Implementing an enterprise dashboard, a balanced scorecard, or another reporting solution is a big step and a big investment for any size of organi- zation. We’ve put together the following ten questions for use in fleshing out project plans, avoiding common challenges, and maximizing the suc- cess of your project.
1. What Are Your Needs?
Before starting any project, it’s important to know what you want to get out of it and how that will help your organization. Many projects go awry when technology is implemented for technology’s sake or when the focus is on the latest bells and whistles rather than what’s needed to meet the project requirements.
There are many companies that sell dashboard systems. Choosing a vendor that is not only familiar with your industry but that also focuses specifically on your industry will give you more assurance that certain pit- falls are avoided as the project moves along.
2. What Do You Have in Place Already?
Many organizations have some sort of reporting in place already. Sometimes it’s from a third party, and sometimes it is a piecemeal solution that’s been developed internally over time. Often different departments will have had put together their own reports without much communication with others.
Whatever the case, the next question to ask is what the relationship will be between the new solution and the old. One option is for the new product to exist alongside the other services, with each one generating their own reports. Another option is to integrate all of the packages so that they feed data into one central reporting platform. And the third option is for the new solution to replace all of the others.
3. What Is Involved in Integration?
The new reporting solution will need to integrate with your organization’s software applications and with any existing reporting applications. Vendors generally provide out-of-the-box integration with many databases and some common applications. Your business critical applications will generally be the least supported and the most difficult to connect to. Any applications that you’ve developed in house will also need custom integration.
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Ask your vendor how they will connect to the important applications.
Assess whether they have the necessary skill sets available for this and whether they can efficiently develop the necessary connectors in time to fit your schedule.
4. How Long Does Installation Take?
It is very common to hear of dashboard projects that have gotten a year along and still aren’t displaying information. And still others require huge IT commitments with new systems and databases.
With a software appliance solution, the hardware can generally be installed in a matter of hours. You then don’t have to worry about installing an operating system and patches, loading software, or setting up external storage. Make sure your vendor’s project plan shows not only how long the entire project will take but at what points along the way you’ll see specific information reported.
5. How Easy Is the System to Use?
Some organizations employ a small team of people who are experts in writ- ing SQL queries for databases. They design the queries that run overnight and create the reports that have been requested from around the organiza- tion. This may work for them, but it is expensive, and it isn’t very scalable.
Some products wrap graphics around text forms where users still enter SQL queries, but this still doesn’t remove the requirement for specialized data- base knowledge.
Look for solutions that provide a graphical interface that is both flex- ible and requires minimal training to use. A web interface is easy to access from the different operating systems, which will support your users in dif- ferent departments. Make sure that it’s easy to find your way around the application since people will probably be using it frequently, and you want to minimize training and support calls. Also check how long it takes to get requested information from the system. Most requests should be fulfilled in just seconds with very few taking over a minute.
6. Who Will Use the System?
Another complication that comes up in dashboard and other reporting projects is the expansion of scope. One department may start a reporting initiative, and then once it gains momentum, other departments want to get onboard. Though it’s great to have everyone moving in a common direc- tion and using a common system, care needs to be taken to keep the project organized, make sure everyone’s needs are met, and make sure everyone can use the system.
Plan ahead on what it will take to scale the system inside your organi- zation. Estimate how many people might be using the new dashboard at once, and check that the proposed solution will support that number. Then work with the different departments to determine in what order and at what point in the project their information will be added to the dashboard.
7. Can You Get Customizations?
Every industry is different, and within each industry, every organization is unique. An out-of-the-box solution can cover many of your needs, but with customizations specific to your environment, your solution can truly become part of and improve your organization.
Discuss the uniqueness of your environment and the specific custom- izations you’re interested in with the vendor. See what is both possible and efficient for them to add in your installation. Some vendors will give you a certain amount of customization at no charge.
8. What’s Involved in Operations and Maintenance?
There is no standard architecture for reporting systems so you’ll have to look closely at what’s involved in running a specific vendor’s product. The first thing to look at is the hardware. After counting the main system, look to see what else is required, from database servers to auxiliary reporting serv- ers or a front end web server for the user interface. Next is software, which includes the reporting software, operating systems, any database, and other third-party software. And last on the list is supporting your user community through training, support calls, and configuring new charts and reports.
All of these things require time. Look closely at how a vendor’s solution will extend your IT infrastructure, and calculate how many additional full- time employees you will need to support the product on an ongoing basis.
Aim to work with a vendor’s product that requires little or no support.
9. What Does the System Cost?
No matter what a vendor charges you for a dashboard or reporting system, it is important to look beyond the sticker price to the total cost of owner- ship. This can be divided into two parts.
The first is to assess the cost of the installation. This includes the hard- ware and software, as well as any vendor services for the installation, including integration and customization. The other part is the cost involved in run- ning and maintaining the system. This includes the vendor’s support and maintenance contract, the support and maintenance on any new hardware and software for the installation, and finally the human resources.
When selecting a vendor, make sure you’re getting the functionality you need and that you’re not also buying a lot of features you’re realistically
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not going to use. Then make sure that the system footprint is small in order to minimize both installation cost and ongoing expense.
10. How Long Will It Last?
The final question to ask is how long this new dashboard or reporting solution will last once you’ve spent the time and money to implement it.
Consider what your needs will be tomorrow, how well the product will grow with you, and how easy it is to work with your vendor. Discuss what information you might want, and see where that fits in on your vendor’s roadmap. Make sure you can start using the product as soon as possible in order to maximize your project’s useful lifetime and return on investment.