Project Management

Case Study Number One: Split of a partnership into three unique companies

Project description: Split a single accounting system database into three databases. Prepare one of the databases to be on a separate hardware configuration from the other two.

Complexities: Identifiers such as organizations and vendors, which were used in other systems unique to one of the three new businesses. Identification of enhancements that could be made for each of the new entities. Maintain reporting functionality during split and then improve each new organization’s reporting.

Resolution: Completed on time and on budget. Each of three organizations could access their respective data, reporting was complete and links to other systems intact.

Case Study Number Two: Combining of two companies accounting systems

Project description: Combine the databases of two merged companies into one database. The companies were using the same accounting software but were on slightly different versions and were on different hardware platforms.

Complexities: The parent company system had to be moved to a new platform for stability, size and Y2K reasons. The merging company had serious system stability concerns that had to be quickly addressed. The parent company also required data to be uploaded to another system on a monthly basis and that could not be disrupted. Duplication of vendors and other unique identifiers. Business and reporting processes review had to be undertaken. Differing methods of recording revenue even though both companies were in the midstream business created difficulties for chart of accounts conversion. Maintain reporting functionality during split and then improve turnaround time of reporting and speed of access to data and information for all users.

Resolution: Completed on time and on budget. Business processes not completely amalgamated at this time due to requirements external to accounting. Reporting processes completely merged. Links to other systems secure. Improvements to data access reduced data management complexities and significantly reduced reporting and turnaround time of reports.

Case Study Number Three: Conversion of one accounting system to another and combine it with an existing database

Project description: Part of the parent company’s operations was recorded in another accounting system. Required to convert this database to the accounting system used by the other operations and combine the new database with the existing database.

Complexities: Review of business and reporting processes. Converting from an unstructured database to a structured database. Vendor identifiers and related information to be able to create aged reports. Recreating reports to be ready for conversion date. Retraining staff that were somewhat resistant to change. Maintain reporting functionality during split and then improve turnaround time of reporting and speed of access to data and information for all users.

Resolution: The original schedule was very ambitious due to restructuring of the organization. The restructuring impact on staff lead to various time conflicts of internal staff and therefore the project was not completed within the requested time frame. However, the project was within budget. The users have better access to their data, input is easier and faster, links to other systems are improved and reporting is faster with more options!