Include a solid training plan in the implementation plan to teach the staff how to effectively use the new system. Inform the entire team of the project's progress every step along the way. Many system implementations go beyond what anyone thought they would cost. Worse than that, the time they take to complete usually goes beyond what anyone expected. It will likely boost team morale and empower your team in their Kingdom-building efforts.
Ministries change computer systems and software for a variety of reasons.
Some of these are valid, and some are wasteful. You will always experience a percentage, hopefully small, of unmet expectations or needs. If you need your software to do things that it cannot, then it may be time for a change. The change may be incorporated into your existing software by the company that produces it. If the rest of the product serves your team well, this may well be the best solution.