Implementing a new IT system might seem complicated, but with the right guide, it's simpler than you think! This article is a step-by-step guide that will clear up your doubts about the entire process – from needs analysis, through design and development, to testing and post-implementation support. Learn exactly what to expect at each stage so your company gets a perfectly tailored IT solution.
Table of contents
Introduction
1. How does the client needs analysis phase look?
2. What does solution design include?
3. What does the development (programming) stage involve?
4. How do testing and validation of the new system proceed?
5. Do you offer support after the new system is implemented?
Introduction
Implementing a new IT solution in your company, while seemingly complex, is always based on proven phases. Regardless of whether you plan to create a dedicated web application (e.g., using Ruby on Rails technology) or implement a ready-made CRM system, the process follows a similar pattern. Below, in the form of questions and answers, we explain step by step what each phase of implementation involves. You'll learn what to expect at each phase of cooperation with us – even if you don't have technical experience.
How does the client needs analysis phase look?
Every implementation begins with a deep understanding of your company and the challenges it faces. This step is not just a conversation but primarily a concrete analysis:
- We meet with you and your team to discuss business processes, goals, and expectations for the new system in detail.
- We analyze current tools (e.g., Excel, older CRM systems) and identify areas requiring improvement.
- We help you precisely determine what the system should actually change – for example, speed up customer service or combine data from different departments.
- We create a preliminary specification, which becomes the starting point for further solution design.
A solid analysis saves time and money – it helps avoid misunderstandings at later phases of the project. Based on it, a precise map of further actions is created.
Example: If your company sells products, we will organize a workshop with the sales department to learn about the sales cycle in detail. This will allow us to design a system that, for example, automatically creates offers, sends follow-up reminders, and monitors order status.
What does solution design include?
Once we know exactly what you need, we move on to detailed planning. Design is the moment when the "architecture" of the future system is created – even before we start writing code.
At this stage:
- We draw the system structure – modules, integrations, data flows.
- We design the interface – we create mockups showing how the application or CRM system will look and work.
- We select appropriate technologies – e.g., Ruby on Rails, a specific CRM system, or additional tools.
- We create a project schedule – we determine the order of actions, intermediate versions, and dates of key milestones.
We document and discuss everything with you so that you have a clear picture of how the system will function and look. This is the ideal time to refine details and submit any comments.
Example: When creating an order management application, we prepare form mockups and a workflow diagram: customer places an order → fulfillment department receives notification → system updates inventory levels. We jointly verify all of this before programming begins.
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What does the development (programming) stage involve?
This is a key moment when theory turns into working software. Based on the previously established design, we create or configure the system.
- In the case of web applications, we write code from scratch – e.g., in Ruby on Rails – creating subsequent system modules.
- For CRM implementations, we adapt an existing tool to your specific processes: we configure forms, reports, and workflows.
- We work iteratively – we present progress every 1–2 weeks, so you can provide feedback and influence the system's development on an ongoing basis.
- If necessary, we integrate the system with other tools, such as ERP systems, invoicing, or databases.
We ensure transparent communication – you are always up-to-date and have a real impact on how your system develops.
Example: We are creating an application for production management. In the first iteration, a module for planning orders and assigning them to production lines is created. In subsequent sprints, we implement schedules, performance reporting, and integration with the warehouse. After just a few weeks, you can test the MVP (Minimum Viable Product) with basic functions.
How do testing and validation of the new system proceed?
Before the system is launched in the production environment, it undergoes thorough testing – first on our side, and then on yours.
- Internal tests – We check every module, form, and function. We look for errors, test typical and atypical scenarios, and correct any detected shortcomings on an ongoing basis.
- Acceptance tests (UAT) – You and your selected employees test the system in practice – preferably with real data and in daily use cases.
- Collecting feedback and corrections – Every comment is valuable to us. If something doesn't work intuitively, a function is missing, or something can be simplified – we make the necessary corrections before the final implementation.
At this stage, we work closely – we explain functions, jointly test, and refine details. This ensures that the system will work exactly as you expect.
Example: In the new CRM module for order handling, we test whether data is saved correctly, VAT is calculated, and notifications are sent. You check this with the team – if, for example, a field for product specification is missing, we introduce this change before implementation.
Do you offer support after the new system is implemented?
Yes – after the system is launched, we remain your partner. We provide comprehensive technical support, system development, and assistance with ongoing work.
Our support includes:
- Helpdesk – you can report questions and problems via email, phone, or a dedicated ticketing system. We react quickly so that nothing disrupts your company's work.
- Repairs and updates – we fix bugs and ensure system security by regularly installing patches and new software versions.
- Further development – if your business needs change, we can expand the system with new modules, reports, or integrations.
- Training and consultations – when introducing new employees or changes in the company, you can count on additional instructions and advice.
We are your long-term partner – we ensure that the system works smoothly today and is ready for the challenges of tomorrow.
Example: After implementing the warehouse management application, an error occurred when generating a document. The report went to our team, and the fix was implemented the same day. A year later, the company decided to add an analytical module – we planned its development and smoothly implemented it.
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