A successful SunAccount implementation depends on having a clear vision of how the software will be used to support and benefit your organisation. The details of this are worked out during the implementation planning stage.

SunAccount implementation planning stage

Engage with all relevant parties (such as stakeholders) during the planning phase of SunAccount implementation to elucidate their expectations.

• Managers, for example, are interested in efficient transaction and data processing, reports, audit trails, etc. Discuss the types of reports they want and ask for examples or draft layouts.
• Ask the IT department to advise on systems configuration and sourcing the appropriate hardware.
• Get the operations staff who will be using SunAccount on a daily basis, involved as soon as possible.

Allocate sufficient time to assess everyone's needs, pinpoint areas of convergence and divergence, and formulate a clear strategy for advancing with the SunAccount implementation. Keep in mind that SunAccount is highly adaptable, allowing for nearly any system configuration.

Develop an implementation strategy and schedule.

Creating a prototype system in a test environment is recommended before embarking on the live system set up. This enables you to:

• Test your procedures and the systems processes without risk to your live system
• Train operations staff
• Identify issues with setup and historic data (e.g. opening balances).
• Detect potential problems with the reporting and analysis due to incomplete data.

Installing the SunAccount software

Early in the SunAccount Implementation process, you are recommended to consult SunAccount professionals regarding the software installation.

System Design Document

The system design document serves as the blueprint for your SunAccount Implementation. One of its key functions is to document the suggested system configuration settings. Some of the critical settings include:

1. SunSystems settings

• Business Unit(s)
• Users
• Language settings
• Role-based menus
• Functions they have access to
• Data they have access to
• Data entry forms
• Audit Trail settings
• Base currency and any 2nd Base or Reporting currencies
• Currency conversion settings
• Accounting periods
• Date formats
• Transaction numbering formats

2. SunAccount settings

• Create the main ledger
• Additional ledgers to support Budgeting, Commitment Accounting, etc
• Chart of accounts
• Analysis structure
• Journal types

System Configuration

Configuration typically involves an "iterative" approach. You establish the system based on the system design document, then input data and transactions to verify if the processing, analysis, and reporting outputs meet the desired objectives. If not, make necessary adjustments and retest.
Once the system is functional, it's recommended to allow users to test it thoroughly. This process helps identify any procedural or data entry issues that may not have been considered during the planning or system design phases. It also assesses the user-friendliness of the system, allowing for easy customization of the user interface if needed.
Upon completion of User Acceptance Testing and obtaining approval, the system can be prepared for the "go-live" date. Often, the live system is intended to operate on a different file server than the test system, requiring a new software installation. At the very least, a new "clean" business unit should be established, and all relevant configurations from the test unit should be transferred over
.Data transfer
Before the "go-live" phase, the latest reference data, transactions, and opening balances are typically uploaded to the system. If an existing system is being replaced and will no longer be accessible, historical data may also be transferred to the new system.