How to Manage Change When Upgrading Your Public Administration Software

Technology changes at lightning speed, and the situation often arises where public administration organizations need to upgrade or change their software platform. The importance of upgrading software is readily apparent; maybe the community has seen dramatic growth and the software can’t keep up, it’s not compatible with the latest version of an operating system, or it’s not capable of incorporating new features such as mobile integration.

Whatever the reason may be, nearly every municipality will eventually need to upgrade its public administration software. Still, the process can be fraught with risks. Can the upgrade be accomplished without disrupting service? Will users struggle to learn a new system? Will the vendor provide support in the case of an unforeseen issue?

With those points in mind, here are the necessary steps to take in the management of a software change.

Organize a Plan to Communicate the Software Change

Make a list of every stakeholder in the process and develop a plan to communicate to them how the software change will be accomplished. Tell them what they need to know and how to prepare and lay out upgrade requirements, but be careful not to overwhelm them with unnecessary details. Provide regular updates on the process and solicit feedback so there are no surprises.

Provide Robust Training & Resources to All Departments

Hold training sessions with everyone involved, using a demo version of the new software if at all possible. Deliver lessons in small chunks so staffers can easily digest the material. Have knowledgeable people on-site or within easy contact to answer any questions that may arise. Realize that some workers may take longer than others to grasp new processes, so allow plenty of time for review.

Ensure Stakeholder Engagement & Buy-In Reiterating the Importance of Upgrading Your Software

Often, one of the most challenging aspects of performing a major software change is persuading staff that it’s necessary. Some workers may be comfortable with the current system and will be resistant to change. Hold meetings with each department and outline why the upgrade is being performed and what the benefits to the department and the organization as a whole will be. Don’t be afraid of difficult questions.

How CentralSquare Can Help

CentralSquare has already partnered with more than 7,500 communities across North America to upgrade their public administration software. CentralSquare’s public administration suite can handle all aspects of community government ranging from budgeting to human capital to asset management and more. Most importantly, CentralSquare experts will be there every step of the way to ensure everything goes smoothly.

Hear straight from our clients and discover our success stories about the communities that have already made the transition to CentralSquare.

Learn About CentralSquare’re Success and Partnerships