Managing EPM implementation projects remotely

The COVID-19 pandemic has accelerated the shift towards remote work, transforming the way organisations implement Enterprise Performance Management (EPM) solutions. While remote project management presents challenges such as communication gaps, lack of opportunities for in-person collaboration, and cybersecurity concerns, we have found it is still entirely possible to execute a successful EPM implementation remotely with the right strategies in place.

Drawing on our successes over the last few months, this blog explores best practices for managing remote EPM implementation projects to ensure efficiency, stakeholder alignment, and project success.

Establish a clear project framework

A well-defined project framework is essential to guide the implementation process. Key elements include:

• Defined goals and objectives: Establish clear project goals aligned with business needs, ensuring all stakeholders understand the expected outcomes.
• Project governance: Assign clear roles and responsibilities to team members, including a project sponsor, implementation team, and key stakeholders.
• Phased approach: Implement the CPM solution in stages, using milestones to track progress and mitigate risks.

Leverage cloud-based collaboration tools

Remote implementations require robust digital collaboration tools to ensure seamless communication and project tracking. Recommended tools include:

• Project management software: Platforms such as Microsoft Project help track progress, assign tasks, and manage deadlines.
• Communication tools: Microsoft Teams, Slack, and Zoom facilitate real-time communication and virtual meetings.
• Document sharing platforms: SharePoint, Google Drive and OneDrive allow for efficient document collaboration and version control.

By integrating these tools, project teams can ensure that everyone remains aligned and informed, regardless of their location.

Prioritise effective communication

Communication is the backbone of a successful remote CPM implementation. Best practices include:

• Regular stand up meetings: Schedule weekly or bi-weekly virtual meetings to discuss progress, roadblocks, and agree next steps.
• Clear documentation: Maintain detailed meeting notes, task assignments, and action items to ensure accountability across the project team.
• Stakeholder engagement: Keep key stakeholders informed with periodic progress reports and dashboards to maintain transparency.

Ensure strong data security and compliance

Implementing a CPM solution remotely introduces data security and compliance risks. Address these concerns by:

• Using secure access controls: Implement multi-factor authentication (MFA) and role-based access permissions.
• Encrypting data: Ensure that sensitive financial and performance data is encrypted both in transit and at rest.
• Conducting regular security audits: Monitor and test security protocols to prevent breaches and ensure compliance with industry standards.

Focus on change management and user training

A common challenge in CPM implementations is user adoption. Remote projects require well thought-out change management and training strategies:

• Virtual training sessions: Host interactive webinars, e-learning modules, and Q&A sessions to educate users on the new system.
• Super user network: Appoint internal champions who can support their teams and encourage adoption.
• User feedback: Implement feedback loops through surveys and live support channels to address concerns in real-time.

Maintain agility and flexibility

Despite meticulous planning, unforeseen challenges can arise. To navigate these effectively:

• Adopt a multi-phasic approach: Break down the project into iterative phases, allowing for adjustments based on feedback.
• Monitor key performance indicators (KPIs): Track project success metrics such as system uptime, user adoption rates, and financial reporting accuracy.
• Be prepared for setbacks: Have contingency plans in place to address delays or technical issues promptly.

Foster a collaborative remote culture

Beyond tools and processes, a positive remote culture enhances project success:

• Encourage engagement: Organise virtual team-check-ins with activities to maintain motivation and collaboration.
• Recognise achievements: Celebrate project milestones and individual contributions to keep morale high.
• Support work-life balance: Avoid meeting fatigue by setting clear boundaries for working hours and encouraging breaks throughout the day.

Adapting to the new normal

Managing a CPM implementation remotely presents unique challenges, but with the right strategies in place, organisations can achieve a seamless transition. By establishing a clear framework, leveraging digital collaboration tools, prioritising communication, ensuring data security, and supporting user adoption, businesses can successfully implement their CPM solution in a remote setting.

As remote work becomes the new norm, organisations that adapt their project management approach will be better positioned for long-term success in corporate performance management.