirks that no other company has. 

I know you claim that you test, but I mean REALLY test it, right down to the most elementary item.  It makes sense to create a dummy company on your system, and include your company’s “quirks” to challenge the new software.  Make sure you document what the expected results should be, so you can compare results during your testing.  Be sure to include quarterly and annual procedures and reporting.

Regardless, always test each and every update.  I know this takes time, but it will be less time than the time required to recover from a serious error in the software.  Don’t be the dummy!  Let your dummy save the day!

Have fun!

Thursday, January 17, 2008

A Small World After All

Recently, friends from Switzerland visited me for the Holidays.  They have their own business back home, and we had an interesting discussion about the differences in financial software between our 2 countries.

As you can probably guess, with the exception of governmental regulations and reporting, there is very little difference in the software needs between the 2 countries.  My friends had just migrated to a new financial system after an extensive search for software that would meet their needs.  Guess what?  European software isn’t any better than ours in the U.S.  In fact, most of their packages are even more antiquated!

My friends’ previous software didn’t even offer interfaces between the different packages (A/P, A/R, G/L, etc.)!  They operate a medium sized company and don’t need a VLFS (see blog, “Beware of the Giant in the Mouse Disguise”), but they have many of the same financial reporting requirements.  Their new system that they selected does offer manual interfacing between some applications, but as with many financial packages, it’s “buggy.” Their major concern was whether their staff would be able to handle all the little nuances of the software in their absence, as support from the software provider was poor.

It is somewhat assuring to know that other countries in the world have the same problems as we do, and we are not alone.  Wouldn’t it be grand if software developers would get it together and really develop good systems, instead of this semi-cooperative, one-upmanship marketing, no-real-change-attitude that we now have?

It’s a small world – let’s pull together!

Thursday, January 10, 2008

Are You Really Prepared?

After surviving the “storm of the century” this past week in California I observed how ill-prepared the world is (computer-wise) when a disaster hits.  It’s not only a matter of the lack of electricity, but the possible damage or total destruction of your facilities.  Damage from flooding, snow, mudslides, and hurricane-strength winds can change your world in an instant.

Even though you religiously perform backups every night (you do, don’t you?) they won’t help if your computer system is damaged or destroyed.  Do you have another physical site that can offer even limited services?  Do you have a hardware vendor that can supply overnight replacement?  And, if so, do you have a facility in which can use the replacement equipment?  Probably, the answer to the above questions is “No!”

Do you have a manual operations plan for when your computer system is not available?  Has the plan ever been tested?  Do you have recent hard copies of work orders, inventory levels, customer and vendor information, etc.?  Is this information available for emergency access and quick removal?

If you’re on your own phone system, do you have at least one provider-powered or over phone devices that don’t rely on electrical power?  If you have any other equipment that requires power, do you have manual powered alternatives?

Is your UPS powerful enough to withstand multiple hits from brown outs and total power outages?  How old is it?  Eventually their ability to protect your system diminishes to a point where it is no longer protecting your equipment. 

If the answer to any of the above is basically “No,” you need to ask yourself how long can your business survive without serving your customers?  In watching the effects of the recent storms, I wonder if some of our local businesses will weather the storm, or will their customers find alternate providers for now and maybe for the future.

Sunday, January 06, 2008

Beware of the Giant in the Mouse Disguise

Beware of a Very Large Financial System (VLFS) software provider that has entered the Medium-Sized Financial System market (MSFS).  At least, that’s what their current advertising claims.  What do they mean by medium-sized business? Their web site and media advertising is very vague and not informative.  It is next to impossible to research their information without contacting a sales representative to breathe down your neck. Contacting their sales staff is like throwing raw meat into a tank of Piranhas.  Not for the weak of heart!

I don’t hold much hope that this MSFS will be very good.  Heaven already knows their VLFS is very expensive and difficult to install.  It’s not that it doesn’t work, but you’d better have a lot of spare cash lying around.  I don’t believe they have ever come in on budget on any install.  Also, plan on some live-in consultants for quite awhile.  It may be cheaper to buy them a house to live in rather than pay for hotel bills.  And, the hardware requirements are notorious for being undersized, so be ready to purchase forced upgrades.

So why am I ranting about this MSFS without even trying it?  Because, unless they totally re-engineered their offering, and only downsized (?) their product, you will only get a smaller version of a larger problem.  It is extremely rare (like never) that a software developer will take the time and the money to totally re-engineer their software to gain the advantage of new ideas and new technology!

Look for a software company that has a proven design that takes advantage of current technology and is designed for your business.

Once again, it’s “Buyer Beware!” Good Luck!