RGCI - Build a Strong Foundation for Your Unanet Implementation

Software implementations can be intimidating. Business leaders may have concerns about cash flow, staffing, workload, change management, and numerous other issues. A successful Unanet implementation requires the use of best practices, a well-defined timeline, and a customized approach for each client, tailored to their specific environment and resources. This article outlines some of the strategies we use at Redstone GCI to help clients achieve a smooth and successful Unanet implementation.

Define Clear Objectives – Communication is Key!

Laying the groundwork starts with clear communication and shared goals. Before diving into system setup, it’s essential to align your team on what success looks like and how to get there. This step ensures everyone understands the “why” behind your new system.

  • Goals and Objectives: A company’s goals and objectives are a good place to start. What do you desire from your new accounting system that your current solution cannot provide? It could be compliance, billing requirements, or project management reporting. It is likely a combination of goals to improve your internal support program for your business.
  • Implementation Project Team: Identify the implementation project team, including the leader on the client team and any relevant stakeholders. Who is the main point of contact, and whose opinion will matter in different functional areas (HR, Contracts, etc.)? Each configuration should be reviewed with key staff to ensure they agree with the setup.
  • Processes and Outcomes: The current processes and desired outcomes should be clearly articulated and mapped out to ensure the new system is set up to accommodate the client’s business processes.

Leverage Unanet’s Compliance Features and Automation

Next, take advantage of the robust tools Unanet offers to simplify compliance and automate critical processes. Leveraging these features can reduce manual work and future headaches, setting your team up for long-term success.

  • Preconfigured Database: Unanet offers a preconfigured database that includes a basic best practice framework for a government-compliant accounting system. This can be a significant value for small businesses, as it enables them to save on implementation costs.
  • Admin Import and Export: The ease with which Unanet interfaces with Microsoft Excel makes loading initial data into the system much more efficient. The client should be trained and have some familiarity with importing and exporting, in case this might be a valuable feature for system updates in the future as well.
  • Contracts Module: Unanet’s Contracts module helps you to keep track of contract provisions, CLINs, and funding of your contracts. The setup is easy.

Legacy System Assessment and Prior Period Data

A thorough assessment of your legacy system ensures you start with clean, accurate data. Addressing historical issues upfront can prevent future disruptions and help maintain compliance throughout the transition. Before an implementation, the team should evaluate the consistency and accuracy of data in the old (legacy) system:

  • Subledger Reconciliations: Review subledger reconciliations to the general ledger.
  • Customer and Vendor Lists: Scrub customer and vendor lists to remove inactive profiles and duplicates.
  • Legacy System Fixes: Resolve any issues in the legacy system before integrating the balance into the new Unanet system.
  • Auditable Mapping: It’s critical to maintain an auditable mapping for data conversion. Mapping documents should be developed, maintained, and agreed upon by the client and consultant.
  • Prior Period Activity: Determine the level of detail required for the prior period project activity.

Stick to the Established Timeline

A well-defined timeline helps keep your implementation on track and your team aligned. Sticking to deadlines avoids added costs, prevents scope creep, and reduces disruption to daily operations.

Avoid Common Pitfalls

Finally, it’s critical to plan for common challenges that can derail a project. Investing in proper planning and training can make all the difference in achieving a smooth and successful implementation and launch.

  • Low-Cost Risks: Opting for a low-cost implementation often requires rework and cleanup, resulting in extra hours of consulting and frustration for internal staff.
  • Staff Training: Staff training is mission-critical. Unanet administrators need to feel comfortable in the new system.
  • Routine Check-Ins: Conducting routine check-ins with your implementation team is essential to promptly address any issues and stay on track for the Go Live date.

Key Takeaways

A successful Unanet implementation requires clear objectives, strong communication, and careful planning at every stage. By leveraging Unanet’s built-in compliance tools, thoroughly assessing your legacy data, sticking to an established timeline, and investing in proper training, you can set your organization up for long-term success. Remember, thoughtful preparation and the right support make all the difference when building a strong foundation for your new system.

Supporting Long-Term Success

At Redstone GCI, we recognize that implementing a new ERP system is just one part of the larger picture. As an experienced and trusted Unanet implementation services partner, we pride ourselves on making the entire process smooth and enjoyable. Our team not only specializes in Unanet implementation and optimization but also offers a full range of services to support your business well beyond go-live. We provide ongoing system support, staff training, and outsourced accounting services, as well as HR support, government contracting compliance consulting, and policy and procedure development. Whether you’re looking to improve reporting, strengthen internal controls, prepare for audits, or enhance your back-office functions, our experts are ready to guide you every step of the way.

Learn More About Our Unanet Consulting & Implementation Services

Written by Katie Donnell

Katie Donnell Katherine (Katie) Donnell serves as the Director of Unanet Practice Services at Redstone Government Consulting, Inc., where she leads the firm’s Unanet consulting practice in delivering expert implementation, optimization, and compliance support to government contractors. With extensive expertise in DCAA-compliant Unanet Time & Expense Tracking, Project Portfolio, and Financials, Katie plays a vital role in helping contractors build and maintain compliant, efficient financial and project management systems. As one of the first Unanet Certified Implementers, Katie was part of Unanet’s initial pilot certification program for non-Unanet consultants, investing over 300 hours in training, system development, and rigorous testing to obtain her certification. She holds Unanet Advanced Project Management training credentials and is also a QuickBooks ProAdvisor. Her technical expertise and real-world implementation experience make her a trusted advisor, frequently called upon by Unanet’s internal teams to support implementation projects as an external expert. Katie is also responsible for the continued growth and strategic oversight of Redstone GCI’s Unanet Practice, ensuring that quality of service, client support, and consultant development remain at the highest standard. She is committed to advancing the professional development and expertise of Redstone GCI’s Unanet consulting team, ensuring they stay at the forefront of industry best practices and evolving compliance requirements. At Redstone GCI, Katie serves as a primary point of contact for numerous small business clients, providing ongoing government cost accounting and compliance support. She regularly assists with monthly accounting close processes, ensuring accurate financial reporting for program management and executives. Her unique combination of software system expertise and compliance knowledge allows her to provide strategic, hands-on guidance to government contractors navigating complex regulatory and financial landscapes. With extensive experience in government contract accounting and compliance, Katie has assisted contractors with DCAA audit readiness, including SF1408 pre-award accounting system audits, provisional billing rate submissions, forward pricing rate development, and incurred cost submissions. She also helps clients design and implement compliant policies and procedures to support an adequate DCAA-approved accounting system. Prior to joining Redstone GCI, Katie worked in public accounting and government contracting, gaining operational experience with Unanet, QuickBooks, SpringAhead, Deltek T&E, ADP, Paychex, and QB Payroll. Her extensive background in accounting, compliance, and financial systems ensures that Redstone GCI’s Unanet clients receive the highest level of technical and regulatory expertise.

About Redstone GCI

Redstone GCI is a consulting firm focused on fulfilling the needs of government contractors in all areas of compliance. With a singular mission to help contractors through the multiple layers of “red tape,” we allow contractors to focus on what they do best – support their mission with the U.S. Government. We are home to a group of consultants made up of GovCon industry professionals, CPAs, attorneys, and retired government audit and acquisition professionals.

Our focus and knowledge of audit and compliance functions administered by DCAA and DCMA will always be at the heart of what we do. However, for the past decade, we’ve strategically grown to support other areas of the government contractor back-office with that same level of focus and expertise. We’ve added expertise in contracts management, subcontract administration, proposal pricing, various software systems, HR and employment law, property administration, manufacturing, data analytics/reporting, Grant specialists, M&A, and many other areas. When we see a trend in the needs of contractors, we act to ensure we can provide the best expertise in the market to fulfill those needs.

One thing our clients can be certain of is that with the Redstone GCI Team in your corner, there is no problem too big and no issue too technical for our team to tackle.

Topics: Compliant Accounting Infrastructure, Small Business Compliance, Unanet