Are You Ready to Elevate Costpoint and Experience Harmony?

Upgrading your Costpoint system is more than a technical task—it’s an opportunity to transform how your organization uses its ERP. But before you dive into the upgrade, there’s critical groundwork to be done. 

NeoSystems’ proven ELEVATE methodology helps organizations conduct a comprehensive system health check that ensures you’re not just upgrading software, but maximizing your investment. By assessing current usage, identifying inefficiencies, and implementing strategic improvements, ELEVATE prepares your system—and your team—for a smooth transition. 

Use this checklist to determine if your organization is ready to move forward with confidence. 

What ELEVATE Accomplishes 

Before we get into the checklist, it’s important to understand what the ELEVATE process achieves: 

• Automate more processes to reduce manual workload 

• Minimize risk of errors by leveraging system controls 

• Maximize usage of new functionality available in the current version 

• Identify dormant modules and untapped capabilities 

• Streamline workflows to eliminate duplication and inefficiency 

The process consists of five structured steps designed to give you a clear picture of where you are—and where you need to be—before upgrading. 

Step 1: Assess Current Usage 

Start by understanding how your organization currently uses Costpoint. This baseline assessment is critical for identifying gaps and opportunities. 

Checklist: 

• • Review all modules you are licensed for versus what you actively use 

• • Identify dormant or underutilized modules 

• • Document why certain modules aren’t being used (training gaps, process issues, etc.) 

• • Gather usage statistics (e.g., number of invoices processed monthly, bills generated) 

• • Catalog all third-party interfaces and existing customizations 

• • Evaluate whether current integrations will remain compatible post-upgrade 

This step reveals where your system is underperforming and where quick wins might be hiding. 

Step 2: Engage Internal Subject Matter Experts 

Your users know where the opportunities for improvement are. Engaging them early ensures you’re solving real problems, not assumed ones. 

Checklist: 

• • Schedule interviews with key process owners (AP Supervisor, Accounting Manager, Project Managers, etc.) 

• • Map out complete workflows from source documents to final outputs 

• • Identify approvals, edits, and manual touchpoints in each process 

• • Highlight pain points, especially Excel-based workarounds 

• • Look for duplication of effort across departments 

• • Document inefficiencies that could be eliminated with better system use 

User input is invaluable. Their day-to-day experience often uncovers configuration issues or training gaps that aren’t visible from an admin perspective. 

Step 3: Review Costpoint Configuration 

A deep dive into your system’s configuration reveals whether it’s set up to support your business processes—or working against them. 

Checklist: 

• • Examine core architecture elements (Project, Account, Org IDs, etc.) 

• • Review control settings across all active modules 

• • Run system diagnostic toolkits to identify anomalies 

• • Analyze system-generated reports for inconsistencies 

• • Cross-reference user pain points with available functionality 

• • Determine if issues stem from misconfiguration or lack of training 

Often, organizations discover that features they need are already available—they just weren’t configured or communicated effectively. 

Step 4: Identify New Functions 

This is where the roadmap begins to take shape. Document potential improvements and prioritize them based on impact and effort. 

Checklist: 

• • Create a detailed list of potential new functions with: 

• • Issue or challenge being addressed 

• • Functionality that could resolve it 

• • Business impact (efficiency, accuracy, compliance) 

• • Estimated time and cost to implement 

• • Prioritization level (high, medium, low) 

• • Highlight “low-hanging fruit” opportunities: 

• • Quick training sessions to boost productivity 

• • Simple control setting changes that resolve recurring issues 

• • Share the list with leadership and stakeholders 

• • Socialize recommendations internally to build buy-in 

This step transforms findings into actionable next steps. It also helps justify the investment in the upgrade by demonstrating tangible returns. 

Step 5: Develop an Implementation Plan 

Even the best recommendations fail without a solid execution plan. This final step ensures you have the resources, timeline, and strategy in place. 

Checklist: 

• • Assess internal skill sets for implementing new functionality 

• • Determine if external support is needed (training, consulting, development) 

• • Define timelines for each improvement initiative 

• • Coordinate with third-party vendors (banks, payroll providers, etc.) 

• • Develop a comprehensive testing strategy and test plans 

• • Plan user training sessions and assign responsibility 

• • Confirm that internal resources have bandwidth to execute the plan 

• • Establish a phased rollout approach if needed 

A structured plan minimizes disruption and ensures that your upgrade delivers measurable value from day one. 

Key Takeaways for a Successful Upgrade 

Upgrading from an earlier version to Costpoint 8.2 is a strategic decision that requires preparation. The ELEVATE methodology ensures you’re not just moving to a new version—you’re optimizing your entire system for better performance. 

Remember: 

• Leverage existing tools before adding new ones 

• Collaborate closely with subject matter experts 

• Prioritize quick wins while planning for long-term improvements 

• Test thoroughly before going live 

• Plan for user training and change management 

If you’ve checked off most of the items on this list, you’re on the right track. If not, it may be time to engage an experienced partner who can guide you through the process. 

A successful upgrade isn’t just about new software—it’s about making your system work harder for you.