Project Lead implementation new financial backoffice

Approach

The implementation was divided into 2 projects:

• Project BICWIN (migration of accounts)
• Project WISH (migration of pricing and invoicing)

Hict was asked to coordinate these projects. The objectives were:

• Ensuring the continuity of activities
• Optimising financial flows
• Manage and unify the processes in the different entities
• Hospital-specific financial consulting
• Managing the collaboration between the Healthcare provider and the Healthcare suppliers

For both projects the project approach is based on the Prince 2 principles, whereby each project has a project team consisting of the project sponsor, Hict as project leader, the external software supplier, the user groups and the internal IT supplier. The senior users of the projects represent the interests of all users. They have the final responsibility for the functional part of the new software package. The key users are mandated for all installations within their cluster responsibility. The role of this key user is of a permanent nature and is not limited to the duration of the project. This way they remain the point of contact for the users at the institutions.

Here are some specific roles of the key user:

• Informing and advising users on the progress of the developments
• Follow and monitor project-related training courses and ensure that every end user follows them
• Supporting end users
• Ensure a smooth transfer of the project
• Reporting incidents
• Monitoring the risks to users
  

Training and communication:
In a new project, it is important to focus on explaining the new application and guiding the end users.

• Communication via
  
  
  • the existing channels within the Brothers of Charity
  • the new working group BIC WISH
  • the key users
  • Project documentation on a central team drive
    All end-users receive direct training from the suppliers
    
    

The project was planned over a period of 2 years and was divided into phases:

1. Preparation of migration and pilot projects.
2. Phased role in all institutions.
3. Customization + implementation of new modules