It is time to consider a new ERP system for your organization? And it's your job to ensure that it is successful? These 5 tips will help you to achieve a smooth implementation. You will learn how to define your scope, involve the right people in your process, why ERP training is important and more.
1. Define the requirements
Before addressing any aspect of ERP implementation, you need to define the scope of requirements. In the description, focus on a few key factors such as:
The selection of proven business processes and system requirements
Make a complete list of requirements
Define your pain points and your challenges
Which systems are currently in use?
Define what you can optimize
Set yourself realistic goals
Remember - the more details you can formulate now, the easier the implementation in the future. Defining the new ERP requirements precisely also makes it easier to select the system. You can also include this information in the supplier proposal to ensure that all requirements are considered before implementation. The choice for an Enterprise Resource Planning software package is endless. Each vendor has its own specific advantages and characteristics. Once you have addressed your pain points and business process needs, selecting a vendor will be much easier.
Select employees who will help with preparation and information searches and provide feedback. Make sure to include people from different business areas, because it is you who will ultimately use the new system. Don't keep this project exclusively in the IT department. Allow selected end users to help with your selection process.
Do not rush through this important first step!
2. Think unconventionally
Avoid unnecessary "customizing" and individual adjustments. Any additional customizing of the system that is built into this project will usually cause difficulties in the long run regarding future upgrades, bug fixes and support.
Research indicates that individual customizing of ERP systems takes up most of the time of an ERP project. These statistics also show that customizing can be a necessary evil. However, it is important that you have these additional upgrades under control to avoid long delays and large cost overruns.
3. Consider future enhancements
When planning, you and your team have focused on what features are necessary for go-live, and that is extremely important. But you also need to think about the "next steps" that need to work in the future. During step #1, you can create a "wish list" of features that the staff has requested but which are not yet necessary to get started.
Keep these features on hand so that they can be purchased as soon as time and budget permits. This step will help you keep track of the long-term success of your ERP program and evaluate ERP vendors.
4. The importance of choosing a team
As mentioned in step 1, it is important to involve employees outside the IT department in ERP development. Those who work on the system every day are usually best able to formulate which functionalities are missing, how business processes can be improved and problems in the current system can be localized. Listen to them.
A big advantage is also that the user experience will be easier if everyone feels they have a voice in the process and the new system, rather than suddenly finding themselves in front of the new system. The feeling of being confronted with a fait accompli is usually very unpleasant. Involve managers and department heads from each functional area. These managers are responsible for talking to the employees and will help to collect and pass on information.
Changes in routine are initially negative for most people. A holistic communication strategy therefore helps employees to build up an understanding of why this change is necessary. If the employees are involved in identifying problem areas and making improvements, "heroes" are created among them, which make their work much easier.
Create your teams early and communicate with them. Create a precise plan and make sure you are in line with your vision with the business decision makers.
5. Training
Training, education and even more training. Be sure to provide adequate training for your personnel. If your staff is well involved, they will be more motivated to attend user training. You may even be able to get end users to be curious about the new solution.
A successful ERP implementation requires a strong training program. If employees do not know how to use the new system, they will not get the most out of all the new functionality you have worked so hard on. This missed step will make the implementation less successful.
End user training is essential for your successful ERP implementation. Don't skimp on this part of your ERP budget.
End users who are not well trained will start working with workarounds on a daily basis and leave new functionality unused. This in turn will cause difficulties with many other interfaces and reduce the potential for savings.
Good luck.