The 90-Day TMS Utilization Audit

Ninety days after go-live is the point at which reality becomes visible. Initial implementation momentum has faded, users have settled into daily routines, and any gap between expected value and actual usage starts to show.

Use this checklist to assess whether your TMS is becoming embedded in treasury operations, or whether early signs of value drift are emerging.

 

Step 1: Identify Where Workarounds Still Exist

Start by understanding where the team is still relying on manual processes outside the TMS.

What to review

• All spreadsheets still used for cash positioning, forecasting, reconciliation, or reporting
• Any manual checks performed alongside system-generated outputs
• Any offline files used to “bridge the gap” between system data and operational needs

What to ask

• Why does each spreadsheet still exist?
• Is it being used because the TMS data is not trusted?
• Is the system output difficult to use or poorly formatted?
• Has the team not been trained to complete this task within the TMS?

What this tells you
Persistent spreadsheet use is usually a symptom of a deeper issue: lack of trust, poor usability, or incomplete adoption.

Red flag
If more than 20% of the morning cash position is still being checked or validated in Excel.

 

Step 2: Check Whether Purchased Modules Are Actually Being Used

Next, review whether the functionality you bought has translated into real operational usage.

What to review

• Modules purchased versus modules actively used
• Login and usage activity by module
• Any modules that were deferred into a “Phase 2”
• Progress against planned configuration or rollout activity

What to ask

• Which licensed modules are part of the team’s live daily process?
• Which modules are only partially used?
• Which modules have not been used at all?
• Have any deferred items actually moved into planning or delivery?

What this tells you
A module that has been purchased but never embedded into process is not delivering value. Over time, it becomes shelfware.

Red flag
If a licensed module has had no logins or no meaningful activity in the last 30 days, it is likely already drifting towards shelfware.

 

Step 3: Test the Quality of Data and Integrations

Even where usage looks healthy, adoption will not last if the underlying data and connectivity are unreliable.

What to review

• Current automated reconciliation rates
• Bank statement success rates
• ERP integration errors
• Manual file manipulation before import or upload
• Recurring issues the team now treats as “normal”

What to ask

• How does auto-reconciliation performance compare with go-live?
• Are there recurring bank or ERP issues that still remain unresolved?
• Has the team started manually correcting files before upload?
• Are there errors people have simply learned to ignore?

What this tells you
When teams begin working around data and integration issues, confidence in the system starts to erode, even if usage appears stable on the surface.

Red flag
Any bi-directional integration that requires manual file clean-up before upload represents an ongoing operational risk.

 

Step 4: Confirm That Knowledge Has Been Transferred Internally

The final step is to test whether the business genuinely owns the system.

What to review

• Internal documentation of workflows, rules, and configuration logic
• The system owner’s understanding of why processes were designed this way
• How new joiners are trained
• The team’s ability to make changes without external support

What to ask

• Can the internal owner explain the rationale behind the current setup?
• Are key configuration choices documented?
• Is there a structured training process for new hires?
• Would a new team member learn the TMS first, or the old spreadsheets first?
• Can the team manage routine changes without bringing back consultants?

What this tells you
A TMS is not fully embedded until knowledge of how it works, and why it works that way, sits inside the business.

Red flag
If the only practical way to make a configuration change is to call a third-party consultant, the business does not yet fully own the system.

 

Step 5: Form an Overall Assessment

Once the four checks are complete, step back and assess the bigger picture.

Signs the TMS is embedding well

• Fewer spreadsheets and manual controls
• Broader module usage
• Stable integrations and cleaner data flows
• Stronger internal ownership and training

Signs of value drift

• Persistent offline workarounds
• Purchased functionality sitting unused
• Manual intervention becoming routine
• Knowledge remaining with consultants rather than the treasury team

 

Final takeaway

At 90 days, the real measure of success is not whether the system went live. It is whether the system is becoming trusted, used, and owned.

If this audit uncovers multiple red flags, the problem is no longer just adoption. It is an early indication that value is already drifting away from the original business case.