GUIDE: How to approach an ERP project [3 phases]

 

 

ERP Guide

Step 1

Framing and planning an ERP project

Whether it's an ERP migration or implementation project, the scoping phase is a crucial stage. As with any project, preparation is key: "the beginning is half of everything".

      A) Define your goals

Before any ERP project, you shouldprecisely define the objectivesyou wish to achieve with this tool. This phase is one of the most important and therefore must be taken particularly seriously.

An ERP project has a strategic strategic dimension for your company. What's more, it's a long-term long-term investmentcompanies keep their ERP for an average of ten years.

As you will see, ERP has an impact on many areas of service and consulting companies. 

  • Human resources management 

Visit human capital is one of the pillars of service and consulting companies. A high-performance ERP system is an invaluable aid when it comes to planningplanning skills tracking as well as for time and activity management.

  • Customer relationship management 

Interaction monitoringandinternal projectmanagementmust be implemented strategically in order to maximize team productivity and customer satisfaction.

A well-chosen ERP combined with a powerful CRM will enable you to manage contracts and opportunities as effectively as possible.

  • Financial management 

ERP allowsprecise resource tracking of costs and revenues. This greatly facilitates the management ofinvoicingand project accounting

     1. Choose SMART objectives

Define your objectives using the SMART methodologymethodology

Specific Measurable Achievable Realistic Time Bound. 

These must be quantified with precision, using KPIs s.

Not sure which KPIs to choose? Here are 12 financial indicators for project management.

    2. Measuring ROI

At the end of the project, you will needto establish a reportallowing you tomeasure the ROIof the ERP project plan. The defined objectives must therefore remain consistent with youroverall business strategy.

You can define a number of questions to help you evaluate the ROI of your ERP project: 

  • What benefits has ERP delivered from an operational point of view? For example: automating processes, reducing errors... 
  • What are the resulting savings? 
  • How has ERP improved data accuracy and reliability? 
  • How does this affect decision-making?
  • What competitive advantages has ERP brought? For example: improved customer satisfaction, reduced response times, shorter project allocation times...

B) Clarifying what already exists 

Starting an ERP migration or implementation project involvesaudit your existing system.

This step will allow you to take stock of your company's current situation.

Map it thoroughly: 

  • Your communication flows
  • The processes
  • Types of data in circulation
  • Software used 

Once you've done this, you'll be in a better position to identify the items you want to keep for the future. 

     1. Identify data in circulation and to be stored

Think of it as spring cleaning. You'll see more clearly the data circulating within your company, as well as what needs to be to be kept.

     2. Ensuring growth

While this audit stage can be long and tedious, it is extremely important for the success of your ERP project and for your company's growth. It's hard to imagine growing a service and consulting business without good management of its customer base and resource planning would be illusory.

     3. Involving teams

Our advice : involve your teams at this stage of the project. This will enable you to initiate change management and you'll have a solid solid base of information thanks to a precise field vision.

 

      C) Determine your budget 

Bear in mind that an ERP project represents a heavy heavy investmentboth human and financial.

  • Tool cost 

First of all, theprice of the softwareis significant. In addition, it may requirethe installation of infrastructure, especially if you choose an on-premises version (vs cloud).

With each solution, maintenance costs are to be expected. 

  • Mobilizing teams

The teams mobilized for the duration of the project will also generate heavy expenses. If you don't have the human resources available in-house, working with a specialist specialized service provider is highly recommended. Even in this case, however, teams need to be defined to guarantee project management that will ensure consistency between implementation and defined objectives.

As a result, accurately estimating thee budget you're willing to invest is an important part of the scoping phase.

This decision will have a direct impact on the choice of tool, from provider but also the level of support received. Other decisions can be made on the basis of this estimate, such as whether to migrate your data yourself or hire your service provider, depending on the scale of the task.

 

Framing and planning an ERP 1 project

     

 

D) Identify potential risks

As with any project, there are risks to consider. The more you anticipatethe more effective you can be in problem-solving.

     1. List potential risks

In fact, several events and hazards may have an impact on the project: 

  • Business needs assessment
  • Change of budget
  • Failure of the selected software
  • Changes in legislation
  • Team availability
  • External events 

     2. Anticipating solutions

Without being paranoid, astudy of the potential riskswill be constructive.

We recommend that you draw up a list of the elements that could compromise the implementation or migration of your ERP tool. Once these elements have been identified analyze the potential consequences and anticipate solutions. Defining an action plan in advance will help you avoid cold sweat, delays and additional costs.

 

      E) Designate a team 

The choice of team is an essential factor in the success of a project of this scale. 

     1. Select the most motivated profiles

Choose only people who are genuinely involved and motivated. The migration or implementation of an ERP project is a major undertaking, given the strategic importance of this tool. strategic for the company and its growth.

     2. Diversifying profiles

Start by choosing a project manager with solid shoulders and a team made up of mixed profiles. Each specialty will bring its own contribution to the project, whether it's a technical, strategic, operational or commercial profile. whether technical, strategic, operational or commercial. Make sure they are available over the next 6 to 12 monthsThis is the average duration of an ERP implementation or migration project.

 

      F) Editing specifications 

     1. Contextualize the project 

The technical and functional specifications are a precise precise document that will serve as a reference throughout the project. It provides a context :

  • About the company
  • Its challenges 
  • The economic context in which it operates 
  • Competitors 
  • Its needs
  • His ambitions

When expressing your needs, you can formulate your expectations in terms of functionalities and the level of customization required. Be careful, however, not to fall into the trap of over-customization: this often more costly solution can prove difficult to manage later on, particularly when it comes to finding expert service providers or setting up training courses.

     2. Understanding the benefits of specifications

This document is essential for clarify your needs and communicate to the service provider as precisely as possible.

Drawing up specifications offers several advantages: 

  • Precise breakdown of project phases 
  • Confirming the parties involved 
  • Set a precise agenda 
  • Clarify project end date 

 

      G) Choosing an ERP

The choice of tool must be strategic You'll be using it for years to come, and you'll be collaborating with its teams on a regular basis.

     1. Define selection criteria

Start by listing the criteria that are important to you. For example: 

  • Quality of customer support 
  • List of essential features
  • Industry specialization
  • Budget
  • Additional services 

     2. Compare ERP solutions

Once your expectations have been clearly established, you can make an initial selection and proceed to the comparison phase. At this stage, you'll need to gather opinions from existing customers, discuss with sales teams or even try to obtain a trial version. All these factors will help you to choose the ERP tool best suited to your needs and your company's ambitions.

Tip: An integrated ERP solution, for example, enables you to consolidate all your data on a single platform. Here are 10 advantages of choosing an integrated solution to manage your business.

     3. Go for the feeling 

Can't make up your mind? Rely on your feeling and ease of communication you've had with the teams. You'll be communicating several times a week... for months on end. For similar prices and features constructive communication can help you decide.

To help you, here's a guide to choosing an ERP as a service company.

Framing and planning an ERP 2 project 

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Step 2

Deployment and implementation

At this stage, you have already : 

  • Establish your needs
  • Define a team
  • Decided on a timetable
  • Draw up functional and technical specifications
  • Choose a tool or service provider 

In the deployment phase, you'll make sure that everything defined upstream is applied. At this stage, project monitoring must be regular and rigorous.       

 

      A) Define your expectations 

How do you know if your ERP project has been a success? 

To do this, you need to draw up a list of your expectations. The agenda defined in the scoping phase gives you an initial direction. Answer the following question: who needs what and when?

This will help you to define the project's key moments on a precise timetable so that you can measure its success at the end.

Here are 3 keys to making your ERP project a success: 

  • Mastering time
  • Cost control 
  • Transparent communication 

 

      B) Migrate your data

The project seems to be coming to an end? However, the data migration remains crucial. After all, data is one of your company's greatest assets, and its migration must be meticulous. Take the time to establish a data migration strategy strategy: to retain their added value, data must be aggregated, cleaned and reliable first and foremost.

A data migration project includes 

  1. Visit planning Define milestones, timetable, teams involved
  2. Analysis Identify the data to be migrated. What data should be retained? What level of history is required?
  3. The backup
  4. Visit cartography : to ensure correspondence between one system and another
  5. The validation of data
  6. The cleaning data cleansing
  7. Exception exceptions
  8. Visit documentation : detailing steps, challenges, errors, solutions

 

      C) Testing and receiving

An ERP project is incomplete without testing and acceptance phase phase. This must never be neglected.

     1. Write a recipe book

The recipe book will do two things:

  • Make sure that the needs identified in the scoping phase are properly covered
  • Review each point to ensure that everything is functional

If errors persist, they can be corrected at this stage. corrected at this stagebefore going into production.

The recipe book consists of a series of testsorganized by scenarios according to each type of user.

For example: 

Requirement: "As a sales representative, I would like to enter all the information about my customer in a dedicated form".

Test: Use the function to create a customer file

Result: If successful, "OK"; if unsuccessful, "KO", adding details of any non-functional elements. 

     2. Involving teams

The recipe involves all your employeesincluding business teams who will become end users of the solution.

It is therefore important to validate their needs and expectations and ensure that the ERP chosen meets them.

Finally, the recipe will also make it possible to anticipate the training phase by accurately identifying concrete concrete use cases expected by your employees.

 

      D) Train your staff

Changing habits is never easy, which is why the training phase is essential to facilitate the adoption of this new tool by your teams.

  • Benefits of investing in training 

Training is crucial for adaptation to change and will prove beneficial in several ways:

  1. Better grip of ERP
  2. Time-saving time
  3. Increased efficiency and productivity
  4. Better satisfaction of your employees
  5. Improved profitability

By refusing to invest time and energy in the training aspect, you run the risk of running up against reluctanceand slower processes and a certain amount of frustration of your employees. Last but not least, misuse of ERP systems entails risks such as unreliable data or autonomy leading to dependency on your teams.

  • Key points to consider when training teams on ERP

We therefore strongly recommend that you organize a precise training schedule to facilitate the adoption of your ERP project internally. Make sure that all the teams concerned receive this training, and don't hesitate toit evolve based on what you observe as you go along.

Address the important points: 

    • The milestones and timetable
    • The operation of the tool
    • Visit benefits provided: greater precision, greater reliability, greater autonomy with regard to data access, time savings, greater efficiency
    • The presentation of new processes

  • Expert support

Since the training stage is crucial, you may decide to be accompanied by a service provider: either an agency or a freelancer. What's more, it's not uncommon for the ERP you've chosen to offer dedicated dedicated training consultants or puts you in touch with partners. Their expertise and experience give them a high level of expertise and a good understanding of the issues involved.

Deployment and implementation 1

Step 3

Post-deployment monitoring and optimization

      A) Evaluating project success 

The assessment will enable us to evaluate the success of the ERP project and to measure its ROI.

     1. Analyze KPIs

Start by carefully reviewing the KPIs determined in the scoping phase. 

You can base your analysis on concrete elements. Then you can compare and analyze these elements from one period to the next: before/after the project, or from one year to the next.

     2. Interacting with end-users

Numerical data are essential at this stage, but the way your end-users of your end-users is also crucial. The well-being and retention of your employeesand ultimately your profitability as a company. Take the time to gather their points of view and consider any suggestions they may have suggestions.

Answering the following questions will help you measure the project's impact:

  • Are the objectives being met?
  • Do features meet team expectations? 
  • Does the ERP deployed meet all the needs expressed in the scoping phase? 
  • Do employees know how to make the most of the new tool?  
  • Have the data been correctly transferred from one system to another? 
  • Was the schedule respected? The budget? 

 

      B) Maintenance

Keeping your ERP up to date is a necessity for a number of reasons. 

     1. Ensuring optimum safety

Your company's ERP system may receive personal data First of all, make sure that this data collection complies with RGPDt regulations.

Next, you need to put in place as many measures as possible to prevent security breaches in your system.

As a data collector, it's your responsibility to ensure that your data doesn't fall into the wrong hands. This means careful maintenance of your tools, and therefore of your ERP.

     2. Limit the number of interruptions 

Initiate preventive preventive maintenance will help avoid bugs and slowdowns. Yet such interruptions could seriously seriously affect the productivity of your teams.

Beware if you opt for an On-Premise solution: this infrastructure generally requires more maintenance than a Cloud version. In addition, it requires solid technical resources. However, it may be the right choice if you have high customization needs.

 

      C) Developing the tool

You thought you were done? In reality, an ERP project is never really finished! 

  • Objectives aligned with strategy

Your company's needs are bound to evolveespecially during a growth phase. As a result, you need to ensure that the tool you use remains aligned with your company's and continues to meet your needs.

  • The need for compliance

Finally, upgrading your ERP system may be necessary to ensure compliance with legislative. Certain regulatory changes impact your industry or your operations, it is your responsibility to ensure that responsibility to bring your company and your tools into compliance.

Post-deployment monitoring and optimization 1

Final thoughts

The key to a successful ERP project? A preparation preparation! The scoping phase is fundamental to the success of an ERP project. objectives but also your existing.

An ERP project is particularly strategic for a company, especially if it's a consultancy or service business, where handling customer and team data is particularly onerous.

Let's not forget that this is a very demanding project in terms of human resources and financial resourcesover several months. An ERP project must therefore be anticipated and perfectly executed, because it concerns company as a whole. The benefits can be seen quickly, both for your customers and your employees. However, a poorly implemented ERP project can also be lourd of consequences affecting your company's satisfaction and profitability.

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