Introduction
“We were six weeks into the implementation when everything ground to a halt,” shared the GIS manager at a regional utility. “The IT administrators who could grant server access and system permissions hadn’t been properly engaged during the buying phase. Meanwhile, we discovered that key field technicians who would be using the mobile data collection tools weren’t consulted during our requirements workshops. What should have been a three-month implementation stretched to nearly seven months of frustrating delays and rework.”
This scenario, unfortunately all too common, highlights a critical challenge in integration projects: identifying and involving the right stakeholders before problems cascade into costly delays and budget overruns.
One of the most common questions we receive is: Who needs to be involved in an integration project? The answer can mean the difference between a smooth implementation and months of setbacks.
Integration planning is a critical step in ensuring that your organization can successfully implement and start realizing value from new systems quickly. Understanding the key players at each stage of the process helps prevent miscommunications, reduces delays, and accelerates time-to-value.
To provide clarity, this blog post will break down the key stages of an integration project and outline who should be involved at each phase—drawn from the experience of the entire team of integration experts at Geonexus who have been responsible for hundreds of successful implementations.
Key Stages of an Integration Project
Every integration project follows a structured process. We will explore three crucial phases:
- Buying Phase: Identifying decision-makers and defining requirements
- Implementation Phase: Executing the integrating with the right team
- Live Phase: Ensuring long-term success and optimization
Buying Phase: Who Needs to Be Involved?
The buying phase is where organizations evaluate and select an integration solution that best meets their technical and business requirements. During this critical period, the software is thoroughly vetted to ensure it meets specific integration needs and aligns with IT standards. This phase also includes all procurement steps—from initial vendor discussions through final approval. Having the right stakeholders involved ensures that the chosen solution aligns with both immediate integration goals and long-term strategic objectives. Key players in this phase include:
GIS Team Representatives
- Responsible for vetting system requirements
- Need to understand what data will be shared with EAM systems
- Evaluate how the integration solution fits within existing GIS workflows
- Often drive the project if they require improved spatial data integration
EAM (Enterprise Asset Management) Team
- Focus on understanding how the integration will interact with existing asset management systems
- Need to identify what data will be shared with GIS
- Evaluate compatibility with current EAM tools and processes
- May drive the project if asset data integration is the primary concern
IT Department
- Vets product compatibility with existing infrastructure and technology ecosystem
- Helps prevent accumulation of technical debt
- May include Business Relationship Managers who serve as liaisons between IT and business departments
Enterprise Integration Team
- Evaluates how geospatial integration tools compare to other integration solutions
- Understanding the geospatial integration niche is important, as many general integration tools aren’t strong in geospatial capabilities
Cybersecurity Team
- Responsible for security assessment and compliance
- Critical for ensuring new software meets organizational security standards
Finance & Procurement
- Manages vendor setup and approval
- Handles budgeting and contract negotiations
- Works with legal teams to finalize agreements
- May help coordinate with cybersecurity team
End-Users
- Providing input on usability and workflow needs
- Early involvement helps ensure the solution addresses real-world requirements
Implementation Phase: Building the Right Team
Once the integration solution has been selected, implementation begins. This phase transforms the theoretical plans into working reality through a structured process that includes configuration, testing, and deployment activities. A typical implementation includes these key activities:
- Project kickoff and detailed requirements confirmation – Initial meetings to align all teams on expectations and timelines
- Environment setup – Establishing development, test, and production environments
- System-specific configuration – Setting up connectors for each integrated system (GIS, EAM, CIS, etc.)
- Data mapping and rule creation – Defining how information flows between systems
- Integration testing – Verifying that data moves correctly between systems
- User acceptance testing (UAT) – Business users validating that the integration meets requirements
- Administrative training – Empowering internal teams to manage the integration
- Migration to production – Moving validated configurations to the live environment
- Hypercare support – Extended assistance during the transition to regular operations
This phase requires strong collaboration among different teams to execute the project efficiently. Key stakeholders include:
System Access Administrators
- Absolutely critical as the first step in implementation
- Provide necessary system permissions to integration products
- Should have authorization capabilities for both GIS and EAM systems
- Need to understand nuances of system permissions
IT Support
- Controls access to VDI (Virtual Desktop Infrastructure) and remote access
- Manages email systems for notifications
- Sets up servers where integration solutions will be installed
- Often helps with software installation and deployment
System Administrators
- GIS System Administrators who manage ESRI or other GIS platforms
- EAM System Administrators who manage Maximo or other asset management systems
Project Managers
- Coordinate implementation schedule and resources
- Track progress and manage timelines
- Oversee deliverables and stakeholder coordination and communications
Subject Matter Experts (SMEs)
- Data SMEs: Understand underlying data structures and relationships
- Process SMEs: Understand business workflows and how data is used
- Important distinction: The person who understands the systems may not be the same person who understands the business processes
End Users/Workflow Participants
- Field crew members using mobile applications
- Office staff who process or consume integration data
- People currently involved in manual processes (even paper-based workflows)
- Understanding their needs is critical for successful implementation
Data Analysts
- Ensure data is correctly mapped and validated
- Work with both GIS and EAM teams to maintain data integrity
Third-Party Vendors or Consultants
- If external support is used, they help with integration setup and troubleshooting
- Provide specialized expertise for complex implementations
Post-Go-Live: Maintaining and Optimizing the System
Once the integration is live, ongoing maintenance and optimization are key to long-term success. In this phase, stakeholders shift from implementation to continuous improvement. Key roles include:
Integration Solution Administrators
- Technically adept users who can extend the integration platform to new use cases
- Often evolve from the implementation team
- Critical for ongoing success and expansion of the platform
System SMEs
- Usually one from the GIS side and one from the asset management side
- “Own” the integration from a business perspective
- Responsible for day-to-day management
Report Recipients/Error Handlers
- May not be GIS or EAM specialists
- Review integration results and error reports
- Understand the data well enough to identify and escalate issues
- Different from administrators who know how to configure but may not know how to fix data problems
IT Support Teams
- Troubleshoot and resolve integration issues
- Provide ongoing technical assistance
Data Governance Teams
- Ensure data standards are maintained across systems
Business Analysts
- Ensure the integration continues to meet business needs
- Identify opportunities for process improvements
Geonexus’ Role in Integration Success
At Geonexus, we understand that successful integration projects require both the right technology and the right people. During the implementation phase, our dedicated delivery team focuses on bringing all the stakeholders listed above together through strong project management. We work to ensure the Geonexus Integration Platform is properly configured to meet your specific requirements, serving as the bridge between different technical teams.
When you move to the Live phase, Geonexus assigns a dedicated Customer Success Manager who meets with your team at least quarterly to ensure your organization is maximizing value from the platform. This ongoing relationship helps identify opportunities for expansion and optimization as your needs evolve.
What Sets Geonexus Apart:
- Purpose-Built Integration Platform: Specifically designed for GIS-to-enterprise system integration, preserving spatial relationships and data integrity
- Role-Based Implementation Methodology: Includes stakeholder mapping to identify all necessary roles before project kickoff
- Vendor-Neutral Expertise: Bridges communication gaps between specialized teams with different technical languages
Our customers typically see significant reductions in manual data synchronization time and substantial improvements in data consistency after implementing our solutions.
Conclusion
A successful integration project relies on careful planning and the involvement of the right stakeholders at each stage. Identifying these roles early in the buying process leads to smoother implementations, helps avoid delays, and ensures long-term success after going live.
From selecting the right solution to implementation and ongoing support, having a well-structured team with clearly defined responsibilities is crucial for integration success.
Are you planning an integration project? Contact Geonexus today to learn how we can support your success or explore our blog for more insights on integration best practices!
