Loyalis

Five tips for successful systems integration that lead to more efficient processes

Efficient and future-proof processes are crucial for organizations that want to keep up with technological developments and changing customer needs. At the same time, process reliability remains essential. Especially for processes that have a direct impact on customers and employees. So the big question is: how do you ensure that you remain agile and efficient as an organization? In this blog, process expert Arjen Jacobs shares five valuable tips, using the practical case of Loyalis to illustrate what this looks like in practice. 

About the Loyalis case study

Out of necessity, Loyalis switched to a new excasso system to unify processes and increase the efficiency of benefit processes. The challenge: a technical migration and process optimization within a tight deadline, without making concessions to the reliability of the process. To realize this, Loyalis enlisted the help of Business Analyst Arjen, who at that time was already working for them through Valid.

Here are five tips:

1. Choose the approach that fits the project

Do not stare blindly at a specific implementation method (Agile or Waterfall), but choose the approach that best suits the objectives of the project. The method is not an end in itself, but a means.

In practice: 

The Information Management department within Loyalis normally works Agile. Given the tight schedule and the clarity of the change, this time they opted for a hybrid approach: central project steering combined with Agile development. This way, on the one hand, deadlines and decision making were managed, while on the other hand enough space was left for iterative development and adjusting where necessary.

2. Work with compact, decisive teams

Small teams have a big advantage: they shift gears faster, show more commitment and the lines of communication are short. This promotes cooperation and also speeds up decision-making when the right people with mandates are involved. Especially in system integrations, where dependencies between people, processes and technology are large, this makes all the difference. Of course, this all depends on good preparation and agreeing on clear goals and expectations.  

In practice:

At Loyalis a small multidisciplinary team was put together with specialists from Loyalis and Arjen from Valid. This compact team made it possible to scale up quickly when issues arose and to keep the team focused on the common goal. 

3. Provide clear process analysis

Successful system integration begins with an understanding of current processes. Only with a thorough analysis is it possible to create a design that fits the practice and offers room for improvement. This involves not only drawing process flows, but also uncovering bottlenecks, dependencies and exceptions. 

In practice:

At Loyalis, we began with a complete re-analysis of the existing excasso process. Because part of the process was previously performed externally, documentation was limited. We therefore started the project with a blank sheet. Then we worked toward the new situation.

The end result? A clear process design that provides insight and minimizes manual work. Employees in the current situation only check discrepancies or perform monthly closings. This saves them a lot of administrative burden and reduces errors. 

4. Take full advantage of system functionality

Technology is not an end, but a means. Yet organizations often utilize only a fraction of the available functionality. By taking a smart look at what a platform can do, it is easier to automate and simplify your processes.

In practice: 

In the case of Loyalis, a Low Code platform was chosen that largely automated the new excasso process. Thanks to smart services, automatic output files and the extensive functionalities of the new excasso platform, the process has become not only faster and more efficient, but also more reliable.

5. Visualize the application landscape

In systems integrations, overview is crucial. It is important that all involved have a clear picture of the application architecture, including links, dependencies and data flows. This simplifies decision-making and prevents surprises. A clear visualization helps create agreement between business and IT. 

In practice:

Within Loyalis, the application landscape was mapped as part of the process design. This made visible how the new system relates to the existing environment and enabled targeted management of necessary adjustments. This provided overview and clarity during the project. 

A successful system integration is not only about technology, but especially about cooperation, insight and the right choices at the right time. The practical case of Loyalis shows that it is possible to make great strides within a short period of time, provided the approach fits the context. By staying focused on process optimization, involved teams and smart use of technology, you build agile and reliable processes.

Want to know what this could look like within your organization? We'd love to think with you. 

About Arjen

Arjen, Business Analyst, brings business and IT together with his expertise in analysis and process improvement. His curiosity and open communication style ensure that he quickly gets to the heart of issues. In this way he helps organizations clarify and visualize complex issues, creating overview and direction. He contributes to the smarter design of processes and ensures that technical solutions fit well with practice. Always with an eye for the end user and organizational interests.