Deploying SaaS-Based Technologies During a Virtual Era: Your Checklist for Success | Prodigo Solutions
May 27, 2021

Deploying SaaS-Based Technologies During a Virtual Era: Your Checklist for Success

In today’s market, health systems that are competitive in attaining savings and compliance are transforming. They recognize that the current times require new levels of automation, directed user buying, and savings tracking technology to operate a supply chain efficiently. While the rush to modernization may be happening, health systems are making avoidable mistakes during cloud deployments that make this type of transition seem more challenging than it has to be. Many health systems now realize that successful implementation and adoption requires an experienced deployment and support team. From new customers, such as Alina Health recognizing the value of Prodigo assisting them with their cloud-based deployment, to existing Prodigo customers, like Indiana University Health (IU Health), upgrading an existing ERP, it takes unique experience and a customized deployment methodology to navigate the potential hurdles ahead.  

A recent article by Prodigo Solutions, Implementing a SaaS-Based Technology, Speed Time to Value from Your Supply Chain Modernization Investment, discusses the value in a cloud-based SaaS technology and the three strategic benefits delivered to health systems: 

  1. Accessibility – to anyone, from anywhere, at anytime 

  1. Cost of ownership – development, deployment, hardware/software 

  1. Scalability – flexible, reliable, business growth  

But what happens after you find the right partner? How can health systems of all sizes ensure a seamless project implementation for their organization, especially during a newly adopted virtual era?

In a webinar discussion with IU Health, Maximizing the value of your Cloud-ERP investment, Prodigo’s EVP of Operations, Michael DeLuca, asked the health system about the key takeaways and challenges that they experienced in being one of the first health systems to convert to a cloud-based ERP and having to do it 100% remotely. Tara Stone Gill, Core Lead SCM, ERP Program at Indiana University Health reflected, “Make sure you’re picking the right team. When we started out, I think that some of our leaders thought that this would just be a project we did above and beyond our daily job, and they quickly realized that this is a full-time job.” 

So, find the right SaaS platform partner. Check. Build a project team with the right staff. Check. Bring the two teams together and complete the deployment. Check. Implementations are not as scary as they may initially appear. Here is some project deployment advice directly from the experts themselves – Prodigo’s Client Services team and Senior Program Managers. 

  • Visualize. First, it is important to develop a core strategic vision for the deployment project and communicate this clearly to all stakeholders and project team members. Reinforcing the vision in consistent organizational messaging is also a must. Many of Prodigo’s customers benefit from creating a “brand” around the overall deployment project and the applications, allowing for name recognition and awareness as the project moves forward. 

  • Structure. Create project teams representing both functional and technical disciplines, such as supply chain subject matter experts, supply chain ERP systems support, and ERP technical resources. Then, structure your team within the various project elements. This optimally yields downstream benefits such as reduced delays, smoother project execution, improved decision making, aligned priorities, and organizational awareness. 

  • Designate. Choose a clearly defined team leader to act as the lead point of contact with the implementation team manager. These two roles work closely together to drive decision making, track timelines, monitor task completion, manage resource allocation, settle conflicting priorities, and assist in issue escalation and resolution. 

  • Organize. Create a centralized, remotely accessible repository for meeting notes, file sharing, and other project-related documentation to enable uniform information sharing and distribution. This creates a formal project record that can serve as a reference throughout the project and into the future. 

  • Schedule. SaaS-based technology projects are often executed by staff who have many competing responsibilities, teams may be fully remote or in varied locations, and a project may involve third parties such as consulting companies. Establishing a formal project meeting calendar permits team members to plan for, focus on, and commit time to required project activities in accordance with the previously developed project schedule. 

  • Adapt. As the implementation progresses, be flexible for unplanned on-demand and ad-hoc collaboration sessions to allow for more efficient project progress and issue resolution. 

  • Communicate. If go-live is conducted virtually, create a strong support strategy that minimizes touchpoints and facilitates clear, direct communication. An example is to create a Microsoft Teams channel that is utilized for real-time messaging and meetings. 

  • Celebrate. Celebrate all accomplishments – no matter how small. Implementing a technology platform is a large project, so it is important to take a step back and recognize the individual wins and accomplishments along the way. 

Despite the pandemic, there has been a trend toward remote work, whether from home or in distributed locations. The outcomes of the past two years have accelerated this trend and made remote work a more permanent fixture in how organizations operate, so it is essential to adapt strategies. One such example is the hybrid go-live support approach taken by the Prodigo team supporting Alina Health, which leveraged a Microsoft Teams-based command center in combination with initial daily checkpoint calls. This provided Alina Health with the comfort level of easy accessibility to the Prodigo support team, while enabling the customer team to address more pressing issues with its new cloud-based ERP. Current events did not disrupt Indiana University Health or its employees. The pandemic gave the health system a different outlook, a way to offer more flexibility to the integration teams, and even led the organization to create virtual trainings. “Prodigo very kindly helped us create training in the same format as all of our other training,” Stone Gill said. 

Prodigo Solutions starts and never ends its customer service support, even when a project is finished. As a standard implementation practice, Prodigo’s products have always been primarily executed remotely, and the supply chain company prides itself on its Client Services and Support departments – never adding fees, always offering best practices, and being dedicated to excellent customer support. 

“The Prodigo team was at our side every step of the way and provided fast, accurate guidance where and when it was needed. I can’t express my thanks enough for Prodigo’s massive team effort and for getting us to the finish line.” 

            - Ross Fahrer, Data Supervisor, Supply Chain Informatics at Baptist Health South Florida  

No matter the situation, virtual or in-person, SaaS deployments can be executed seamlessly with the proper, experienced team. Knowing which questions to ask and how to approach an implementation will ensure that teams are united on deadlines, requirements, and potential challenges. A project team’s intention should be to implement functionalities and needs – not to upsell customers down the line. So, ask yourself, “Are your right items coming from the right vendors at the right price?” If not, is your current partner the right one?  

Visit www.ProdigoSolutions.com to learn more about Prodigo Solutions and read more about what the Prodigo Family is saying. 

About Prodigo Solutions’ Client Services Department  

Prodigo Solutions’ Client Services Department is a highly skilled team of program managers and systems analysts who work with customer supply chain teams to design, implement, and support best-of-breed supply chain practices and technologies. The department takes pride in satisfied customers. Throughout the design and implementation process, the team delivers a wealth of experience and perspectives on best practices deployed across Prodigo’s community of leading health systems to ensure that every customer succeeds in their pursuit of supply chain transformation. 

About Prodigo Solutions 

Prodigo Solutions is a healthcare technology company that improves providers’ financial control and reduces supply chain cost. Prodigo Solutions’ technology was purpose-built for healthcare by supply chain experts to deliver tangible results across a continuum of care. Customers who use our systems purchase more than $23 billion annually for the more than 700 hospitals they operate. 

For additional information please contact:

Prodigo Solutions’ Marketing Department
724-741-1900
marketing@prodigosolutions.com
www.prodigosolutions.com