How does the implementation of vPlan work?

Perhaps you're looking to work more efficiently or need a better overview of your planning. With our free trial, you can find out if vPlan is the right tool for your team. We also offer a free demo to show you how easy it is to work with vPlan. Ready to get started? Together, we'll guide you through the implementation process. But how does implementation actually work?

Tips for a successful vPlan implementation

• Make use of your free demo account.
• Define and optimise your business processes.
• Share the pain points of your current planning system.
• Decide in advance when you want and are able to start with vPlan.
• Involve your team in the implementation process and ensure the right people are included in the setup.
• Share the goals you want to achieve with vPlan with your team.
• Read our blogs to learn more about vPlan.
• Visit our YouTube channel for short videos explaining the basic functionalities.

Implementing vPlan

The implementation of vPlan follows several steps. For each step, we'll explain what it entails and how you can prepare yourself.

How long does It take to implement vPlan?

We understand you want to get started quickly. That’s why we guide you through six steps to configure vPlan optimally. The implementation process typically takes 6 to 8 weeks, depending on your workflows. During the process, you’ll have two weeks to test vPlan yourself and evaluate if everything is set up as desired. Below are the steps of our 'Getting Started' implementation process:

1. Inventory

We start with an inventory to determine the foundations for the setup. This information is crucial for our consultants to help you set up your planning system in the best way possible. During this phase, we review your current processes and map out your planning requirements.

Prepare for the inventory by considering these questions:

• What does your current process look like?
• What are the pain points of your current planning?
• What goals do you want to achieve with vPlan?
• Who needs to be involved internally? Who will be the key users?
• Do you want to share the planning with the work floor?
• Will vPlan be integrated with existing software? Which data needs to be synchronised?

Discuss in advance how the planning process will work. With the introduction of vPlan, existing workflows may need adjustments to increase efficiency. For example, employees might start updating their own tasks, whereas this was previously done by a planner.

2. Technical Setup

We prepare everything for the functional setup. This includes setting up your environment, creating a robust architecture, and ensuring a solid foundation for vPlan. Backups are configured to securely store your data, and the subscription is correctly set up and linked to our back office.

3. Functional Setup

Through an online meeting or an on-site appointment, we’ll work with the key users to configure your vPlan environment. Our experienced consultants translate your workflows and planning requirements into tailored solutions. Once the initial setup is complete, you’ll be able to test vPlan.

During the functional setup, we cover:

• Navigation within vPlan.
• Explanation of the various views.
• Overview of the backlog.
• Introduction to card features.
• Scheduling cards.
• Additional specific user actions.

We rely on Best Practices during setup, drawing from our experience digitising planning for hundreds of companies. By configuring vPlan together, you’ll also learn how the settings work, ensuring you can make adjustments and optimisations yourself in the future.

4. Testing Period

Once the setup is complete, it’s time to test. The goal is to ensure that vPlan works perfectly for your processes.

• Practice creating, scheduling, and assigning tasks.
• Get a clear idea of how you want to use the setup.
• Integrate your current planning into vPlan and test it intensively to verify that it meets your needs.

You’ll have the opportunity to work with vPlan independently. After two weeks of testing, we’ll discuss your findings and the next steps.

5. Optimisation

After the testing phase, you’ll have a better understanding of vPlan's capabilities. Based on your feedback, we’ll refine and optimise the setup further.

We’ll check if everything is functioning as it should and make adjustments, including:

• Improvements to workflows.
• Automations and notifications.
• Additional training for key users.

We’ll also review the workflows for both planners and employees. This includes defining responsibilities and ensuring everyone has the information they need. The vPlan app can also be integrated at this stage. Once the setup is finalised, you can transfer your entire planning to vPlan. After completing the transfer, your team will be ready to start working with the tool.

6. Rolling Out vPlan

With your planning now fully configured, we’ll help you roll out vPlan across your organisation. If needed, we can provide specific user training for your team. Check out our blog for tips and tricks to ensure a successful rollout.

Post-Implementation Support

About a month after the go-live, we’ll schedule a follow-up meeting to evaluate the initial period. During this session, we’ll:

• Provide additional training for your team.
• Optimise your vPlan environment if needed.

Even after the Getting Started process, we’re here to help. If you have questions, our support team is always available. Stay updated on new features by reading our blogs and get inspired. Don’t forget to subscribe to our YouTube channel for short videos explaining vPlan’s functionalities.