The Maybern Implementation Approach

Fund CFOs need to move beyond traditional fund accounting to become a strategic driver of fund performance and growth. New technology promises transformation, but software implementations typically drain resources and delay value. 

We've been frustrated by enterprise software implementations ourselves. So we designed an entirely different approach. Our implementation model is based on three commitments:

1. We Do The Heavy Lifting: Your finance team stays focused on fund operations while our experts handle the technical work.
2. Accuracy First: We validate everything before it reaches your desk. No surprises, no extra work.
3. Your Time is Valuable: We keep meetings short and the process clear.

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Getting Started

Before implementation begins, we need three categories of files:

Core Fund Documents

• Limited Partnership Agreement (LPA)
• Economic side letters
• Fund structure charts
• Most recent audited financials

Fund Financial History

• Capital calls and distributions
• Waterfall calculations
• Equalization/investor rebalances
• Investment tracking files
• Management fee schedules

Additional Details

• Credit facility activity
• Cash management files

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Implemenation happens in 4 phases:

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Phase 1: System Setup

15% of implementation · 75% Maybern / 25% client

We configure your fund structure and processes: fee calculations, waterfalls, and allocations. Your team answers clarifying questions as they come up.

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Phase 2: Historical Data Migration

25% of implementation · 95% Maybern / 5% client

We rebuild your complete fund history in Maybern and recalculate every transaction from inception to date. Your team provides historical files.

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Phase 3: Validation & Testing

45% of implementation · 90% Maybern / 10% client

We validate all investor entities and details, every capital call and distribution, complete waterfall calculations, full fee history, credit facility activity, interest expense calculations, and ending NAV reconciliation. You answer questions as they come up.

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Phase 4: Your Review

15% of implementation · 25% Maybern / 75% client

This is the only phase where your team leads. You get three weeks to verify everything in Maybern. We provide change management consulting and hands-on training.

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Addressing Common Implementation Concerns

"We can't disrupt daily operations."

Most implementations pull your finance team into data mapping and configuration work. Maybern handles all of the integration and reconciliation—with no additional resource requirements from your team. Our white glove service keeps disruption to your core responsibilities minimal. The heaviest client involvement comes in Phase 4, when you're confirming everything looks right—not figuring out how to make things work.

"Our team doesn't have bandwidth for training."

Most fund software requires weeks of training before your team is productive. Maybern is designed to work intuitively, so adoption is fast and low friction. Even so, you’ll get a dedicated support team and regular check-ins after go-live. Training and support are included at no additional cost, whenever you need it. You're never paying more as your team grows, as we support unlimited users.

"What about data integrity during transition?"

Legacy system migrations create data mapping problems. Our implementation team has deep fund accounting expertise—we manage all data mapping ourselves. We use pre-built formats to handle data migration from multiple legacy systems. We recalculate every transaction from inception to date, so you're always working off of accurate, clean data. Ending NAV reconciliation serves as your checkpoint before go-live.

"What if requirements gaps surface late?"

Late-stage discovery is where implementations sometimes go off the rails. Our Solutions Architects build off of your actual fund terms from day one, so the configuration of your unique fee calculations, waterfalls, and allocations is addressed upfront. This ensures the system will work for your exact needs, with no gaps that surface later in the process.

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Why Traditional Implementations Go Sideways 

Anyone who's lived through a fund software implementation knows there are many ways for it to go wrong. The vendor promised transformation, but six months later your team is buried in data mapping exercises, the timeline has slipped twice, and you're discovering requirements gaps that should have surfaced in week one. Here’s what we’ve witnessed working poorly in traditional implementations:

Multiple legacy systems requiring complex integration. Your data lives in spreadsheets, your old fund admin's system, and maybe a homegrown Access database from 2012. Traditional implementations treat this as your problem. You become the integration layer—manually reconciling data across systems while the vendor waits for clean inputs.

Extensive data mapping exercises. Every field in your legacy system needs to map to the new platform. Traditional vendors hand you a spreadsheet and ask you to figure it out. This becomes a months-long project that pulls your team away from fund operations.

Significant internal resource requirements. The implementation plan looked reasonable in the sales deck. Then you realize "client resources" means your senior fund accountant spending 20 hours a week on the project for four months. You're now understaffed for quarter-end close.

Disruption to daily operations. Implementation doesn't pause for capital calls, distributions, or investor requests. Your team ends up doing both jobs—running the fund and feeding the implementation.

Requirements gaps discovered late. Three months in, you discover the platform can't handle your waterfall structure, or your side letter terms, or your fee offset calculations. Now you're negotiating custom development while the timeline stretches.

The training burden falls on your team. The system finally goes live. Your team is expected to learn it while also catching up on the operational work that slipped during implementation. Adoption stalls, and a year later you're back to spreadsheets.

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Go-Live and Beyond

Before you go live, we complete system testing with your team and set up all user accounts and access levels. You can schedule training sessions as needed.

After go-live, support continues indefinitely. You get unlimited users at no additional cost, continuous training availability, a dedicated support team, and regular check-ins to ensure adoption.

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What This Means for the Fund CFO

The Office of the Fund CFO needs technology that enables strategic decision-making without disrupting daily operations. Maybern's implementation approach gets you there with minimal demand on your team's time. Now, your team can focus on the fund instead of the software.

"…extremely helpful with really just putting things on a platter frankly and just making it very easy to follow." — CFO, 8 Billion Debt Fund

Ready to get started? Contact us to learn more.