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After successfully implementing your technology modernization (see Implementing Your Tech Modernization), the focus shifts to ensuring long-term success. A well-maintained system continues to deliver value, adapt to changing needs, and protect your investment. Here’s how to keep your modernized environment performing at its best.
This is the final article in our four-part series on technology modernization. Read the full series here:
- Part 1: Signs Your Business Needs a Tech Refresh
- Part 2: Choosing the Right Modernization Strategy
- Part 3: Implementing Your Tech Modernization
- Part 4: Maintaining Your Modernized Systems (You are here)
Establishing Ongoing Support
A robust support framework is crucial for maintaining system health and user satisfaction
Clear SLAs and Support Channels
Service-Level Agreements (SLAs)
- Define response times for different issue priorities
- Establish clear escalation procedures
- Set performance benchmarks and monitoring protocols
Support Channels
- Provide multiple ways to report issues (helpdesk, email, ticketing system)
- Create self-service resources for common problems
- Maintain documentation for troubleshooting steps
Routine Health Checkups
Scheduled Maintenance
- Plan regular maintenance windows for updates and patches
- Review system logs for potential issues
- Optimize configurations based on usage patterns
Performance Audits
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- Monitor response times and resource usage
- Identify potential bottlenecks before they impact users
- Track system utilization trends
System Health Assessment Matrix
Use this matrix to regularly evaluate your system’s performance:
| Evaluation Area | Key Questions | Rating (1-5) | Comments |
|---|---|---|---|
| Strategic Fit | Does a custom ERP align with your long-term growth plans? | ||
| Operational Complexity | Are your processes too unique for standard ERP solutions? | ||
| Resource Availability | Can you allocate the necessary budget and timeline? | ||
| Maintenance and Support | Are you ready to manage updates (with partner support)? | ||
| Scalability Requirements | Will this approach support future growth seamlessly? |
Continuous Improvement
Success isn’t static—your systems should evolve with your business needs
Collecting and Analyzing Feedback
User Surveys and Sessions
- Regular feedback collection from all user levels
- Focus groups for specific functionality areas
- Track feature requests and pain points
Cross-Functional Input
- Form committees with representatives from different departments
- Regular reviews of workflow effectiveness
- Prioritize improvements based on business impact
Monitoring System Metrics
Key Performance Indicators
- Track adoption rates across features
- Monitor error rates and resolution times
- Measure process completion efficiency
ROI Tracking
- Compare current metrics to pre-modernization baselines
- Calculate ongoing maintenance costs
- Evaluate return on technology investment
Security and Compliance
In today’s digital landscape, security isn’t optional—it’s essential.
Staying Current with Updates
Patch Management
- Automate critical security updates when possible
- Test patches before broad deployment
- Maintain update schedules and documentation
System Updates
- Keep pace with vendor releases
- Plan for major version upgrades
- Balance new features with stability needs
Compliance Reviews
Regular Audits
- Schedule periodic compliance checks
- Review access controls and permissions
- Update security protocols as needed
Documentation
- Maintain detailed records of all security measures
- Document compliance procedures
- Keep audit trails for system changes
Planning for the Future
Stay ahead of technology curves and business needs.
Technology Roadmap
Short-term Planning (6-12 months)
- Schedule minor upgrades and enhancements
- Plan for known regulatory changes
- Address immediate user needs
Long-term Vision (2-5 years)
- Anticipate major system upgrades
- Plan for emerging technologies
- Align with business growth strategies
Maintenance Checklist
Regular maintenance tasks to keep your system healthy:
Daily:
- Monitor system performance
- Review error logs
- Address user support tickets
Weekly:
- Run system health reports
- Review security alerts
- Backup verification
Monthly:
- Performance trend analysis
- User access review
- Feature utilization assessment
Quarterly:
- Compliance audits
- Stakeholder reviews
- ROI assessment
Best Practices for Long-term Success
1. Stay Proactive
- Don’t wait for issues to arise
- Regular system health checks
- Plan upgrades in advance
2. Keep Users Engaged
- Ongoing training opportunities
- Regular communication about changes
- Clear support processes
3. Document Everything
- Maintain detailed system documentation
- Track all changes and updates
- Record decision rationales
4. Plan for Growth
- Regular capacity planning
- Scalability assessments
- Technology trend monitoring
Conclusion
Maintaining a modernized system requires ongoing attention and resources, but the benefits of a well-maintained system far outweigh the costs of reactive maintenance or system failure. By following these guidelines and regularly assessing your system’s health, you can ensure your technology investment continues to deliver value and support your business objectives.
Need help maintaining your modernized systems? Contact us for a free consultation.
Missed the earlier articles in this series? Start from the beginning with Signs Your Business Needs a Tech Refresh.
