Preparing for New Software in the New Year

Local government teams work tirelessly to serve their communities, often navigating limited staffing, constrained budgets, and outdated legacy systems that struggle to keep pace with modern demands. Transitioning to new software offers a powerful opportunity for greater efficiency and improved service delivery—but it can also bring significant challenges if not approached thoughtfully.

As a trusted provider of local government software, Edmunds GovTech has guided hundreds of municipalities through successful implementations and gained valuable insights from a wide range of industry experiences. Our team has seen seamless transitions as well as those complicated by common pitfalls.

The key differentiators? Thorough preparation, strong change management, and a truly collaborative partnership.

Establish a Realistic Timeline with Built-in Flexibility

Underestimating implementation time is one of the most frequent hurdles. Even user-friendly systems require careful data migration, custom configuration, thorough testing, comprehensive training, and parallel operations to ensure accuracy.

Complicating factors for implementation timelines in local government include internal approval cycles, compliance audits, seasonal workloads (like budget preparation, tax season, elections, or fiscal year-end reporting), and potential staff turnover. Best practices recommend building a timeline that includes a buffer in case the project runs longer than estimated and considering a phased rollout—starting with one department or module (e.g., finance or permitting) before expanding. This approach minimizes disruption, allows for gradual adjustments, and provides leeway for any challenges that may arise.

Early in the process of seeking a new vendor, consult directly with their sales and implementation teams to garner realistic estimates for installation times based on similar projects.

Foster Clear, Cross-Departmental Communication

Poor communication can quickly derail progress, especially when multiple departments are involved. Appoint an internal dedicated project leader and form a cross-functional committee early in the planning process to make informed decisions and resolve issues promptly.

Implement tools such as regular status meetings, a shared project dashboard (e.g. Microsoft Teams Planner), and clearly defined roles and responsibilities. Strong communication accelerates data validation, reduces bottlenecks, and ensures buy-in across the organization.

Address Personnel Constraints and Build Change Management

Local governments often run lean, with staff juggling multiple roles. Securing dedicated time for key experts during configuration, testing, and training is a common challenge.

Proactively block calendars well in advance, inform leadership of upcoming demands, and align the project around known constraints like vacations or high-turnover periods. Incorporate robust change management strategies: conduct readiness assessments, provide hands-on training for all users (not just super-users), and communicate the “why” behind the change to reduce resistance. Phased training and ongoing support post-go-live are critical for adoption and long-term success.

Prioritize Thorough Data Migration and Validation

Data migration is often the riskiest phase, involving transferring years of records from legacy systems while ensuring accuracy, completeness, and compliance.

Best practices include:

• Early data cleanup (archiving obsolete records, standardizing formats)
• Mapping data fields meticulously
• Multiple rounds of testing and validation with subject-matter experts
• Planning for parallel runs to compare outputs

Document Processes for Sustainability

Capture not just “how” but “why” for configurations and workflows. Detailed documentation supports onboarding new employees, preserves institutional knowledge during turnover (which is especially common in local government), and facilitates future audits or upgrades.

Taking the time to create clear, accessible records—such as annotated screenshots, decision logs, and process maps—ensures that your investment in new software continues to pay off long after go-live. This practice also empowers staff to troubleshoot issues independently and makes it easier to incorporate future enhancements without starting from scratch.

Understand Your Vendor’s Implementation Process

A smooth software transition starts with a clear understanding of your vendor’s full implementation methodology. Knowing the process upfront empowers your team to plan effectively, allocate resources wisely, and address potential adjustments early. Key questions to explore include:

• Which modules should be implemented first for the smoothest rollout?
• What training approach best fits your team: train-the-trainer, classroom-style sessions, virtual workshops, or a mix?
• Would on-site support from the vendor during critical phases be beneficial?
• Are there custom workflows, integrations, reports, or security configurations needed to meet your specific requirements?

Discussing these details during the evaluation stage helps set realistic expectations and builds confidence in the partnership.

At Edmunds GovTech, we follow our proven e5 Implementation Methodology, a structured, client-focused approach designed specifically for local government needs. The five phases are:

• Engage (Initial Project Planning): We kick off with a comprehensive review of the entire project alongside your designated project manager. Together, we outline the implementation roadmap, establish key milestones, set clear expectations, and schedule every phase for success.
• Explore (Requirements Gathering): During the Business Process Review, our team collects and analyzes your existing data files. We collaborate closely to document current workflows, identify critical needs, and plan precise data conversion and system configuration tailored to your operations.
• Evaluate (Data Conversion & Testing): Once data is converted, our experts conduct rigorous testing and validation to ensure accuracy, completeness, and usability. You’ll review and approve the converted data before it’s used in training, giving you full confidence in the foundation.
• Educate (Training & Configuration): Training is woven throughout the entire process—making it one of the most distinctive elements of our approach. We deliver flexible, hands-on training and comprehensive user documentation that accommodates your team’s schedule. Additionally, our online Community portal provides an extensive library of knowledge base articles, release guides, videos, and user forums for ongoing learning.
• Empower (Go-Live & Ongoing Success): In the final phase, we ensure your team is fully self-sufficient and ready for a successful launch. You’ll receive dedicated support during go-live, followed by assignment of a Customer Success Manager who serves as your long-term partner for optimization, questions, and future enhancements.

With a clear, proven process like this in place, you’ll be well-positioned for the next critical steps in your software journey.

Find an Implementation Partner Committed to Your Long-Term Success

You don’t have to navigate this alone. The ideal partner offers more than software—they provide structured guidance, anticipate municipal-specific challenges (like regulatory compliance), and prioritize your team’s success.

At Edmunds GovTech (EGT), we’re dedicated exclusively to local government solutions, including financial management, utility billing, permitting, and more. From September 2021 through January 2026, we have delivered 720 ERP phases for 479 unique customers, spanning 24 states. These implementations have honed our ability to adapt to tight timelines, seasonal pressures, and cross-departmental needs. We emphasize partnership that promotes proactive communication, customized training, and dedicated support to ensure you cultivate lasting benefits.

As you contemplate a software switch in the new year, be sure to remember that thoughtful preparation, effective change management, and the right partner can transform operations—freeing your team to focus on what matters most: serving your community better.

If you’re ready to explore how EGT can support your transition, reach out today. We’re here to make it smooth and successful.