Once this process is complete, a general plan for proceeding with implementation will be discussed with appropriate personnel to establish a more specific plan and timeframes.

Next, the control files and background master files for each system will be setup. The initial planning work will have provided much of the information needed for this process but the ICommander staff will now raise many questions about how you want each application to function for you. This will, in some cases, include reviewing the impact of various options by reviewing example data that uses various features.

The structure of ICommander Application Systems provides extreme flexibility through the use of codes in background master files that tailor ICommander to your needs. In some cases, we may be able to start from standard codes used by others in your industry but it is well worth defining uniquely for you to derive the most benefit.

Each system also has one or more background control files which provide an array of options about how it needs to function for your organization. This includes many useful features which may be deferred at initial implementation due to the need to first get you processing productively using the critical functions in each system. An example with the Payroll System is the option to have the System track employee participation in your various benefit plans and to automatically accrue the expenses. This can be a very valuable function but it is not critical to being able to get payroll checks issued. Later implementation of such functions shortens the timeline to going live on the ICommander Systems.

The ICommander staff involved in this process are accountants who can speak your language and provide input on things to consider to maximize the benefits of computerized accounting. This may include suggestions for changes in procedures and forms that are beneficial to your day to day operations as well as for use of ICommander. Much emphasis is placed on planning for long-term use of ICommander. We have several sites who have used ICommander for 20 years or more moving forward to new computer systems as technology progressed but never having to implement another accounting system.

The final stage of the Application Setup is planning the conversion of existing data and history files from your old software and is discussed under the next section.

Each application has at least one primary master file, such as Customers in Accounts Receivable, Vendors in A/P, and Employees in P/R which must have records entered in order to begin using the ICommander systems. This information may be entered by key-punching directly into ICommander files or by converting existing electronic data from your old system when feasible. Sometimes key-punching data directly is the better route as ICommander typically allows for many additional pieces of information for each record that are not available from the old system.

Many systems also have one or more critical data and/or history files which must be entered, such as outstanding A/R and A/P detail and P/R quarter and year-to-date amounts. Each system includes facilities to allow key-punching in the required information but conversion programs may be feasible in some cases.

ICommander Systems provide very extensive history files for each application system. Key-punching in history records will normally not be feasible with the exception of general ledger monthly activity totals for prior years when there is not a very large chart of accounts. Electronic conversion from existing files may be possible but may not be justified. If your old system does not store extensive history, electronic conversion is obviously not possible. If history is available, several factors need to be considered to determine whether electronic conversion will be feasible.

There is no magic way to get information out of your old system and into ICommander. If the old system includes functions to export data into ASCII Text Files, this may provide the data needed. However, experience finds that exported data is sometimes incomplete and inaccurate. If the old system has available detailed reports of historical data, printing these to ASCII Text Files may provide the data needed. Either case requires evaluating the completeness and accuracy of data available.

If the data is complete and reliable, it should then be possible for ICommander programmers to develop custom programs to read the files from the old system and to convert the information so it can be used to create ICommander history records. If it is determined that custom programs can be written to convert the history, the remaining factor is whether the cost for writing them is worth it to your organization.

ICommander history files are designed to enable current processing with later conversion of prior history. This permits going live sooner while still providing the opportunity to get the prior history in later on.

If there are several users, we will provide group training sessions on basic use of the systems to minimize the time and to provide user interaction. The rapid learning curve for using ICommander lets us orient most of our training towards implementing productive use of the systems. We leave it up to you how much you want to know about the setup steps as most of this is one-time only. Some customers prefer simply to contact us if there is a need for changes to the background codes including turning on deferred use of some features. This is also the case for managing ICommander Users and Security.

Since the ICommander Implementation Staff includes experienced accountants, you will find that much of the training is a cooperative effort with your staff to identify and understand your accounting processes and to create guidance specific to your organization about regular and periodic tasks and how to best accomplish them using ICommander.

ICommander has many features which do not have to be learned initially to make productive use of the software. Additional training can always be arranged at a later date but tools are also available for self-instruction. All manuals are on-line and can be printed in whole or in part. This includes lists of both system-wide and application-specific features and guidance on how to use them. Our Intranet for Customers also provides tips and techniques which help address how to use various features available.

ICommander also offers periodic group training seminars which help to maximize the power provided by ICommander. These are announced on our Website and via customer mailings.