Best Practices for A Successful ERP Implementation

At Calsoft Systems, we focus on implementing and supporting ERP (Enterprise Resource Planning) systems such as  Microsoft Dynamics 365. We've helped hundreds of organizations complete successful ERP projects, and we've developed a trustworthy process for successful ERP implementation.

Our experience has proven that 'internal cooperation' is key to the success of ERP projects. Since an ERP manages company-wide information and processes, it is essential that everyone connected with the project be on board right from the start.

Often, ERP solutions and their setup are determined by management. But executives are not necessarily the only ones who will be using the system day in and day out. When you consider the functionality involved and who will be using it, it is evident that employee cooperation and consensus are vital.

Of course, an ERP also has many benefits for the field; reducing workload and sharing information is possible in ways not achieved with emails, phone calls, and memos. ERP makes it possible to batch-load the complicated data input work that had to be done manually in the past.

However, even with the benefits of a modern ERP solution, not everyone will welcome change. There could be psychological hesitance from those anxious about the uncertainties of a new way of working. When such reluctance is combined with other factors, it sometimes leads to resistance, hindering the progress of the project.

Although there are some variations, these are typical reasons for resistance to a new ERP implementation project:

• Anxiety about job security
• Hesitation about using new screens and business procedures
• Anxiety surrounding new vendors and new systems

Also, users who did not feel inconvenienced by the old system are likely to have a bias and feel that the old system was more convenient and easy to use; they may resist when they find that the new system has different functions and access privileges.

Therefore, a successful ERP implementation depends on fully understanding the people involved, patiently explaining the benefits for the whole company, and bringing them on board.  Now you're ready to begin.

4 Key steps for internal preparation and kick-off

1) Determine scope and clarify goals.

First, clarify your goals and objectives and be sure all stakeholders understand them.

In the planning stage of the project, it is helpful to gather opinions from various parties.  But trying to please everybody can lead to your project scope becoming too vast and uncontrollable.

Thoroughly analyze your processes and goals; discuss, and clarify priorities during the requirements analysis phase.

At Calsoft Systems, our consultants provides project management services and will support your the success of your project. We can create a project roadmap based on your priorities, divide the project into manageable phases, build a comprehensive IT strategy, and establish solutions for ongoing improvements.

2) Involvement of key person

Identify key people in their respective fields within the company and determine how to involve them in decision-making.  Aside from department leaders, most companies have key employees that play major roles.  The cooperation of such individuals is essential for the success of an ERP implementation project and will help the rest of your team with user adoption

At Calsoft Systems, we establish an appropriate meeting and communication schedule with these key members of your organization.

3) User buy-in

Define the benefits of the new system from the manager's point of view and the user's point of view. Consent and cooperation of the users who oversee operations are essential for an ERP implementation project's success.  If you ignore this perspective, it will be challenging to elicit understanding and cooperation from the whole team.

4) Commitment of management and the project manager

ERP implementation projects involve the work and roles of many people.  Project managers must have a strong will to ensure that the ERP project proceeds successfully and leads to business and management improvement. Firm and effective management will be able to overcome resistance and navigate any problematic situations.

The Calsoft Systems team will help project managers understand their responsibilities before the project begins, give support throughout the project, and offer ongoing consultation and training services.

At Calsoft Systems, we don't just manage our own resources and tasks; we actively communicate with our clients' project members and manage resources and tasks on the customer side as a PMO (Project Management Office) service.

If you are contemplating a new or upgraded ERP implementation project, contact our experts at Calsoft Systems. We'll help you get the job done right.

By Calsoft Systems, www.calsoft.com