Implementation oversight puts an advisor on the owner's side of a software rollout. The vendor or its partner configures the system; we make sure the configuration matches your requirements, that data is migrated accurately, that users are trained before go-live, and that the owner hears the real status every week. It is the stage where most of the value from a good selection is either kept or lost.
Who this is for
- businesses that have just signed for a CRM, ERP, field-service or accounting system
- owners without an internal IT lead to manage the vendor
- projects already behind schedule or over budget
- companies replacing a system that a previous implementation left half-used
What is included
- Kick-off alignment. We confirm scope, timeline, roles and the change process with the vendor, in writing.
- Acceptance criteria. For each requirement, a test that proves it works, written in plain language.
- Data migration plan and checks. What moves, what is archived, how it is cleaned, and sample checks after each test load.
- Weekly status. A one-page report on progress, risks, decisions needed and budget used.
- Change control. Every scope change is costed and approved before work begins.
- User acceptance testing. Your staff run the scripted scenarios, and we track issues to closure.
- Go-live readiness review. A clear go or no-go recommendation, with reasons.
- Post-go-live review at 30 and 90 days, covering adoption, open issues and anything left undelivered.
Typical timeline
The length follows the vendor's plan. As a rough guide:
| System | Common rollout length |
|---|---|
| CRM for a team of 10 to 30 | 8–14 weeks |
| Field-service management | 10–16 weeks |
| Accounting platform change | 6–12 weeks, aligned to a period end |
| ERP | 4–9 months |
We recommend avoiding go-live in your peak season, and running old and new systems side by side for a short period where it is practical.
How results are measured
- requirements passed in user acceptance testing before go-live
- migrated record counts and sample accuracy checks
- budget variance against the signed contract plus approved changes
- active users at 30 and 90 days, compared with licences paid for
Mistakes to avoid
- No acceptance criteria. Without them, "done" means whatever the vendor's timeline says.
- Migrating everything. Ten years of duplicate contacts make the new system worse on day one. Decide what to archive.
- Training too early or too late. Train within two weeks of go-live, using your own data.
- Absorbing scope changes informally. Small "while you're at it" requests add up to a budget overrun.
- Declaring victory at go-live. The 90-day review is where unfinished work surfaces.
What the weekly status looks like
The weekly status fits on one page and always has the same five parts, so the owner can read it in two minutes:
- Overall status in one line: on track, at risk or off track, with the reason.
- Done this week against the plan.
- Coming next week, including anything that needs your staff's time.
- Decisions needed from the owner, each with a recommended option and a deadline.
- Budget used to date against the contract plus approved changes.
The value is consistency. When the format never changes, a slipping item stands out immediately, and the owner does not need to attend every vendor meeting to know where the project stands.
When to pause a rollout
Sometimes the right recommendation is to stop and reset. We recommend a pause when user acceptance testing shows must-have requirements failing close to go-live, when migrated data fails sample checks, or when the internal team has no capacity because of a peak season. A two- or three-week delay costs far less than a go-live that staff abandon.
How it connects to earlier work
Oversight works best when it follows our own software selection, because the requirements and acceptance tests already exist. It also works for systems you chose without us; we begin by writing down what was promised. The cost assumptions in our CRM three-year cost guide are a useful check during rollout. See the pricing page for fee options, and text (604) 632-4959, call or email to discuss your project. Consultations can be held in person or by video call.
Frequently asked questions
How is this different from the vendor's project manager?
The vendor's project manager works for the vendor and is measured on their delivery. We work for you, and we are measured on whether what you receive matches what you agreed to buy.
Can you take over a project that is already in trouble?
Yes. We start with a short review of scope, budget, timeline and open issues, then recommend whether to continue, reset or pause. Many troubled projects recover once acceptance criteria are written down.
How much of our staff time does a rollout need?
More than vendors usually suggest. A mid-sized CRM or field-service rollout often needs an internal lead at a few days a week, plus training and testing time from users. We estimate it at the start so it can be planned.
Is oversight billed monthly?
Usually, as a retainer for the length of the rollout, within the group's $2,500 to $12,000 monthly range plus GST/HST based on your province (GST and QST in Quebec). The proposal sets the exact figure.