7 ways to ensure successful implementation of an ERP

Before we jump into the process, let’s take a minute to look at what ERP implementation is and ways to ensure successful implementation of an ERP is mandatory.

An ERP is a big hub that helps an enterprise or business store all the important information and it collaborates all the departmental work in one system. It helps people access the company’s information from anywhere, anytime. These days, ERP systems are not just storage, they also consist of smart tools that help in automating the tasks like inventory management, manufacturing operations, distribution, and project management which helps businesses do well in the Digital world. 

You’re now ready to put your ERP into action. After choosing the right ERP system you need for your business, the next step is to make it work smoothly for your needs. We are all aware that ERP implementations don’t succeed, and for this to stop, we need to be careful for planning the same.

First things first…

ERP Implementation: When ERP is introduced to our business, it affects each and every department such as finance, HR, sales and manufacturing. ERP implementation is a step-by-step process of preparing, setting up and customizing your business needs into a system. To ensure the smooth implementation of the same, one must include all the stakeholders before and during the process to get the whole business ready for adapting changes. The implementation process typically takes several months because it includes cleaning and moving your current data into the new system.

ERP implementation process:

The ERP implementation process involves the installation of software systems, data migration, including financial and transactional information, mapping of processes and providing training to clients for effective implementation. The success or failure of the ERP implementation depends upon this process.

So, how do we initiate this process?

This guide has been made to assist you in understanding your ERP implementation from the scratch to finish product. 

Here are some practical insights, expert opinions and step-by-step explanations:

  1. POC – as explained (proof of concept)
  2. Gathering requirements
  3. Continuous feedback
  4. Continuous Communication
  5. Recognition of End-to-End users
  6. Scrum and sprints
  7. After implementation support

1. Proof of Concept

Proof of concept is one of the crucial steps while implementing any product development process. Proof of concept is as important as any other step as it acts as a deal maker or breaker of the whole development.  A proof of concept (POC) serves as a demo to check where the project can be turned into reality keeping in mind the market demand. This step is often initiated by employees or team leaders. POC is mainly used against various industries such as hardware, manufacturing, drug, science and engineering.

The process of POC involves testing the idea’s financial potential and gathering market feedback to make sure that there is alignment between customer requirements and business goals. It plays a key role in the product evaluation process before moving ahead to the next testing. 

2. Gathering Requirements

The whole project is dependent on gathering the requirements from the prospective client. 

Gathering and prioritizing the requirements helps the business to improve the decision making and decrease the risk of ERP project failure. A dedicated ERP needs a checklist that guides the company through the entire process.

Checklist would include:

  • Make sure the requirements are SMART; they should be specific, measurable, attainable, relevant, and time-based.
  • Putting together your whole team who will work for the project and who will use the product. You have to consult both the set of stakeholders so that their questions and requirements are met then and there will be minimal chances of misunderstanding. Add your executive management as well to make the requirements ready, Find users who communicate well and can balance their individual wants against the business whole needs. These people will be “super users” as the ERP implementation proceeds. Some will also work as trainers in a later phase of the implementation.
  • Now as your team is gathered, you will need an outline or say a framework of operations that will ensure potential requirements that are mentioned and evaluated.
  • Discuss about the exact pain point of the business and the need of an ERP implementation before moving ahead.
  • Reduce the wastage of resources by considering only the resources which are most used and omitting the extra resources.

3. Continuous Feedback

Support and feedback is the most important function of any ERP system implementation process. The vendor must provide continuous feedback to the client so that they are up-to-date for any part of implementation we make. We can support the clients through tutorials, videos, FAQs, guides, online forums, webinars or peer monitoring. Feedback can be obtained and shared through reports and analytics undertaken by the team.The main aim of sharing continuous feedback is to assist the team, increase their efficiency and analyze their performance and advancement within the ERP system.

4. Constant Communication

Communication is the main branch of the whole implementation process. If there is no communication,the proceedings cannot be done in a well desired manner. Clients must be kept updated with the progress via communication tools like Microsoft Teams, Slack, MatterMost, Skype, Google Meets, and many more such encouraging platforms. Communication should be transparent and honest.

Vendors must also maintain a ticketing system like click-up, Zoho Desk, Trello to overview what tasks are given to the said team member and who is responsible for maintaining a performance check for each of the members. The communication process should be documented in a way that if need be any of the team members can check what was previously communicated

5. Recognition End-to-End Users

Sometimes the implementation process takes a bit more time than decided. It often happens that with growing needs of the market the teams will get frustrated working one and one task.

When you recognize and reward the achievements of the user in formal or informal manner, depending on the organization’s policies and contributions, they feel heard and they feel more valued, satisfied and loyal towards the team and ERP system.

6. Scrum and Sprints:

Scrumis one the of the most used Agile Methodologies in any project implementation. It helps the company to deliver the highest quality of the project with utmost precision. Scrum meeting is to be taken daily within the team and with the client as well to share daily overall updates of the project. In scrum, one should introspect and follow up with clients and  the daily sprints that can help you with recognizing the backlogs of the product and avoid project delays. One must include the decision maker of the project into the scrum and sprints to make sure that everyone of us are on the same page. 

7. After implementation support

Tailored training programs are mandatory for delivering a successful implementation of ERP projects. Proving after implementation support should be interactive, practical and engaging so that the client feels comfortable. The team must use real life examples to reinforce the learning outcomes. Additionally, the training should be updates, refreshed regularly as the ERP system evolves with time. 

As we see, the whole ERP implementation process is a life cycle of 6 steps. It is divided into 6 major steps which is how whole process will be carried by the team. Here are the life-cycle stages of ERP implementation.

As we conclude, the process of ERP implementation is a crucial process for any business and organization. This process is defined by experts at Jupical.io which will ensure successful delivery of the project with client satisfaction. When it comes to the project delivery the team plays crucial role, and we are proud to announce, that Jupical.io‘s expert team stays on the top of the toes to provide the best service to its clients and helps them achieve their business goals. If you are looking for ERP partners or ERP implementors and consultants, look no further!

Contact us now!