Usually, the existing system can remain in use during development. The important distinction is between building a replacement and switching everyday work into it. Development should use an agreed test environment so experiments do not unexpectedly change the records staff rely on.
How could this work in practice?
Staff can demonstrate real tasks in the old system while developers build and test the corresponding process. Selected users can then review the new version with representative information. Feedback is most useful when it identifies a specific task, expected result and difference from the agreed requirement.
What needs to be agreed before development?
Plan how changes made in the old system will reach the replacement before launch. A migration copied several weeks earlier will not contain subsequent jobs or amendments. Agree a final transfer process and any period when particular changes must pause.
What should we check before using it?
Before changeover, confirm access, training, open work and responsibility for support. If both systems remain available afterwards, explain which is read-only. Keeping two editable versions indefinitely can create confusion unless synchronisation and ownership have been deliberately designed.
How can Digital Solutions help?
Digital Solutions can review your current process and scope the development needed for your business. Book a free 15-minute software review or visit https://www.digitalsolutions.help/.