How to Implement Yardi Voyager™
By Yourself, on a Shoestring Budget
(And Not Make Any Wallet-Draining Mistakes)

Years ago a real estate company in Dallas hired Lupine Partners to help implement Yardi’s suite of products. :  When we arrived and started the discovery process, we found that this was their THIRD attempt at trying to convert onto Yardi. : We were their last resort, “Would we save them?” they asked.

Why was this particular client going down the implementation road for the 3rd time?  Answer:

They did not have a plan

They confused training with implementation

They had no issues list and no organized method for identifying and resolving issues

They went right into software setup with no education and no direction

They did not have a project manager

Team members changed their minds repeatedly on a myriad of topics

In short, they were winging it.

What it Means to Implement Software

If you are in the market to implement Yardi Voyager™, you might have some initial sticker shock regarding the quoted price of an implementation.  Your main concern should be the cost of failure – of repeatedly having to go back to the well to migrate from one property management and accounting platform to another.

What does it mean to implement software successfully?  The concepts are simple – the execution of the concepts is less simple.  Lupine’s definition is as follows:  Software implementation is when the following outcomes occur in a certain agreed-to order:

The system is setup and configured according to your needs and specifications

The relevant data is converted from the source system to Yardi Voyager™

The critical reports are either identified in the system, or created as needed

The system users are trained on software functionality that is relevant to them

Based on our experience, all of this needs to be done efficiently and effectively without disruption of your existing and current business processes – meaning the sales and delivery of services/products to your customers.

Problem Solved…

Even knowing the above, some companies are either financially unable or unwilling to foot the consulting bill necessary to take them to their goal of implementing to a new software platform.

Lupine Partners has solved this problem for you by creating the:

Do-It-Yourself Guide
to Implementing Yardi Voyager™
A Comprehensive Approach
By Lupine Partners

The Guide is our complete arsenal of tactics and strategies that guarantees a successful implementation for you.  This is the same methodology we’ve used for our software implementation projects, since 1993 – when Lupine Partners was founded, and more specifically since 2001, when our implementation partnership with Yardi Systems began.  Months of time went into the careful selection of our topics and in the words chosen to allow you, the lay-professional, to skillfully manage your migration on to the Yardi Voyager™ platform.  Think of the Guide as your implementation insurance policy.

And, you don’t have to pay outsiders to lead you through the process.  You can do it all yourself.   Furthermore, the Guide, created by our acknowledged experts is a dirt-cheap way to ensure success.  Avoid the costly mistakes others have made when they have tried to ‘do it themselves.’  Protect your business and ‘make it happen’ by investing in our Guide.

Your Money Back – Guaranteed

The least important guarantee that we will make to you is this:

Within the first year, if you are not satisfied that our Guide did not fulfill your needs and culminate in a successful implementation of the Yardi Voyager™ product, we will refund 100% of the Series cost.  No questions asked.  Send us the kit back, and we’ll mail you a check.  Why is this the least important guarantee? – Because of the very real cost of software failure.  There’s more than just money involved.  Read on to learn more about the cost of failure.

Why are we able to make such a bold and unprecedented guarantee?  Because what we are teaching you works.  If you apply what we say, and do the work – you will be successful.  We have had too many success stories to be wrong about this.

The most important statement is that we GUARANTEE that you will have a successful project.  Success is what is important – not the cost of the kit.

"I thoroughly enjoyed working with Lupine Partners.  They have excellent customer service and surpassed their reputation!  Both Brian Wood and David Wolfe worked closely with Shelter to understand our mixed portfolio and our business needs.  They were extremely knowledgeable in helping Shelter identify and implement a new Property Management System.  Lupine managed the project from the start, keeping us and most importantly, the vendor on track.  I would highly recommend them!" Sandy Scheuerman, Director Information Technology The Shelter Group

What’s In It for You?

So, what’s in the Guide – how does this do-it-yourself series work?  The series in total is a blueprint for Yardi Voyager™ implementation success.  You get ALL of the resources we use when we are implementing the software.  We have taken the guess work out of the process for you – taking you step by step through a professional software implementation with our knowledge-packed implementation videos.

Quick note:  You will see references to Camtasia in this document.  Camtasia is software developed to ‘record’ everything that is going on within the computer screen and to record a voice over as you are working.  It is a terrific training tool and one that we use at Lupine to self-train, particularly if somebody has a specific expertise.  Our consultants record the videos and then we distribute the videos internally to learn the necessary material.  It’s a wonderful thing.  (The Video and Camtasia files will be on DVD discs (in .mov format) that are playable with QuickTime media player.)

Here is what’s in the Guide:

Series A – Introduction (Video/Camtasia)
Topics covered:

Methodology overview

Use of status reports

Why software projects fail

How to run a kickoff meeting

Status reporting

Series B – Discovery Process (Camtasia)
     Topics covered:

Obtaining organizational buy-in for scope

Groundwork for creating a detailed project plan

Series C – Detailed Project Plan (Camtasia)
     Topics covered:

Importance of a project plan

Available templates

Why you should modify your plan as you go

Series D – Module Setup (Camtasia)
     Topics covered:

Brief overview of module

Setup considerations and ramifications of setup decisions

Setup alternatives

Going forward steps

Series E – Data Conversion Methodology and Strategy (Camtasia, Templates, Scripts, Instructions, Import DVD)
     Topics Covered:

Strategy

Test database overview and tactics

Pre go-live orchestration and testing

Methods for extraction from source system

How to import

Order of imports

What NOT to do

Series F – Go Live Methodology and Strategy (Camtasia, Templates)
     Topics Covered:

Orchestration of final data conversion and training efforts

Communication strategies

Validation strategies

Advance planning

Series G – Training Considerations and Strategy (Video)
     Topics Covered:

How to tailor the training to your needs

Timing

Getting the trainer booked and on your calendar

Series H – Bonus Material:  Lupine’s video series on custom report and import script development.   Title:  “The Insider’s Secrets Revealed, Soup-to-Nuts, Blue Collar Guide to Yardi Systems’ Report Development”

Series I – Bonus Material:  Lupine’s video on how to use Crystal Reports’ interface with Yardi SQL scripts.  It’s a companion piece to series H.

Series J – Bonus Material:  Templates for

Data imports

Discovery sessions

Implementation work plans

Series K – Bonus Material:  David’s book on software evaluation – “Software & Vendors & Requirements, Oh My! – A Project Team’s Guide to Evaluating Business Software”

Series L – Consulting time at a reduced rate.  Here’s the deal – everybody needs help.   And as you go through the Guide you may have some questions from time to time.  We are available to help you – and have lowered our consulting rate by 25% for loyal purchasers of our Guide.

That's a total of 23 videos; 2 audio CDs; David's book; 3 spiral bound notebooks that include all of the templates, project plans, and other documents show in the videos, along with the table of contents and checklists for each module; and as an added bonus, a Lupine Partners t-shirt.

The contents of the Guide are clearly explained, and in such a way that a lay-professional like you will understand.  There is no consulting mumbo-jumbo to deal with and decipher.  Just plain every day English.  But wait, there’s more!  Each module will have a written Table of Contents and Checklist for your reference after you have viewed the applicable video.   Use it as your ‘cheat sheet’ as you move forward.  Also, after you are done with your setup, we will review the system to make sure that your configuration decisions are consistent and rational.  Even though this is a do-it-yourself guide, we will be looking over your shoulder once you are done.

Software Implementation Myths

Myth 1.  You are done when you execute the software contract.  Nope – you are just getting started.  If you purchase software, but botch the execution of the implementation, then nothing really has happened.   Evaluating the right product for your organization is obviously important, but a skillful execution of your implementation plan is where the financial payoff is.

Myth 2.  Implementation and training are synonymous.  As you will learn in our Guide, training is a component of implementation – an important one.  But it’s only a piece.  If you are just paying, or plan to pay, for training, then you will not move more quickly to your goals.  There is more involved than just training.

Myth 3.  Software implementations must take a long time to complete.  Not so at all.  It’s all in the planning.  Unfortunately, some companies want to skip this vital step in the interest of ‘getting a leg up’ and getting started.  We have learned that the tortoise always finishes faster than the hare.  We have completed migrations for some small clients in as little as 6 weeks.

Myth 4.  Parallel processing between the existing software system and Yardi Voyager™ must occur as part of the implementation.  Parallel processing should occur if you are not certain of the functionality of the system you are converting to.  Yardi has a vast and wide client base – their software works.  Any sort of pilot testing should occur before the acquisition of the software.  It is an unnecessary burden on the project and the employees who must now do their work in 2 systems, rather than 1.  Not good.

Myth 5.  Planning can be skipped.  Only if you want a failure.  Guaranteed.

Myth 6.  The first thing that must happen on the implementation is to train all of the users.  We get this one a lot.  It’s a good idea to give the user base an overview of the system, but only for purposes of system setup – in other words to facilitate system and module configuration.  End users should be trained as close to the go-live date as possible.   Why?  Answer:  Use the information or lose it.

Myth 7.  You have to be super technical in order to convert the data from your system to Yardi Voyager™.  We have trained many a client during an implementation on how to extract source system data and how to import this data into Yardi.  If you can work in Excel, and are willing to learn, you can do the import yourself.  All of this is explained in our Guide.

Myth 8.  An outsider must be your implementation project manager.  Anybody can be trained on how to be an effective project manager.  There are pros and cons to hiring an outside professional.  Our Guide will show you how to run your implementation in a professional and secure manner.

Here’s a Secret…

Implementing software is not hard.  The required steps must occur in a certain order though.   Step C must follow step B which must follow step A.  The failures we have witnessed occur when the organization (in an attempt to save money) skipped from step L to step X to step A, and employed none of the techniques and tactics that should be in every project manager’s toolkit.   (These techniques and tactics are discussed in detail in the Guide – remember there is a fine line between failure and success.)

How to Get the Best Use from Our Series

For Series A through C, we recommend watching the complete series through in its entirety.  Just watch it and begin getting a flavor of what you will be learning.  Once viewed, go through it again with laptop, pen, and paper ready.   The series is so comprehensive you will be taking notes like crazy because we are going to introduce topics you have never thought of.   We have encountered all of the problems already, and will be telling you a lot of what NOT to do!  You will be able and ready to create your scope document and detailed work plan after completing Series C.  (Don’t skip these steps, trust us!)

Series D covers the individual module setup.  Our customers have told us that it works best if you place the Guide on half of your computer screen and pull up Yardi Voyager™ on the other half.  Begin playing the series and when you get to a section you want to work on and think about, pause the recording, and go into the Yardi Voyager™ module.  Continue to toggle back and forth between the two screens.  At the end of this series, two things will have happened:  One, you will have your Yardi Voyager™ installation completely configured the way you want, and Two, you will have gone a long way towards maximizing your use of the Yardi Voyager™ system.   Your comfort level with Yardi’s terrific product will skyrocket while your anxiety about the entire process will plummet.

Series E may be the most challenging section of the series.  Our Guide will once again eliminate your fears as we walk you through the data conversion steps.  You will get everything you need to migrate your data including an extraordinary level of advice from our consultants.

Series F and G should be used like the first 3 series.  Watch once through, and then watch again, taking detailed notes and adding ideas to your work plan.

Using our Guide, Yardi Voyager™ will be easy to implement – and is written for both beginners and veterans of software engagements.  All users of the video series will get every technique we use at Lupine Partners to implement Yardi Voyager™.

"With an approximately 33,000 unit portfolio, the task of converting the properties and accounting information could have been overwhelming for our internal technical resources.  The technologists at Lupine did a great job of helping us break a big project down into sizable chunks, setting up the procedure and initial training, spending a good deal of time on the application setup, and in providing top-shelf project management through the entire deployment cycle.  Lupine brings a unique (and very desirable) mix of big-picture project management and meticulous attention to detail and that combination was a critical piece in our conversion puzzle.  I recommend Lupine Partners for any company (regardless of size) contemplating such a migration - they are a valuable resource in all aspects of the process from initial planning to post implementation report creation." Tom Figert, Director Information Technology BH Management Services

But I Don’t Have Time to Watch the Videos…

We understand – you are busy.  But there IS a way to get all of this done.  Here’s how:

There is always a 10-14 day lag from the time you sign your contract with Yardi until you get login and permissions to work in the system.  Use that time to watch series A, B, C, F, and G.  Each video is approximately 30 minutes long, and are not Yardi setup related.  These videos tell you what you need to think about, and do, to ensure an on-time implementation of Yardi Voyager™.   Use this down time to become an accomplished implementation manager.

Once you receive your Yardi login credentials, you can begin your setup by going through all of the applicable D series modules as outlined above.  If the amount of time necessary to view the setup modules is daunting to you – remember this:   You won’t necessarily be implementing all of the modules at once (that is discussed in video series B and C…), and the amount of time you need to spend on the module setup might be limited to 4-6 hours.  By allocating a little bit of time each day, you will progress through the series rapidly.  You don’t have to do it all at once.

Here’s What’s Going to Happen if you Buy Our Series -- GUARANTEED

What are the guaranteed outcomes if your organization purchases the Do-It-Yourself Guide to Implementing Yardi Voyager™?

A decreased investment in consulting services.

Implementation tools that can be used repeatedly – particularly in the case of asset acquisition subsequent to the initial implementation.

You ‘own’ the implementation knowledge.

Implementation can revolve around YOUR timeframes.

You still have Lupine and Yardi to support you if the need arises.

You receive more bang for your buck with the bonus templates, report writing series, and other resources that are included.

You will learn the software better as you ‘toggle’ between our product and Yardi Voyager™.

A guaranteed successful software implementation to Yardi Voyager™.

How Much Should You Invest?

You have some choices here.  Our investment levels are as follows:

Sales Level:  Specialist

The difference between success and failure, easy and hard, is often a very fine line.  The one mistake you DON’T make might save you a number of sleepless nights, and a lot of time and money.  We will put you on our collective shoulders and help take you to a successful Yardi Voyager™ implementation.

We also understand that cash flow might be tight for you right now.  If so, you can take our 3 Easy Pay Option (only if ordering by credit card).  That breaks down to $1,932 per month for the Specialist Level, and $2,098 per month for the Master Implementer Level.  We will charge your credit card in 3 equal installments over a 60 day period.

Our series represents a lifetime of work and is your hedge against software implementation failure.

Who Will ‘Check’ Your Work?

We will.  Once you are ready we will validate and ‘bless’ your Yardi system setup  There is no additional charge for this – it is a FREE service.  It will give you that extra assurance you need that you are progressing down the right path.   Our consultants will login to your system and review your setup and configuration for incongruent items and obvious errors/inconsistencies.  After we are done we will communicate our findings to you in whatever format works best for you and your organization.

What’s Your Money Back Guarantee Again?

If you are not happy with our Guide, you can return it to us within one year of purchase and we will refund it to you no questions asked.  No gimmicks.  This is the real deal.  (Here’s what we know and you don’t at this point – you won’t be sending it back.  The Guide is that good…)

"Lupine Partners provided invaluable assistance throughout the entire process of our conversion.  Lupine assisted us with the selection of software, conversion, implementation of our software and ongoing enhancements.  It would be hard to believe that many other consultants could provide such a wide breadth of knowledge of accounting, property management, and technology.  There is no question that without the help of Lupine our conversion would have been longer, more costly, and ended up with a less functional system.  They were able to provide us with a clear plan and realistic expectations and when required responded to any issues that we had immediately.  It would be without reservation that we would recommend Lupine Partners to any real estate company looking to meet their technology goals." Phillip Jackson, Director of MIS Price Edwards & Company

How Do I Buy the Series? – I’m Ready to Get Started!

First, click on “INVEST NOW” and choose your investment level.  (Note: If you choose the Specialist Level, you will have the opportunity on the next page to communicate which of the Series D Modules you would like.)  After you have decided which level you want to invest in, you are then directed to make your payment choice.

If you choose to pay by credit card, you will be taken to our secure credit card processing site where you can complete the transaction.

If you choose to pay by check, you will be taken to our printable order form.  Simply, print out the form, fill in your information, and send the check (payable to Lupine Partners) and order form to:  Lupine Partners, 3100 Carlisle Street, Suite 224, Dallas, TX 75204.  It is our policy to receive payment for the Series before the shipment of the product.

To recap – Here is what you get with the Do-It-Yourself Guide to Implementing Yardi Voyager™

A professional lifetime’s worth of knowledge with regard to implementing real estate software for every ‘vertical’ on the market

A step-by-step process of what to do, and when to do it

Instruction on how to manage a software project

A reduced consulting rate if you decide you still want a little help

A methodology to setup Voyager™ again and again as your company grows

A one-year, no-questions-asked, money-back guarantee on your purchase

A checklist to help you through the process

Copies of all our implementation templates, agendas, and scripts.  You get everything in our consulting toolbox

A complete video how-to series on every major Yardi Voyager™ module

A post-setup review of the work you have done in configuring Yardi Voyager™

Congratulations on your purchase of Yardi Voyager™.  We look forward to serving you with our product.

Committed to Your Success,


David Wolfe
President – Lupine Partners

P.S. I mentioned earlier that there is a very real cost of failure.  What is the cost of failure on a software project?  When the client we described above brought us in for their third attempt to implement Yardi we noted the following costs and outcomes:

An increased amount of time on their old, inefficient system

Loss of organizational confidence

Loss of time spent on meetings and tactics that did not take them to their goals

Employee firings resulting in increased training costs and ramp-up time (on their regular job)

Organizational recriminations

Money spent on software license fees for a product they were not using

Money spent on outside consultants – with no implementation to show for their consulting investment

Competitors had pronounced operating advantages due to being on a more current software platform

Resources
	Sign-up for FREE Software Selection Tips
Do-It-Yourself Guide to Implementing Yardi Voyager™ A Comprehensive Approach By Lupine Partners Planning a software implementation is something that MUST be done correctly in order to have a successful system migration.  Lupine Partners has once again taken our time-tested and proven methodology to bring you our Video Series on Implementing Yardi Systems' Voyager™ product.  The videos and documentation provided in this series will teach you how to implement Yardi Voyager without consultants, but within your time and financial constraints. Click Here To Learn More About The Video Series “The Insider’s Secrets Revealed, Soup-to-Nuts, Blue Collar Guide to Yardi Systems’ Report Development” When the need for a Yardi custom report arises you don’t have to call a consultant – you can create the report yourself!  All you need are the right tools to get the job done.  This video series uses Lupine Partners’ proven in-house training method and a takes a learn-at-your-own-pace approach for providing all the technical information, tools, and know-how you need in order to become skilled at writing custom reports for Yardi Systems’ software. Click Here To Learn More About The Video Series

When a software selection project falls out of the sky and onto your plate, you need a strong heart, a sharp brain, and the courage to tackle the task.  This is the book that provides all three, and more.  It is a clear and methodical map through the unclear and needlessly chaotic process of software selection.

Click Here
To Learn More About The Book