Migrating to a new ethics and compliance software provider can be a daunting task for any organization. The process often comes with a host of challenges that can leave even the most seasoned professionals feeling overwhelmed.
One of the biggest headaches is the complex task of transferring vast amounts of data and intricate processes from the old system to the new one. Additionally, adapting to new processes and workflows can be a significant hurdle for employees who have grown accustomed to the old system, leading to decreased productivity and frustration.
However, switching the right compliance software provider can make all the difference, and help mature your program beyond immediate expectations. The ideal vendor will streamline this transition, offering seamless configurations, efficient data migration tools, and comprehensive support every step of the way, ensuring a smooth and successful transition to the new system.
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Why Switch Software Providers?
Limited Functionality and Lack of Innovation
One of the primary reasons businesses consider switching compliance software providers is when their current systems offer incomplete or limited functionality. As companies grow and evolve, their software needs change, and if the current provider isn't regularly releasing new features or showing investment in future needs, it may be time to look elsewhere.
Poor Support and Communication
Another common catalyst for change is inadequate support from the current provider. If issues take too long to resolve or there's a lack of responsiveness, it can significantly impact business operations. Poor communication can lead to frustration and a breakdown of trust, which are essential elements in any business partnership.
Scalability Issues
As businesses expand, their needs grow as well. If the current software provider cannot scale and adapt to these growing needs, it may be necessary to switch to a more flexible solution.
M&A Gone Haywire
Another reason for wanting to choose a new provider is when a merger or acquisition of your current vendor causes disorganization, lack of functionality and evolution, or less critical support.
Cost Considerations
While cost shouldn't be the sole factor, it's an important consideration. If a company feels they're paying too much for their current platform services or not getting value for money, exploring more cost-effective options may be warranted.
What to Look For In a New Provider
Finding the right provider to switch to can be daunting, especially in a crowded vendor landscape. Here are some features and themes to consider when evaluating potential providers:
The right solutions: You need to find the right compliance solutions that get you where you need to be. Best practice, turnkey applications that can accommodate enterprise complexities and scale with your business.
Best-in-class implementation: Seamless, dedicated implementation processes from design to implementation and program launch are essential in not only migrating without headaches, but also ensuring program success going forward.
A seamless migration process: Look for providers who enable you with a comprehensive migration toolkit. These types of assets ensure that your processes, data, and users are seamlessly migrated onto a new platform.
Configuration that fits your needs: Scalable, always-on services empower you to adjust, scale up, and change, without worrying about cost.
Support every step of the way: Perhaps most important of all, you want a vendor that provides premium support throughout your journey; from onboarding to program management and value optimization.
How to Switch Software Providers
Assess Your Current Situation
Before making any decisions, thoroughly evaluate your current system, its strengths, weaknesses, and how well it aligns with your business objectives. This assessment will help you identify specific areas for improvement and set clear goals for the migration.
Research and Select a New Provider
Schedule demos with potential new providers to explore your options. Look for solutions that offer the functionality you need and align with your long-term business strategy. Request proposals from top contenders and carefully evaluate their offerings.
Build a Strong Business Case
Develop a comprehensive business case for the switch, including potential benefits, risks, and expected return on investment. This will be crucial in gaining buy-in from key stakeholders within your organization.
Plan the Migration Process
Get a detailed migration plan that outlines specific tasks, timelines, and resources required for each phase of the transition. This plan should include:
- Defining the target architecture
- Assessing potential risks and developing mitigation strategies
- Creating a communication plan for all stakeholders
- Establishing a support system for users during the transition
The right compliance software vendor should provide a customized toolkit that maps out this process for you.
Prepare for Data Migration
Identify all the data that needs to be migrated and ensure you have access to necessary reports and information from your current provider. This may include employee and third-party data, payroll records, tax information, and other critical business data.
Coordinate with Both Providers
Work closely with both your current and new providers to ensure a smooth handover. Determine which company will handle specific responsibilities, especially regarding critical functions.
Train and Support Users
Develop comprehensive training modules to educate users on the new software features and functionalities. Establish a robust support system to assist users during and after the transition.
Ensure a Seamless Migration for Your Employees
We know that switching platforms is challenging, especially if you’ve switched in the past and know the legwork involved. But, there are good things as well; migrating is the perfect opportunity to elevate how you engage employees and third parties with your compliance program.
GAN Integrity makes it easy to introduce a familiar, user-friendly experience, ensuring that reporting processes, from incident management to gifts and entertainment disclosures, are accessible to everyone.
The Integrity Platform provides all the tools you need to deliver a seamless onboarding experience. From targeted messaging and tailored user journeys to anonymous speak-up lines, your employees will enjoy a reliable, streamlined experience every time they interact with your program.
We understand that migration from an existing platform requires careful planning with minimal disruption and internal resource requirements. That’s why you have 24/7 access to a team of experts to ensure every step of your migration is efficient and seamless.
How GAN Integrity Helps You
Scoping: We start by understanding your current platform, identifying challenges, and defining success for your program. We’ll map out the requirements for your new solution, ensuring a smooth migration without losing critical data.
Designing: We will advise and collaborate with you on how to best map out and build your solution. We make sure that the solution captures all requirements and we collaborate with you to refine processes across the solutions you need.
Building: Once designs are finalized, we’ll execute the migration, aligning with your team through regular check-ins, thorough testing, and iterative improvements. When the platform is ready, we’ll guide your launch to ensure your compliance program is set up for success from day one.
We’re Here to Support You During the Migration Process
Make a seamless switch to a trusted partner and leave the hassle behind. Focus on driving the success of your compliance program with the confidence and support you deserve. Because good deserves better.
Hannah Tichansky is the Content and Social Media Manager at GAN Integrity. Hannah holds over 13 years of writing and marketing experience, with 8 years of specialization in the risk management, supply chain, and ESG industries. Hannah holds an MA from Monmouth University and a Certificate in Product Marketing from Cornell University.