Transition to a new financial package

Transition to a new financial package

Introduction

When transitioning to a new financial package within the organization, configuring and integrating the Spend Cloud with the new financial package is essential. The Visma | ProActive account manager can be contacted to schedule a consultant for implementing the integration. Each transition has its own challenges, and in this article, we aim to clarify the typical aspects involved in a transition and what falls under the standard services provided by the Visma | ProActive consultant.

Activities within the Implementation Product

Below are the phases and issues that occur in each transition and what is covered within the implementation product:
  1. Intake Meeting & Explanation of Required Data for Technical Configuration
    - Discuss points to consider for the financial package
    - Create a plan and discuss consultant availability
  2. Review Customer-Provided Data by Consultant
  3. Technical Configuration
    - Consultant establishes the connection, configures the Spend Cloud accordingly, and enables/disables any necessary configuration settings
  4. Determine Transition Method (New Administration or Hard Transition within the Current Administration on a Specific Day)
  5. Support for Initial Exports
  6. Closure
    - Agree on a period during which the consultant can still be consulted
    - Handover to support


Activities Not Covered within the Implementation Product

The above activities assume a configuration based on the existing setup. Any changes requiring the consultant to make adjustments in the Spend Cloud fall outside the implementation product and will incur additional costs based on actual hours worked.
  1. Double Work Due to Using a (Temporary) Test Environment to Test the Integration
    - Configuration or setup cannot be copied. If a test environment is used, the performed activities must be repeated in the production environment.
  2. Changing Configuration, such as:
    - Renumbering master data
    - Moving from master data per administration to one list of master data or vice versa
  3. Exceeding the Number of Hours the Consultant is Available, as Discussed During the Intake Meeting

Scenarios

In some scenarios, it's inevitable to perform activities beyond the standard implementation product. Here are some scenarios and considerations:
  1. Environment with Multiple Administrations Enabled
    - Enabling multiple administrations may require enabling and configuring master data lists per administration.
    - If the environment continues to use a single administration, a test environment needs to be set up.
  2. Environment with Multiple Administrations Enabled; Master Data Lists per Administration
    - In the existing environment, an additional administration can be created for testing.
  3. Environment with Multiple Administrations Enabled; No Change in Master Data, Regardless of Whether There is One Master Data List for All Administrations
    - In the existing environment, an additional administration can be created for testing.
  4. Environment with Multiple Administrations Enabled; Master Data Will Change in Case of One Master Data List for All Administrations
    - In this scenario, there will be a conflict between existing and future master data. To test before transitioning, a (temporary) test environment must be set up.

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