Perhaps you are familiar with this? We either feel we have “no proper” ERP system or an outdated, poorly maintained one. Support for important processes is so-so…
Secretly, the thought is spreading in our heads: “…there’s better on the market! And the new colleague recently told me about his good experience with System X (nostalgic, everything used to be better…:-)”
The inspiration – also “built” in my head: Ahh – this is more or less how I would like to imagine working in meetings in the future! Good! – With all its dashboards, ERP provides us with fast and always up-to-date information at the touch of a button:
Now the rational part of us catches up and says sensibly: “Now slow down…this needs to be well thought out and then tackled!”
A project plan for the search, selection and design of a new ERP system can be divided into different phases. A structured plan with the most important aspects, opportunities and risks could look something like this:
So here we go with perspiration (the 99%, the sweat…:- old Henry Ford sends his regards:-))
Project plan: Search & selection of a new ERP system
Phase 1: Needs analysis
- Objective: To determine the current requirements and weaknesses of the existing system
- Activities:
- Interviews with stakeholders (employees, management)
- Analysis of the business processes
- Recording the functions that the new ERP system should offer
Phase 2: Market research
- Objective: Identification of potential ERP providers and solutions
- Activities:
- Internet research
- Check market analyses and trends
- Use comparison tools and platforms
Phase 3: Creation of a requirements catalog
- Objective: Documentation of the necessary functions and features
- Activities:
- Prioritization of requirements (must-have vs. nice-to-have)
- Creation of a specification sheet
Phase 4: Vendor evaluation
- Objective: Selection of potential providers that meet the requirements
- Activities:
- Creation of a shortlist
- Request for proposals (RFI/RFP)
- Evaluation of the offers in terms of price, functions, support and scalability
Phase 5: Demos and pilot projects
- Objective: Testing the selected systems in practice
- Activities:
- Carrying out demos and test installations
- Collect feedback from users
- Evaluation of user-friendliness and adaptability
Phase 6: Decision and contract negotiation
- Objective: Select the appropriate ERP system and prepare for implementation
- Activities:
- Involve decision-makers for the final selection
- Contract negotiations with the selected provider
- Clarification of support, training and maintenance
Phase 7: Implementation and training (usually with its own sub-project)
- Objective: Ensuring a smooth introduction of the new system
- Activities:
- Create design & plans for the implementation project
- Develop training plans for employees
- Roll-out of the system
- Support with effective internal & external communication
- Periodic collection, discussion and application of “lessons-learned” from the course of the project
- If necessary: Opportunity and crisis management during the course of the project
Opportunities and risks
Internal aspects
Opportunities:
- Increased efficiency: Automation of processes can lead to higher productivity.
- Data integrity: Better data management can reduce error rates and improve decision-making.
- Scalability: A modern ERP system can grow with the company.
Risks:
- Resistance to change: Employees may reject the new system, which could reduce adoption.
- Lack of expertise: Lack of experience with similar systems could lead to wrong decisions.
External aspects
Opportunities:
- Market advantage: An up-to-date ERP system can provide a competitive advantage.
- Customer satisfaction: Improved processes can lead to better service.
Risks:
- Vendor dependency: Dependence on a particular vendor could limit long-term flexibility.
- Technological risks: Security incidents or software errors could disrupt processes and lead to data loss.
This is an initial structured approach to the selection and implementation of a new ERP system.
