Panviva: How to Prepare for Your Implementation

​Oftentimes, customers will ask us, “What can I do to prepare for my Panviva implementation?” and our response usually surprises them. It doesn’t take much to prepare for an implementation, but there are two things you can do to help make the process smoother.

​​Identify Your Team

In order to successfully implement Panviva, you will need a team of individuals working together towards launch. This team should consist of subject matter experts, authors, editors, reviewers and approvers. When selecting individuals for each role, ask yourself the following:
 
Subject Matter Experts (SME) 

• Who has the experience and knowledge to correctly update and document our processes?
• Will they respond in a reasonable timeframe if/when an author needs their help?
• Can my SME double as an author?

 
Authors 

• Who can I pull away from their desk to dedicate 30 hours a week to Panviva? (Don’t worry, if you are unable to answer this question, CoreAxis can help.)
• Do they have good writing skills?
• Are they detail-oriented?
• Can they document step-by-step processes?

 
Editors 

• Do I need any additional editors outside of the Panviva experts?

 
Reviewers 

• Who has the experience and knowledge to correctly review content and ensure accuracy?
• Can my reviewer double as the SME?

 
Approvers 

• Which senior manager has the knowledge and bandwidth to provide final approval on
  all content?

 
Click here for more information about the team.

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​​Prepare Your Content

Your processes and existing content will help to map out what goes into Panviva. Here are some ways you can prepare yourself.
 
Identify and List your Processes 
As part of the Ready, Set, Go Workshop, we will determine which processes are priority for Phase 1 launch. For example, we may decide that the Customer Services processes should take priority over the Disputes processes.
 
To prepare for that decision, start thinking about the processes you have and make a list. As we start to map out your processes, you can refer to this list to make sure we didn’t miss anything. What remains can be used as you implement more processes in subsequent phases.
 
Gather and Organize your Content 
Now that you’ve identified your processes, you’ll want to gather and organize the content that goes with those processes. When it comes time to document the processes in Panviva, it will make the initial drafting of the procedures easier. That way, you can focus on any gaps or missing details that were identified during the Ready, Set, Go workshop.
 
If you decide to start updating your content, keep a few things in mind:
 

• Don’t worry about font, colors or large screenshots. These components aren’t relevant in Panviva, as they have their own style and guidelines to writing content.

 

• Be as detailed as possible. Document all actions taken, all windows that appear, all decisions that need to be made (showing what happens in all paths) and all fields that should be completed. It’s better to have too much information than not enough. Keep in mind that one goal of Panviva is to give new hires the information they need to successfully complete processes on day one.

 

• Separate the need-to-know from the nice-to-know. Think of it this way, when your associates are performing a task, what is the information they need to know in order to complete that task right then and there? Information like “the why,” definitions, company policies, etc. are nice to know, but not absolutely necessary in accomplishing the task at hand. This information can be placed in a special area of Panviva for future reference.

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​While these tips aren’t necessary for a successful launch of Panviva, they can help make it go more smoothly and efficiently. Consider these tips if you find yourself with some time before your Ready, Set, Go Workshop.