Is cheaper always better? When choosing a software system like Unanet for implementation, many organizations are tempted to go with the lowest-cost option. However, while cost might seem like the most immediate concern, focusing solely on price often leads to long-term challenges that can affect your business's financial health and operational efficiency.
The cost of implementation may be a one-time expense, but its effects—positive or negative—can last for years. Implementing an enterprise system like Unanet is not just a technical upgrade; it’s a business transformation. The way the system is set up can shape how efficiently your team works, how reliable your financial and project data is, and how well you are prepared to scale. Choosing the cheapest option can end up costing you far more than anticipated, leading to delays, data errors, and staff dissatisfaction.
The Redstone GCI Way: Prioritizing Quality Over Shortcuts
At Redstone GCI, we take a different approach. We’re not interested in shortcuts or cutting corners when it comes to your Unanet implementation. Instead, we focus on ensuring that your system is tailored to your business needs and optimized for long-term success. Our philosophy revolves around three key pillars:
Database Configuration
- A milestone-based project plan, tailored specifically to the needs of your business.
- Customized database management to ensure data integrity, security, and scalability.
- Thoughtful decisions on choosing the right Database Management System (DBMS), setting up schemas, implementing security measures, and establishing backup protocols are essential in preventing unauthorized access or data corruption.
- Without a robust configuration, future growth or new data could overwhelm the system, causing errors or significant downtime.
Why this matters: Cutting costs here often results in under configured systems that cannot handle real-time data needs or integration with other business systems. This can lead to slow performance and lost data.
Historical Data Import
- Migrating historical data involves far more than just transferring records from one system to another. It’s about carefully extracting, transforming, and loading the data so it integrates smoothly with the new system.
- Every piece of data needs to be verified and reconciled to ensure accuracy. The smallest discrepancy can lead to major headaches down the road—incorrect billing, missing transaction records, or inaccurate financial reports.
- We understand that this process is both time-consuming and costly. We recommend importing only the most critical historical data, usually data directly related to billing or project management needs, to minimize costs.
Why this matters: Inexpensive implementations often minimize or skip this process, which can leave your new system incomplete or inaccurate. Poor data integrity leads to errors that could affect everything from project cost tracking to audit compliance.
Training and Post-Go-Live Support
- Even the best-configured system is only as effective as the people using it. User training and post-go-live support are crucial to ensure a smooth transition to the new system.
- We emphasize hands-on training and continuous support. We don’t just train users on the system’s basic features; we ensure that your team knows how to utilize Unanet to its full potential, integrating it into their daily workflow.
- We stay by your side long after the system goes live. We assist with the first check runs, billing cycles, and month-end closes to ensure the system functions properly in live business conditions.
Why this matters: The cheaper option often skimps on these critical elements, which leads to undertrained staff, frequent system issues, and a lack of trust in the new system. Full adoption of the software is rarely achieved, and businesses end up paying much more in troubleshooting and retraining costs.
What Did the Cheaper Implementation Really Cost Me?
When businesses opt for a low-cost implementation, they often find themselves dealing with expensive consequences down the road. Here are just a few of the issues we’ve seen:
- Re-work and Clean-Up: Incorrectly processed data requires costly rework, often necessitating extra consulting hours to resolve.
- Frustrated Staff: Improperly trained staff struggle to use the system effectively, leading to low adoption rates, errors, and inefficiencies.
- Errors and Security Risks: Skipping essential steps in data configuration and migration leads to system vulnerabilities and incorrect reporting. Poor data security measures can lead to breaches, which carry both legal and financial ramifications.
- Higher Long-Term Costs: While you may have saved upfront, the need for continual troubleshooting, additional training, and costly software fixes can lead to higher overall costs.
- Wasted Software Investment: Without proper training and setup, the software will be underutilized, wasting license fees and missing out on valuable business insights.
Choosing a reputable partner for your Unanet implementation means avoiding these costly pitfalls and ensuring your system is a valuable, long-term investment. At Redstone GCI, we don’t just install software—we set you up for lasting success.
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.