Deltares

Deltares gets off to a flying start with ERP system

Change management services Be Ready, and user acceptance play a crucial role.

The Business Case

Deltares, the Delft-based institute for research and consulting in water management, has chosen Maconomy software to manage their key processes. Since the beginning of 2009, the Maconomy software is being used for project registration and financial management.

PwC and Soest-based, Be Ready for Change were chosen to provide the support services necessary for a successful implementation.

Deltares came into being in January 2008 as an independent institute for applied research and specialist consulting. Previously separate organisations, now under the Deltares umbrella, include WL / Delft Hydraulics; GeoDelft; TNO Built Environment and Geosciences and parts of The Department of Transport, Public Works and Water Management (Rijkswaterstaat).

The institute employs over 800 people across numerous locations. Making collaboration easier and increasing synergy between the different organisations were key objectives that drove the implementation of a single, integrated project management and accounting system.

At the beginning of 2008, a project team was set up within Deltares to select an ERP system. Maconomy was found to have the closest fit with work processes within Deltares. PwC was assigned the role of project management and quality control. Be Ready for Change worked with them to set up the new system and document its processes. Be Ready for Change also mapped out a change management strategy for the implementation..

Change Management

Deltares was well aware of the important role change management would play in the overall success of the project. Deltares is a new organisation, and at the time, was in the midst of integrating various business units. “From the outset, we intended to engage a third party to work alongside Maconomy and PwC, to develop documentation and training material” says Ron van Leeuwen, the project leader.

Having seen proposals from a number of providers, Be Ready for Change stood out as the obvious choice. According to van Leeuwen, “Be Ready stood out because, not only did they have experience with this type of ERP system, but they were also very conscious of the human aspect of the whole process”. As such, Be Ready was asked to consult on the development of a communication strategy and ways to strengthen user acceptance within Deltares.

Be Ready for Change paid particular attention to developing clear documentation and training material and well as informing targeted users professionally and timeously.

“Amongst other things, comprehensive web based training was developed to help users to get started with the new system. This reduced our training costs considerably. Users could follow the training at a time that suited them best”, says van Leeuwen.

The Be Ready Approach

800 employees have completed the training and gained access to the Maconomy system. Completion of the training was a prerequisite for gaining access to the new system, in order to minimise pressure on the in-house Maconomy help desk.

“This also worked well”, says van Leeuwen. “Even our Board of Directors complimented us on the speed at which the strategic implementation was carried out. I must admit that I’m proud of this.”

Be Ready for Change worked within the project organisation, and contributed to the improvement of the user interface, the capturing of processes and task descriptions, as well as the development and implementation of communication and training strategy to support the overall Maconomy implementation.

Two surveys were carried out amongst Deltares employees, to evaluate the effectiveness of communication about the Maconomy implementation. A benchmark survey was conducted at the beginning of the project and a second, one month before Maconomy went live. The purpose of the second was to establish what effect the change management interventions had had so far, and to make any necessary adjustments.

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Ron van Leeuwen is most appreciative of Be Ready for Change’s contribution; “In PwC and Be Ready we have found two extremely professional and reliable partners. Without them, this project would not have been a success. Both parties know all the pitfalls in these types of undertakings, and they provided a good sounding board for a project manager.

Be Ready carried out the agreed deliverables in a most practical and efficient manner. The web-based training, communications for various media formats, including electronic newsletters and verbal presentations all added value to the project.

The way Be Ready managed its budget was also appreciated. Be Ready did not spend any unnecessary time on site, and billed its hours in a fair and credible way. This professionalism was greatly appreciated. In a nutshell, a professional, reliable service that met all our expectations.”

A valuable partnership with PwC

Maarten Broekhuizen, senior consultant for PwC, leader of the project as a whole, speaks of a “valuable partnership”. “I am impressed: with the change management tools used, from an electronic survey to the web-based training and the quality and speed at which work was delivered was fantastic”. Be Ready is not only a sounding board for the client, but is able to maintain good contact with all involved. This ensures that all parties work towards a common objective, particularly crucial for a “big bang” project like this one. I am already looking forward to the next project.”

The results in a nutshell

Maconomy live for 800 users
7 web-based training modules for all users
4 web-based training modules for project leaders
Effective communication and training strategy implemented
Quick reference calendar
Project delivered on time and within budget

For more information on this project, contact Arie Huisman, Managing Director – Be Ready for Change B.V.

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