For effective Installation and Training, the Company, the Software Installer, the Trainer and the User must work together with the ultimate goal of a successful, smooth-running system. The key to this success is the involvement of management. Our software like most software has a variety of options when setting up the system. These options are usually in the form of switches (or flags) which control how certain features and functions integrate or react with other components of the system. The steps that are usually followed are:
1. Install the software with basic settings.
2. Module by module, review each switch / flag with both the management and user making sure a thorough knowledge exists of all possible settings.
3. Have the Manager and the User select the setting and DOCUMENT the reasons for the selection. Note, that most of these types of settings can be changed without harm at any time. During testing is the best time to experiment. After that, to change the setting, we may need to be contacted to ensure that no other problem may be created.
4. The training of the software processes must start with learning about the static databases. That is databases of information that are the “Backbone” of the system (such as Customer database, Inventory Database, Employee Database and Vendor Database, plus others). The entry of data into each of these databases defines how stable your system will be. Some of our customers have their customer data in a “Spreadsheet” or another system so that we can import the current information into our software. This exercise then becomes easier as basic data must be checked and any additional information must be added.
Usually, the sequence of training depends on the customer and what is the most important part of the system to get running first. Each module has different “Backbone” databases which must be set up first.
5. For each module, the User will learn about
- Static or Master Database setup.
- Supporting databases required to be complete prior to startup.
- Data entry required by the module.
- Daily processing of the data entry.
- Daily reporting and audit reports required by management.
- Daily “Day-End” functions required.
- Weekly, Monthly and Year-end updates and reporting required.
- Special Features and Functions that are unique to the software.
- Integration between this module and other modules.
- Error/ Bug Reporting. It is important to report all bugs and error messages that appear on the screen.
6. Basic rules to live by:
- Rule #1: Garbage in = Garbage out.
- Rule #2: Do NOT memorize, Understand.
- Rule #3: Do NOT Guess, Ask.
- Rule #4: Make “Cheat Sheets” to help you with your daily work.
- Rule #5: Do NOT Assume, ASK & Understand.
- Rule #6: Move slowly through each module, Do NOT Rush! Take breaks.
- Rule #7: Better understanding encourages better use of the system.
- Rule #8: Better understanding encourages more use of additional features and functions.
7. Document what you learn. Our system comes with a system manual on disk which should be printed out as each module or database is discussed. Use the manual to make notes. The system also comes with a built-in “User Self Documentation” Tool. This Tool allows the user to make “Ad-Hoc” notes everywhere in the complete system. Whether you are on a Menu, in an Entry program, updating a Master Database, looking up something on an Inquiry Program or Running a Process or Report, by simply pressing F1, you will get into the “Self Documentation” Tool and you can make notes. These notes will be saved and may be viewed by anyone. They may also be printed to form a User “Bible” for each program.
