Evaluating a Change in Financial Systems: Key Considerations for Large Organizations

Evaluating a Change in Financial Systems: Key Considerations for Large Organizations

As businesses grow and evolve, so do their financial needs. The financial system that served your organization well in the past may no longer be sufficient to handle the complexities of today’s operations. When evaluating a change in financial systems, particularly for large organizations, the decision is not just about finding a tool that meets your current needs—it’s about selecting a platform that will support your organization’s future growth and success.

The market for enterprise financial systems is dominated by a few key players, namely Oracle, SAP, and Workday. Each platform offers robust features, but choosing the right one for your organization requires careful consideration of several factors. Here’s what you should remember when evaluating a change in financial systems.

1. Assess Your Current and Future Needs

The first step in evaluating a new financial system is to thoroughly assess your organization’s current needs and anticipate future requirements. Consider:

• Scalability: Will the new system be able to scale with your organization as it grows? Look for a solution that can handle increasing transaction volumes, more complex reporting requirements, and expanded user bases without compromising performance.
• Customization: Does the system allow for customization to meet your unique business processes, or is it too rigid? Ensure your chosen platform can be tailored to your industry and operational needs.
• Integration: How well does the system integrate with your existing software, such as ERP, HR, and CRM systems? Seamless integration is crucial for maintaining data consistency and avoiding costly manual workarounds.

2. Evaluate Core Functionality and Features

When comparing Oracle, SAP, and Workday, it’s essential to understand each system's core functionality and features. Consider the following:

• Financial Management: Assess the system’s ability to handle general ledger, accounts payable and receivable, fixed assets, and cash management. Look for advanced features like multi-currency support, global tax compliance, and automated workflows.
• Reporting and Analytics: Financial reporting is critical to any financial system. Evaluate the system’s reporting capabilities, including real-time analytics, customizable dashboards, and the ability to generate detailed financial statements. Workday, for example, is known for its powerful reporting tools that provide real-time insights into financial performance.
• Compliance and Security: Ensure the system meets the latest compliance standards (e.g., SOX, GDPR) and offers robust security features to protect sensitive financial data.

3. Consider Total Cost of Ownership (TCO)

Changing financial systems is a significant investment, so it’s important to consider the total cost of ownership (TCO), which includes more than just the initial purchase price. Key factors to consider include:

• Implementation Costs: Large-scale financial systems like Oracle, SAP, and Workday require significant implementation resources. Consider the cost of consultants, training, data migration, and system customization.
• Ongoing Maintenance and Support: Evaluate the costs associated with ongoing maintenance, software updates, and support. Some systems may require more internal IT resources, while others offer more comprehensive vendor support.
• Licensing and Subscription Fees: Understand each system's pricing model. While some platforms, like Oracle and SAP, may offer perpetual licenses, Workday typically operates on a subscription-based model, which can impact long-term costs.

4. User Experience and Adoption

The success of your new financial system largely depends on how well your team can adopt and use it. When evaluating different platforms, consider:

• Ease of Use: How intuitive is the user interface? A system that is easy to navigate will reduce the learning curve and improve user adoption rates.
• Training and Support: What training resources are available to help your team get up to speed? Evaluate the quality of vendor-provided training, documentation, and customer support.
• Mobile and Remote Access: In today’s flexible work environment, having a financial system that can be accessed remotely and via mobile devices is increasingly important. Ensure the platform supports remote access without compromising security.

5. Vendor Reputation and Roadmap

The financial system you choose will be a long-term partner in your organization’s success. Therefore, it’s crucial to consider the reputation and future direction of the vendor:

• Market Position: Look at the vendor’s track record in the industry. Oracle, SAP, and Workday are all leaders in the market, but their strengths may vary based on industry verticals and specific use cases.
• Product Roadmap: Consider the vendor’s commitment to innovation and continuous improvement. Are they investing in new features, technologies, and integrations that will keep the system relevant in the years to come?
• Customer Feedback: Review customer testimonials, case studies, and independent reviews to get a sense of how other large organizations have fared with the system.

6. Strategic Alignment

Finally, the financial system you choose should align with your organization’s strategic goals. Consider how the platform will support your long-term vision, whether that involves expanding into new markets, improving operational efficiency, or driving digital transformation.

Conclusion

Evaluating a change in financial systems is a complex process that requires careful consideration of your organization’s needs, the system’s capabilities, and the long-term implications of your choice. Oracle, SAP, and Workday each offer powerful solutions, but the right choice depends on your unique requirements and strategic objectives.

Finding the right talent is critical to ensuring success if you’re looking to implement or optimize a Workday Financial Management solution. Visit Only Workday Jobs to connect with experienced Workday professionals who can help you navigate this transition and maximize the value of your new financial system.