Replacing a core banking system is one of the biggest transformations any financial institution can face. It touches every process, every employee, and every client. The fear of disruption often makes organizations hesitate, even when their existing systems can no longer keep up with modern demands.
At Aspekt, implementation is not seen as a risk but as a carefully managed journey. Over the years, the company has built a reputation for delivering complex projects without interrupting operations. To learn how that happens, we spoke with Jovica Stanojevic, Head of Implementation & Support at Aspekt, who shared insights into the most common challenges institutions face and how his team ensures a smooth transition.
Many institutions fear that changing their core banking system will disrupt their daily operations. How do you prevent that from happening?
Jovica Stanojevic:
That fear is understandable. The core system is at the heart of every financial institution, and any change can feel like open-heart surgery. The key is preparation and partnership.
Before any technical work begins, our business analysts work with the client’s team to understand how their institution operates. We explore their goals, study their workflows, and identify what needs to change. This is not a quick meeting. It is a process of listening and understanding.
Once we have a complete picture, we define the module functionalities, hardware requirements, and integration needs. Every step is documented so that both sides know exactly what to expect. Then, we establish a clear implementation schedule that outlines all tasks, responsibilities, and milestones.
Throughout the project, both our project manager and the client’s project manager stay in constant communication. Progress is reviewed regularly, and updates are shared openly. When everyone understands the plan and stays aligned, the work can continue quietly in the background while business goes on as usual.
We have seen this approach work in practice many times. During our collaboration with Oxus Kyrgyzstan, we started with a clear project plan and worked closely with their team from start to finish. Our dedicated local presence ensured that their staff felt supported and confident during every stage. One of the main goals was to keep their services running while the new system was being introduced.
Through meticulous planning and a phased implementation, we managed to complete the transition without any disruption to their operations.
Communication breakdowns are a common cause of project delays. How do you keep everyone aligned throughout the process?
Jovica Stanojevic:
Clear communication is what keeps every project on track. From the beginning, we create a shared structure that keeps both teams connected.
Each project has a dedicated project manager on both sides who communicate and share updates. We also use a detailed Implementation Plan, which acts like a living document. It outlines what has been completed, what is in progress, and what is coming next. Everyone knows where the project stands.
I often compare it to coordinating a flight. Our teams and the client’s teams work like pilots and air traffic controllers, each focused on their own instruments but constantly communicating to keep the flight steady and safe. When everyone follows the same route and timing, every takeoff, every adjustment, and every landing happens exactly as planned. The journey may be complex behind the scenes, but for the passengers, or in our case the client’s users, the experience feels calm and effortless.
Scope changes are another challenge during implementation. How do you make sure everyone knows exactly what will be delivered?
Jovica Stanojevic:
That is one of the most important parts of the process. After the business and technical analysis is complete, we create the Functional Specification Document. I like to compare it to the blueprint of a house. Before you start building, you need to know where every wall, door, and window will be.
The Functional Specification Document defines everything that will be built within the system. It describes each process, function, and customization in detail. We review it together with the client to make sure it captures exactly what they need. Once the client approves it, we have a shared vision that guides the entire project.
That is when our implementation experts take over. They start building the solution based on the blueprint, transforming what was once a concept into a working, living system. This stage always feels special because it is where planning turns into creation.
Data migration is often seen as one of the most complex and risky parts of the process. How do you ensure it goes smoothly?
Jovica Stanojevic:
Migration is one of the most delicate steps because it involves moving the institution’s most valuable asset: its data. We always handle it with extreme care and precision.
The process begins with a migration strategy, which we define together with the client. We analyze their current database, identify dependencies, and perform multiple test migrations. Each test helps us verify that everything transfers correctly and that no information is lost.
The client’s technical team works closely with our experts throughout the process. This collaboration builds confidence and ensures everyone understands the data structure in the new system. By the time we reach the final migration, everything is tested, verified, and ready.
A great example is our work with Landeslease Albania, a leasing company that partnered with us to modernize its operations. One of the most demanding stages of the project was the legacy data migration, which required precision and teamwork. Our teams worked side by side with a proactive, solution-oriented approach, testing and fine-tuning every step. The seamless transfer of critical data kept business running without interruption and safeguarded data integrity, paving the way for a smooth and successful go-live.
Even when the system works perfectly, user adoption can still be a challenge. How do you prepare the client’s team for the change?
Jovica Stanojevic:
Training is one of the most important parts of what we do. Technology is only as strong as the people who use it.
Once the system is ready, we organize training sessions for key users and administrators. These sessions are practical and hands-on. Users learn how to perform their daily activities, generate reports, and configure elements within the system.
We also encourage them to explore and ask questions. This builds confidence and helps them feel ownership of the system. By the time we reach the Go-Live stage, the team is ready and comfortable.
Go-Live is always a proud moment. The new system becomes part of daily operations, and the old one is turned off for good. It feels like watching a performance that everyone rehearsed perfectly. Every step is in sync, and business continues smoothly.
Vendor dependency is a concern for many institutions. How does Aspekt make sure clients stay independent after implementation?
Jovica Stanojevic:
That is something we take very seriously. The Aspekt Product Suite is designed to be flexible and independent from the vendor.
Clients can configure many parts of the system themselves. They can create custom workflows, validation rules, and reports without needing us to intervene. During implementation, we train their teams to use these tools. The goal is for them to have full control and freedom to adapt the system to their evolving needs.
True success is when the client can operate independently and continue growing without depending on us for every adjustment. Of course, we remain a long-term partner, but we believe empowerment is the best form of collaboration.
Looking back on your experience, what do you think truly sets Aspekt apart when it comes to implementation?
Jovica Stanojevic:
It is our combination of discipline and dedication. We follow a proven methodology, but we also understand that every client is different. Behind every project, there are people who have built their institutions with care, and we respect that.
Our role is to make the transition as smooth as possible. We do that through structure, clear communication, and mutual trust. We celebrate every success together with the client. When they tell us that their operations never stopped for a single day during implementation, that is the best compliment we can receive.
For us, a seamless implementation is not just about delivering software. It is about helping institutions move forward confidently into the future.
Explore how the Aspekt Product Suite can support your institution’s transformation, book a meeting at sales@aspekt.mk.
