Key Phases of ERP Implementation and Best Practices to Follow

Key Phases of ERP Implementation and Best Practices to Follow

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Rashmi
Rashmi Karan
Manager - Content
Updated on Apr 5, 2023 15:58 IST

This article will discuss the key phases of ERP implementation and provide best practices for a successful implementation. Whether implementing a new ERP system or upgrading an existing one, these tips will help ensure a smooth and successful process.

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An ERP implementation project consists of several stages, each with particular importance. However, in the end, a synergy is created between them to achieve the objectives set for your company.

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Planning the ERP Implementation Project

The objective of this stage is to put your team in contact with your supplier so that together they define the definitive and detailed planning of the project. The activities include –

  • Introducing your company’s work team to the consultant who will carry out the implementation.
  • Establishing a schedule of activities and matching it with the agenda of all those involved.
  • Putting together a log of mandatory commitments to start the project without possible setbacks or surprises.
  • Preparing the formats of each process and the initial master data to feed into the system.

Also Read – What is ERP?

Analyzing the ERP Implementation Project 

At this stage of the ERP implementation, the main thing will be to obtain the agreed requirements and functionalities of each area of your company. Each area manager must validate the list to proceed with the solution’s configuration according to the defined processes and procedures.

During this phase, the following tasks are carried out:

  • Defining the specific scopes of the project.
  • Preparing flowcharts of your processes and procedures for each operational area.

Designing the ERP Project

This is one of the most crucial stages of implementing an ERP system. During this time, the solution’s configuration is carried out according to the processes, procedures and requirements defined in the previous stage. The design phase involves identifying the goals and objectives of the project, as well as the scope of the system to be implemented. This may involve identifying specific business processes that the ERP system will support or determining which modules of the ERP system will be implemented. It is when the system is customized to your company

It is important in this phase that the person in charge of the project on behalf of the company maintains contact with the supplier to validate any doubt that may arise since, at this stage, the solution is taking shape to be adequate to the real needs of the business.

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Running ERP Configuration Tests

When you reach this point in implementing an ERP, it is time to validate if what you defined in the analysis and planning is by the result obtained. You can achieve this by performing company operations scenarios that recreate the day-to-day circumstances.

In this project phase, everyone in charge of the various tasks must actively participate in reviewing and validating each process, tool’s functionality, and information obtained. This would ensure they will receive that advantage from the system to make your work more efficient. It is very important to confirm that all the key processes and requirements of the day-to-day operation are fully validated and closed at that stage to avoid surprises at the training or release stage of the project.

Training for System Use and ERP Implementation

This is one of the crucial stages of implementing an ERP. Once the tests and improvements have been carried out, there is a need to train the team that will work with the implemented ERP system. All doubts regarding processes and functions must be expressed to obtain the maximum benefit from the tool.

At the end of the training, the company must make sure to instruct each user to carry out daily practice operations in the system, as a task, from that day until the release to reinforce the training received, since not doing so there is a risk that the person loses the knowledge obtained at this stage. 

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Project Release 

The project release stage is a key milestone in ERP implementation. It refers to the point at which the new ERP system is deployed and made available to end users for use in production. This stage follows the testing and acceptance phase. During this, the system is rigorously tested to ensure that it meets the requirements and expectations of the organization.

The release stage is critical in the ERP implementation process. It represents the culmination of months or years of planning, design, development, and testing. It also marks the beginning of a new phase in the organization’s operations as users begin to use the new system to perform their daily tasks and processes. During the release stage, the project team must closely monitor the system and address any issues ASAP.

ERP Implementation Best Practices

You cannot achieve success just by creating an ERP implementation approach. You must follow some best practices in every step while implementing the ERP. Some of the best practices include:

Define Clear Goals

Before planning the ERP implementation, you must set clear and realistic goals for the teams and stakeholders. Everyone should be on the same page and understand what the project aims to achieve.

Plan Strategically

Spend some time in the planning phase. Create a solid foundation of ERP implementation, provide high-level backing, and ensure sufficient budget and personnel.

Focus on Support and Training

Before you deploy the ERP system, you must plan and allocate adequate resources towards training professionals so that they can provide technical support, fix issues and maintain regular updates. End-user training is crucial so that they can use the ERP system effectively. This will help in maximizing user adoption and minimizing errors. Employees must be comfortable using the system and familiar with new workflows, particularly if an outside consultant will no longer help. Careful work in these areas will allow your organization to realize the system’s full benefits.

Migrate the Data Carefully

The transition to an ERP system is an opportunity to clean up and rationalize the organization’s data, and it’s worth creating a clear plan. It makes sense to comb through legacy data carefully, discarding old customer accounts and looking for inaccuracies.

Communicate

Teams involved in ERP implementation must regularly communicate with each other and stakeholders to understand and solve user issues before and after deployment.

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Conclusion

Implementing an ERP system may be one of the largest investments of time, money and resources your company can make. And, it will only be as good as how you implement it. Develop a strong plan and continue to review and optimize your business processes after your initial ERP go-live date. This, combined with gradually adding features and functionalities as you go, will help you achieve a successful ERP product in the long term.

FAQs

How is the implementation of an ERP system done?

ERP systems are implemented with standardized methods to automate some of the steps of an industrial process. By standardizing these processes and using only one integrated management system, companies save time, increase productivity and reduce u201cheadachesu201d.

What is the ERP implementation?

Implementing an ERP is a process that most companies will go through more than once. The detailed study of the data and the company's needs (blueprint) will mark the path for the implementation project.

What does an implementation plan include?

An implementation plan works as a blueprint for achieving a shared goal. Your plan should include the project strategy, the budget, the list of people who will work on the project, and much more.

What should be done before implementing an ERP?

Before implementing an ERP in their company, one should - Create an installation structure. Define roles and project managers. Make key strategic decisions regarding implementation. Define their business processes. Develop an organizational change management plan.

About the Author
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Rashmi Karan
Manager - Content

Rashmi is a postgraduate in Biotechnology with a flair for research-oriented work and has an experience of over 13 years in content creation and social media handling. She has a diversified writing portfolio and aim... Read Full Bio

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