Hard Truths About System Implementations In Aircraft Leasing: Lessons Learned From Frontlines

January 12, 2025

Successful system implementation goes far beyond technology—it’s a transformation that affects every part of a lessor’s business. 

At Zeevo, we’ve managed complex system implementations and optimizations, including accounting and ERP systems, such as like CORE Financials, Oracle, and Workday Financials, as well as asset and contract management systems, such as AerData CMS and AMS, AMT-Sybex Leasepoint, and Sysco Lease Manager.

Here are the 10 hard truths we’ve learned that can make the difference between a seamless go-live and a costly misstep aircraft lessors:

1. Well-Defined Business Processes Are Key to Success

Clearly defined, documented, and understood business processes before starting an implementation will prevent delays and confusion. Don’t expect the system to fix broken processes—it will only amplify them. Take the time to align teams and document workflows upfront.

2. Define and Document “Data Ownership” Early

With clear data ownership, lessors can avoid bottlenecks during data migration and ongoing system use. At the outset, assign responsibility for key data categories, e.g., lease terms, financial data, asset information, to specific roles or departments. Robust data governance policies and best practices for data entry will also ensure consistency in how data is entered, validated, and maintained. A system is only as good as the data in it—investing in governance prevents costly cleanups and system inefficiencies.

3. Be Thoughtful About Designing Your Internal Support Team

A well-implemented system is only as good as the team that supports it post-go-live. Ensure having a clear internal support structure, with roles defined for system administration, business owners, and end-user support.

4. Data Goes in Easier Than It Comes Out

We’ve seen it time and again—getting data into the system is often the easy part. Getting usable insights out? That’s where things get tricky. Be sure to understand the system’s reporting capabilities and plan for who will design, enhance, and run reports. Don’t underestimate the need for skilled report developers.

5. Plan Integrations Before You Implement

Don’t wait until mid-project to figure out how the new system will integrate with existing internal and external systems. Whether it’s treasury management systems, such as Salmon Software or internal BI tools, a well-documented integration plan will prevent last-minute surprises.

6. Assign Business Owners for Each Module

Every system module needs a designated business owner—a person responsible for ensuring it meets business needs, overseeing its configuration, and handling ongoing change requests. Without clear ownership, modules can quickly become neglected or misaligned with business processes.

7. Pilot Programs Can Save You a Lot of Headaches

Consider running a small pilot program with a limited number of aircraft to identify issues early, refine processes, and gather feedback before rolling out the system company-wide.

8. Don’t Underestimate Staffing Needs

System implementations are resource intensive, requiring the support of external specialists to adequately support the project, especially for areas such as data migration, integration, and training. Understaffing is one of the most common reasons for implementation delays.

9. Training Is Always Underestimated

Training the team on a new system isn’t just a final task before go-live—it’s a critical component of the implementation process. Allocate enough time and resources for thorough, role-specific training to ensure everyone is prepared to use the system effectively from day one.

10. Plan for Post-Implementation Change Control

Once the system is live, change control becomes a critical discipline. Consider forming a cross-departmental steering committee to manage changes and assess their impact across the organization.

Bonus: Plan for Resource Turnover

Plan for both expected and unexpected resource turnovers and include contingencies in your project schedule to prevent disruptions mid-implementation.

Implementing systems in aircraft leasing isn’t without its risks, but with the right preparation, team, and approach, it can be a game-changer for the business. At Zeevo, our mission is to help lessors navigate these complex projects, avoid common pitfalls, and achieve long-term efficiency and scalability.

HOW ZEEVO CAN HELP.

Whether it’s an ERP like Workday Financials, a treasury system like Salmon Software, or a contract management system like AerData CMS, we’ve seen it all—and we’re here to share what we’ve learned to help make your implementation a success.

If you’re considering a system implementation and want to discuss lessons learned or leading practices, feel free to reach out. We love talking about how to make aircraft leasing operations more efficient!