A Detailed Checklist for a Successful ERP Deployment

Arguably, all of life’s best-laid plans can potentially fall apart. So what makes you think that a poorly set up ERP software cannot suffer the same fate? The undoings of poorly implemented ERP software are well-known. Studies in recent years have underlined how many first-time ERP implementations have been perilous, and even the successful trysts have a 30 percent success rate. As ERP software facilities and technologies continue to evolve, the higher rate of integrations has made ERP implementations confusing and complicated. These factors may portray ERP implementations in a villainous light but there is good news: your business organization does not need to experience ERP implementation failure, so long as it is well-prepared. In this blog, we present to you a detailed checklist for a successful ERP deployment.    

Understand that every business is different in terms of business model, objectives, vision, and goals. Therefore, it is incorrect to assume that the “one size fits all” principle applies in ERP implementation. So, the best way to commence the process is to communicate with your ERP vendor about what it is that you want your ERP setup to have. Good and consistent communication will ensure that your ERP action plan supports your change management (within the organization), and risks of ERP implementation failure can be successfully mitigated well in advance.

· Taking a cue from the point in the aforementioned paragraph, businesses must create a blueprint of ERP implementation wherein the goals and expectations from it are outlined succinctly. Lack of clarity in goals and objectives can pose as a threat to the ERP deployment process from the very onset. Therefore, when you contact your ERP vendor, discuss the scope of the ERP initiative, what it is that your business will accomplish through the ERP implementation, lay down the project specifications – it should include resource allocation, functionalities, third party integrations, budgets, and project deadlines. Make sure that you establish realistic timelines and deadlines. Be specific in your configurations and goals, but don’t overstep and ask for features and facilities that are unnecessary and beyond your capabilities.

  

· Having a dedicated crew of IT experts and other primary stakeholders who are competent and knowledgeable about ERP will prove to be a huge advantage for the ERP vendor who will also act as your consultant on the project. When putting an ERP implementation project in action, establishing micro teams is recommended. The team should comprise of a steering committee that includes members from the company’s top-tier management who will lead the way in ERP planning and implementation matters – structuring, direction, resources allocation, planning, prioritization, and execution. A project manager should be put in charge and they will serve as a direct point of oversight on ERP implementation processes, and act as the main channel of communication between team members. To have a group of consultants is highly advised for they act as troubleshooters and provide advice and expertise throughout the project’s duration.  Lastly, key users are in-house employees who come together to enact every step of the ERP implementation plan.

 

· Whenever an occasion presents itself wherein an organization has to activate new company-wide software or application that is going to impact the internal operations, it is pivotal that the target audience is duly informed and educated about it. One of the main measures to embrace involves the introduction of a change management method whereby the company’s management strives to keep the employees appraised about the upcoming changes so that the workforce doesn’t feel alienated when the change is implemented. As part of the change management process, the company’s management must communicate openly and clearly about the ERP change; obtain feedback, organize a Q&A, and also justify as to why the new ERP system is necessary, how it will introduce more ease in the company’s operations, and make the organization more efficient and profitable. Most importantly, the employees must be provided with all the necessary information about the new ERP system, in-training, presentations, or workshops would be ideal. The more well-prepared and ready the employees are, the more effective the aftermath of the ERP implementation will be.

 

· Establish a well-planned and realistic budget for ERP implementation. When drafting the expenditure estimate, you must keep the following factors in mind. Firstly, ensure that the new ERP system is compatible with the equipment of the workplace. If it isn’t then opt for an all-round system upgrade. If the ERP is going to be hosted onsite then ensure that your server bandwidth is up to the mark. Second of all, when an ERP implementation plan commences, it is very likely the staffers will have to work overtime to meet the tight deadlines. So, make sure to set aside a sizeable budget for overtime pays. Outside costs companies may have to deal with include consulting support, testing services, etc.

 

· Data cleansing and migration are compulsory. The task is not as simple as one might think. Pre-data migration, the company must ensure that all the required data is transfer ready, and proper connectivity is in place. Next, the data cleansing process must be planned well; transferring inconsistent data or duplicate files should be avoided at all costs. When establishing connectivity, remember to prepare and activate connection mapping so that the company is aware of what is transpiring across all networks, and they are optimized and fully secure.