Halka: What a Successful Implementation Actually Looks Like — Observations
Family office technology implementations come with their fair share of complexity, risk, and promise. When done well, they elevate operations and create long-term value. When mismanaged, they derail timelines, inflate budgets, and frustrate teams. In this conversation Jon Carroll sat down with Dominika Halka, a family member and leader at Evolve—a philanthropic organization with a substantial endowment—we get an inside look at what it takes to navigate a successful tech implementation in the family office space.
Dominika recently oversaw the rollout of a new portfolio accounting and general ledger system at Evolve. While the result exceeded expectations, the journey taught her and the team several important lessons. If your office is considering a systems upgrade, Dominika’s story is a must-read.
Lesson 1: Take Your Time to Choose the Right System
Evolve didn’t jump at the first solution when their existing system was phased out. Instead, they paused to evaluate their needs and enlisted expert help.
“We decided this is the right time for us to step back and assess our needs and to perhaps upgrade so that we can actually grow with the system,” Dominika explained.
Their process included hiring a consultant, identifying detailed user requirements, and narrowing a shortlist of four vendors before selecting FundCount. This thorough diligence meant they never regretted the decision. Dominika emphasized, “We never regretted our decision.”
Lesson 2: Budget and Quality Should Outweigh Speed
Evolve prioritized quality and cost control over speed, a tradeoff that ultimately paid off. The project ran over the anticipated timeline—what was expected to take one year stretched beyond that—but Dominika’s team remained focused on doing it right.
“We really emphasized cost and quality because we felt that we are not in a rush,” Dominika said.
This mindset helped them stay within budget while achieving a high-quality outcome. Although the longer timeline created operational challenges, the choice allowed them to avoid costly mistakes and rework.
Lesson 3: Underestimating Internal Resources Can Be Costly
One of the biggest hurdles Evolve faced was being under-resourced internally. The team initially hired one person to lead the implementation, assuming she could manage it solo with external consulting help. But the burden quickly became unmanageable.
“If I had to do it again, I would probably have at least two people internally to drive the implementation,” Dominika said.
External consultants helped, but not all were effective. Some lacked specific knowledge of FundCount, which created inefficiencies and even more pressure on internal staff. The turning point came when Evolve leaned on FundCount’s own team for deeper support.
“We should have just realized right from the start that FundCount is in the best position to supplement our internal resources,” Dominika noted.
Lesson 4: Don’t Cut Off the Old System Too Early
In a decision they later regretted, Evolve cut off their legacy system before the new one was fully operational. This created a backlog of data that ballooned as negotiations with FundCount dragged on.
“Every month that went by there was more and more data that needed to be input and reconciled,” Dominika explained.
This data tsunami added stress and delayed the implementation further. Had they waited until the new system was ready, they could have avoided months of catch-up work. This lesson underscores the importance of coordinating go-live timing carefully with vendors and negotiating contracts early.
Lesson 5: A Great System Pays Long-Term Dividends
Despite the hurdles, Dominika couldn’t speak highly enough about the final result. FundCount delivered the flexibility, reporting power, and usability the team had hoped for—and then some.
“It’s an incredibly robust system, very easy to enter data. Anybody can enter data after relatively short training,” Dominika said.
The implementation even became a selling point when recruiting a new CFO. The candidate was so impressed that the system was already in place and nearly fully operational, it influenced his decision to accept the role.
Final Thoughts
Tech implementations in family offices rarely go perfectly. But with the right approach—clear requirements, vendor alignment, proper resourcing, and realistic timelines—they can deliver exceptional value.
Evolve’s journey shows the importance of building the right team, both internally and externally. It also reminds us that the “go slow to go fast” philosophy often works best when making foundational changes to core systems.
Dominika closed our conversation with enthusiasm, saying, “We are thrilled with the result at the end. We would not change anything.”
For other family offices considering a technology upgrade, Evolve’s experience offers a blueprint for success—and a cautionary tale about the cost of underestimating the human element of implementation.
Want to learn more about process optimization, tech selection, or governance best practices for family offices? Reach out to us at Jon Carroll + Family or explore our Family Office Project YouTube Channel.
