Application modernization in the federal government is a complex and multi-faceted process that involves an extensive number of stakeholders, from federal agency executives, system owners, system users and support teams, to contractor staff. Successfully upgrading legacy systems to more modern architectures requires not just technical expertise, but also partnerships built on trust, collaboration, and clear communication. Without these relationships, even the most well-planned modernization efforts can fail.
All projects face delays, risks and issues, possible budget overruns, and user dissatisfaction. This is where building relationships early in the project lifecycle can be leveraged to navigate the obstacles. Through open and honest dialog, strong relationships help ensure the project does not get derailed but meets the objectives originally set by the agency.
Building Trust During Project Startup
The foundation of any successful application modernization effort starts with the contracting and project kickoff meetings. Federal agencies must ensure that they select contractors who not only possess the necessary technical capabilities but also align with the agency’s mission, culture, and long-term goals. Similarly, contractors must work to establish trust with agency stakeholders by demonstrating transparency, reliability, and a willingness to adapt to changing needs during the initial stages of the project.
Four principles to engage while developing trust during project startup:
- Set realistic timelines and deliverables that allow for flexibility and scalability.
- Identify all stakeholders requiring communication and prioritize that communication.
- Engage in open and honest discussions about expectations, risks, and constraints.
- Foster a partnership mindset rather than a transactional relationship.
Collaboration During System Development
Once the project moves into requirements gathering, design, and system development, collaboration is essential for aligning business needs with technical solutions. The development phase involves multiple teams, including agency IT staff, project managers, system architects, cybersecurity experts, and end-users.
How to continue building lasting connections during system development:
- Establish a project Steering Committee as a governance structure with clear roles and responsibilities for both government and contractor staff.
- Hold regular status meetings to maintain alignment and address challenges proactively.
- Encourage iterative development with frequent feedback loops from stakeholders.
- Implement Change Management practices to ensure buy-in from end-users.
- Address project risks and issues in an open and honest manner with all stakeholders.
By fostering an environment of continuous collaboration, agencies and contractors can reduce friction, improve efficiency, and create solutions that truly meet mission requirements.
Ensuring a Smooth Deployment Through Coordination
The deployment phase of application modernization can be one of the most stressful, as it often involves transitioning from legacy systems to new platforms without disrupting mission-critical operations. Solid connections will lead to open discussions and allow for holding all stakeholders accountable for their responsibilities, leading to a mitigation of risks and ensuring a smooth transition.
Steps towards a successful deployment include:
- Maintain regular meeting times with Steering Committee throughout deployment.
- Maintain open lines of communication for real-time issue resolution with all stakeholders.
- Define and implement contingency plans for potential setbacks.
- Provide extensive training and support to system users to ensure adoption.
- Celebrate milestones to reinforce a sense of shared accomplishment.
A coordinated approach during deployment ensures that all parties are working towards the same goal with minimal friction.
Sustaining Long-Term Support and Continuous Improvement
Modernization doesn’t end at deployment for any federal agency. Ongoing system support and continuous improvements are necessary to maintain federal security standards, build continuous improvements in efficiency, and maintain compliance with evolving government regulations. Long-term success requires maintaining relationships beyond the initial modernization effort.
Ongoing activities after system go live:
- Foster a culture of continuous feedback and improvement from all stakeholders.
- Conduct periodic reviews to assess system performance and user satisfaction.
- Keep contractors engaged with ongoing training and updates.
- Encourage a partnership-driven approach to software maintenance and upgrades.
- Hold recurring meetings on the status of the system and new features available.
Relationship Building is the Key
Application modernization in the federal government is more than just upgrading technology; it’s about fostering strong, trust-based relationships at every stage of the process. From kick-off to system deployment and long-term support, collaboration and clear communication are essential for overcoming challenges and ensuring successful outcomes. By prioritizing relationship building, federal agencies and contractors can create a modernization process that is efficient, sustainable, and aligned with mission objectives.
If you need a strong partner in your efforts to modernize your agency’s legacy application, reach out to Arctic IT Government Solutions, a partner who will listen to your unique business needs and help you to meet your objectives.
By Steve Schmitz, President & General Manager of Arctic IT Government Solutions