Agency Management System Conversion Checklist

Transcription

1 What to ask before you sign and what to expect after you do Agency Management System Conversion Checklist 1

2 No one ever said choosing a new agency management system was easy, but the homework you do before you sign on the dotted line will go a long way to ensuring you make the right decision. You need to make sure you have the right system, the right partner, and (often overlooked) the right conversion process. A system or provider may have the capabilities and service levels your agency needs, but if your data doesn t get there, you re lost. 2

3 CONTENTS Let this eguide serve as your checklist to ensure you re getting all of the above. We ll focus on questions that get at the potential provider s transition plan, training, and data transfer and back up. We ll cover Transition Planning... 4 Transition Timeline... 5 Data Processing... 6 Backup and Storage... 7 Training and Support

4 Transition Planning Initial Questions to Ask Start by finding out the basics. Ask questions that hit at the heart of the provider s transition system and preparedness. A few key areas are: Know your point people. Ensure the provider gives time for you to be in conversation with the conversion team so you feel comfortable with and know who you re working with during the process. Look in to where the conversion will take place. The closer you and your provider are during the conversion process the better so any glitches can be addressed immediately from both ends. Find out how much input you will have in setting the conversion timeline. The more a provider can work with you, the better the experience will be from a staff and client standpoint. 4 Who will guide your agency through the conversion? Will they remain with your agency afterwards? What issues can happen during conversion? What guarantees are offered for data integrity in the conversion? Is the conversion done by the provider or outsourced to a third party? How is communication managed if outsourced? Where is the outsourced resource located? How long will the conversion be once the new provider receives the data back-up? When will the conversion take place? Does your agency have input in timeline?

5 Transition Timeline Once you have a better idea of the who, what, where, when, you and you provider should come up with a transition timeline. Look to the provider for the proper steps and timeframes they should be the experts here. Feel free to offer in your own experiences and suggestions, but a good provider should have a handle on the process. Besides creating a timeline, you and your provider need to make a commitment to stick to the timeline. This means identifying potentially sticky areas that may require extra time, and working in the inevitable need for adjustment. Be clear on how to communicate any timeline changes so you can stay on the same page for a successful transition. Timeline Questions How have other agencies prepared? What are the most effective ways to help my agency learn? What is the transition timeline? How will you ensure we stick to this timeline? 5

6 Data Processing Preserving the integrity of your agency management system s data is critical in the conversion process. Ask your potential provider how they plan to deal with data transfer and processing. Get to know what to look out for and how the provider will ensure your data is effectively converted. Some providers require data to be in a specific format for transfer, while others covert to the desired format as part of their processes. Be wary of providers that put a lot of the data prep on you this can cause problems during conversion if your data doesn t match their requirements. Data Processing Questions How much data is actually converted? What type of documentation is provided as to what will convert and what won t convert? Will you work directly with my data or do I have to provide csv. files and spreadsheets? Will you run a test conversion? Will my agency be directly involved in data processing? To what degree? 6

7 Backup and Storage The other issue around post-data transfer is the burden of responsibility. Find out before the conversion if the provider gives any safeguards should anything go wrong during data transfer. Include questions about how to communicate any glitches and expectations on when problems will be resolved. Backup and Storage Questions What happens when there are data clean up issues? Who is responsible for correcting data issues? Don t forget about the aftermath of conversion. Find out from your provider where your data will be stored, and for how long. Most providers should include data back-up and storage as part of the transition process. You need to be sure you re fully aware of what that back-up and storage looks like, and if there are any extra fees involved. How do we communicate issue to you? What should our expectations be for response time? Will you provide a backup on request? How and where is backup data stored? For how long? 7

8 Training and Support Your conversion is only complete once the last piece of data has successfully transferred and your staff is well versed and comfortable with your new system. This process of learning will take much longer than the data conversion piece, but it is worth the wait. Be sure your provider is in it for the long haul by asking about training and support before, during and after the conversion takes place. Training and Support Questions What type of training will be provided for the transition? Online? Onsite? Blend of both? How many trainers will be onsite? For how long? If additional training is needed what are the costs? How will you tailor training to my agency s specific needs? Will you work with me after the conversion if I want to make any adjustments post-initial conversion? Will additional training be offered as updates are made? At what cost? 8 What additional transition supports can you provide? User groups? Personalized troubleshooting?

9 Armed with this checklist, you ll be sure to avoid potentially disastrous transitions and set your agency up for a smooth switch. We at SIS know not all conversions are created equal, and have worked hard to ensure the over 500 conversions we ve done leave our clients stress and worry-free. In fact, we ve performed most of them in seven days or less. We d love to talk with you about how our Partner XE can meet your agency s needs, and how our dedicated transition team can ensure your data and your staff make the switch with ease. Contact us today and bring your checklist! 9

10 notes Transition Planning Transition Timeline Data Processing Backup and Storage Training and Support

11 About SIS Headquartered in Columbus, Ohio, Strategic Insurance Software (SIS) is the team behind Partner XE an innovative web-based insurance agency management system that helps independent agencies streamline workflow and grow their business. Built on a foundation of strong technology and exceptional service, we re moving forward with a constant eye on innovation that will make independent agents lives easier. About Partner XE Supporting downloads from nearly 300 carriers, real time interaction, integrated agency accounting, and much more, Partner XE is a full-featured agency management system at an affordable cost for the independent insurance agency. For more information, please visit Arlingate Plaza, Columbus, Ohio