Tips for managing your conversion schedule
David R. Coates
Intelligraphics International
741 N. Grand Avenue
Waukesha. Wisconsin 53186
Introduction
Data conversion is one of the most demanding, costly and time consuming aspects of AM/FM/GIS project
implementation. This paper explores the impact of the conversion schedule on expectations within the utility
organization as well as the performance of the conversion services provider.
While the lines between the economic, logistical and political reasons for a realistic schedule sometimes get
blurred, their impact on the success of the project is clear. Based on experience in more than 60 conversion
projects, a proactive approach to schedule creation and maintenance is described. Finally, some tips on what to
do if the schedule gets off track are offered.
Economic reasons
As anyone who has been involved in an AM/FM/GIS system implementation will tell you, conversion is the
single most expensive component of the project cost. For this reason and because the decisions made during the
conversion phase will have long lasting implications for the system, the sequence and impact of events must be
well orchestrated. The business case developed to justify conversion and other project costs depends upon
benefits achieved within a given time frame. A conversion schedule which is not met due to unrealistic goals or
mismanagement will undoubtedly result in unrealized benefits and added cost to the organization. This ofien
leads to a very uncomfortable position for the Implementation Manager as the pressure horn executive
management and other affected departments are brought to bear.
Logistical reasons
Over the course of the planning and approval process, many areas of the organization are involved in the
AM/FM/GIS project and become stockholders in the outcome of the project implementation. Key information
management initiatives which impact your internal suppliers and/or internal customers may require coordination
with the AM/FM/GIS system schedule. Any delays will inevitably affect their workflow and productivity.
Training of personnel on the new system must be timed properly so that the availability of tools and data
corresponds to instruction and support services. Frustration with the “new” system at the outset can have a
devastating impact on morale and user acceptance.
In order to control the flow of data during the conversion phase, records are usually “frozen” for a period of
time. This means that current record data will not be available to the organization for a period of time. This can
significantly impact the efficiency of certain areas within the organization. If the freeze period extends beyond
what was originally scheduled, the organizational impacts become even greater.
Political reasons
AM/FM projects are typically broad-based initiatives which require substantial time and commitment to bring to
the approval stage. For this reason, they are also frequently high profile projects. Published schedules
understandably set expectations. Unmet schedules are often construed to be the result of poor project
management. If key milestones are not met, the entire project may get bad press within the organization and
lose credibility. Because these projects typically last for a period of months and even years, this damage can
seriously impact the prospect of future funding, management support and user acceptability.
