Abstract
If you plan to implement a new ERP solution in your company, the key rule is to prepare well for this complex process. This includes securing leadership support, forming a competent project team that includes experts from all relevant business areas, and appointing an experienced project manager. It also means strengthening internal communication so that all employees are informed and engaged. In addition, business processes and goals that will be achieved with your new ERP system should be defined. It is also important to identify key users who will actively participate in the project and create a detailed project plan that includes phases, goals, and communication strategies. During system testing, it is necessary to monitor its capabilities and upgrade needs, while support from the implementer will help optimize the system after it goes into production. The introduction of a new ERP system brings changes, but quality preparation, communication and support are key to a successful implementation. With these 9 tips, we are sure that the implementation of your ERP solution will go smoothly.
Introduction
Introducing a new business information system in a company requires a lot of time, patience and work. Therefore, the preparation of the company for the introduction project of the new ERP solution key. Here are some useful tips on how to better prepare for the process of implementing a new ERP solution.
9 tips for successfully implementing an ERP solution
1. Ensure the support of company leadership
Inform the company management about the upcoming implementation of the new ERP solution. Try to explain to them the positive impact that the ERP implementation process will have on the regular operational work of the company. The implementation of a business information system is a very important strategic decision for every company. For this reason, the company's management and directors should participate and support the project in every aspect. It is common for a company to implement a new ERP solution and at the same time change and adapt its business processes. Successful projects are those that are implemented by the joint efforts of the client and the implementer. It is also extremely important that all project participants are active in their assigned roles. This applies to client participants as well as implementer participants.
2. Form a quality project team
For the successful selection of the right business information system and subsequent implementation, it is necessary to create a competent project team within the company. It should include those who have the authority to make decisions, as well as those who use the system on a daily basis, at the operational level, and know well the individual processes and functionalities they need. The project team should include experts from all business areas that will be covered by the new system. So don't forget the employees in the finance, sales, procurement, storage and production sectors.
3. Choose an expert project manager
The project manager should have an overview of the entire business of the company and clearly understand the goals of the ERP system implementation. An adequate manager will best understand the interdependence of individual processes and how they reflect on areas within the system. He should be a communicative and organized person because he has to direct his team and monitor the implementation of the defined project plan. Considering the complexity of the ERP system, it is important to carefully select the right functionalities and harmonize the wishes and needs of users in different areas of business. Sometimes it is also necessary to reach a compromise, in order to ensure the success of your ERP implementation. The project manager should have the full support of the company's management and the decision-making power with the key users throughout the duration of the project. Likewise, it is important that he stays within the project framework and knows how to set priorities.
4. Strengthen internal communication
It is necessary to strengthen internal communication in the company related to the implementation of the new ERP solution. Changing the business information system is a long-term and mostly difficult process, which sometimes does not result in the set goals. Therefore, it is important that everyone is informed about the project; on the objectives, purpose and time plan of the project. In this way, we can create a more positive relationship between employees and reduce errors during the implementation of the ERP solution. Each completed phase of the project must be announced to all employees. It would also be desirable to reward the project participants for their effort and contribution.
Active communication with the involved parties in real time and regular informing of employees about all changes are of extreme importance. Before employees accept the change, it must be clearly communicated to them and they need to understand it. This is extremely important when accepting and proactively participating in the implementation and use of a new business information system. A positive attitude and clear and timely communication make a decisive contribution to the engagement of all participants in the project.
5. Define business processes and goals
Define a list of business processes and necessary functionalities and determine the goals you want to achieve by implementing the new one ERP solutions. In the initial phase, it is crucial to describe in detail the desired work processes and set goals for their realization using the new system. In this way, the implementer will be able to offer you adequate modules and functionalities that you need. During the analysis phase, the implementer should help you define how your processes will be covered by the future ERP solution.
The key question in this part will be whether you adapt the application to your business processes or adapt your business processes to the application. There is no correct answer, but you must be aware that if a certain work process contributes to your competitive advantage, it is good to think about adjusting the system.
However, this is not always the right way, because foreign practices and standard processes can introduce good practices into your business that will contribute to the improvement and optimization of your business. Also consider future business system upgrades. However, it is easier to upgrade the business system to newer versions if you use the standard functionalities of the business system.
6. Define key users
Identify key users by different modules and sectors in the company. During the implementation process, key users will also play an important role in the project. These are individuals in the company who have a good command of the business processes for their area of work, have a positive attitude towards changes and can actively participate in the entire implementation project. They will be a key element during the implementation project itself, and later they will also help the rest of the team in testing and using the application. In this way, it will greatly contribute to the successful implementation of the future ERP solution.
7. Create a detailed project plan
Create a detailed project plan that includes the schedule of project activities, project goals and risks, communication methods, and the results of each individual phase of the project. After that, there is an implementation phase where you will work with the business system service provider. This phase includes test and production system installation, business process analysis, refinement development, master data migration, user testing and training, and import of initial states. It is important to adhere to predefined deadlines for the delivery of data to the implementer so that the project can be realized within the planned time frame. You should be aware that sending incomplete or incorrect data to be entered into the new ERP solution can make work more difficult and increase the duration of the implementation.
8. Create a list of functionalities
During system testing, you will begin to get to know the new business system more and more, and then new ideas and wishes will be born about what else you would like to get from the system. At this stage, it is crucial that you start keeping a list of the functionalities you need and classify them into:
- necessary (must have)
- should have
- desired, but not crucial for entry into production work (nice to have).
After you have used the system in production work for some time, you will have a more realistic picture of its possibilities and limitations. In this way, you will be able to more easily assess whether some upgrades and expansions of the business system are necessary at all.
9. Establish cooperation with the implementer
Now that you have started the production mode of your ERP solution, it is necessary to have the support of the implementer in the initial period of operation. Thus, the initial period will pass more easily and painlessly. You can expect that the start of work in the new business system will be slower and that there will be some hiccups until things are adjusted and users gain experience and habits in working with the new system. It is important to review and adjust the optimization system regularly during the specified period.
Conclusion
The success of the project depends not only on the choice of ERP solution, but also on the people participating in the project - both on the client's side and on the implementer's side. The key is good and clear two-way communication on the project. Introducing a new business information system for end users means change. Some accept it with approval and desire for progress, while others experience it with more or less resistance. But if the preparation of the project is well defined and the communication on the project takes place clearly, the resistance of the users is reduced all the more. After a period of 3-6 months from the start of the user's production work in the new business system, the situation generally stabilizes. Then the users start to be more aware of what they got with the new business system and which functionalities could help them in their further work.
With this implementation organization, it will go faster and with less stress for all participants in the implementation process. This will ultimately result in a better achievement of the project's goals and budget.
At NavBiz, we have extensive experience in implementing modern, proven solutions Microsoft ERP solutions. Contact us today to help you use all your potential.
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