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Implementing your new ERP System in 7 Phases

There are a number of procedure models for an ERP implementation. Whether it’s a new implementation or an upgrade, here’s a common project methodology from the ERP vendors’s perspective:

1. Analyze current processes and define goals
2. Define solution approaches
3. Implement solution approaches
4. Carry out functional tests
5. Carry out integration tests
6. Train users
7. Provide support during roll-out

1. Analyze current Processes and define Goals

In order to find out what you can do better in the future, it is important that you first take a look at your existing processes as part of an actual state analysis. The subsequent definition of your goals should be based on the SMART model:

Accordingly, your goals should always be…

• S - specific,
• M - measurable,
• A - achievable,
• R - realistic and
• T - time-bound.

The example

“We want to increase sales.”

is neither specific, nor measurable, nor time-bound. It is better to formulate it like this:

“We want to increase sales in NRW, Lower Saxony and Baden-Wuerttemberg by 65 percent by 2025.”

Another example:

“We want to reduce the processing time for orders from an average of 16 days to 11 days.”

Could that be a reasonable goal, what do you think? 😉

2. Define individual Solution Approaches

Once your goals have been determined, the next step is to find solution approaches for your individual goals. The same applies here: make sure you use clear, unambiguous wording.

3. Implement the Solution Approaches

During implementation, the standard functionality of the ERP solution (e.g. Dynamics 365 Business Central) should be adhered to as far as possible. This will make it easier for end users, you can save on implementation costs and the effort required for future updates will most likely be lower.

4. Quality Assurance: carry out several Functional Tests

To ensure high quality, the developer carries out an initial functional test. This is followed by a second test by the consultant. Then it’s your turn.

5. Carry out manual and automated Integration Tests

The next step is to further increase the quality of the implementations. Regular manual and automated integration tests are carried out for this purpose.

6. Train the Users

To ensure that the end users know exactly how the new ERP solution works and can use it productively and efficiently, you need the appropriate training. These should be tailored to the key users that you have selected in advance.

7. Go-live: work with the new ERP System

The time has come: the go-live is imminent. Don’t worry! During the first few days or weeks, you will receive support from your ERP vendor on site - directly in the respective departments.

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How long does an ERP Implementation usually take?

To avoid delays in the project, it is realistic to reserve 75% of the working time for your ERP implementation. If you are implementing a completely new ERP system or replacing an outdated system, you should plan for a total project duration of 1 to 1.5 years.

The Human Factor

As with ERP selection, the human factor plays a decisive role during implementation when it comes to the success of your project. It can become a success and risk factor. Possible difficulties can include:

• poor change management
• unclear expectations
• poor data quality
• underestimated complexity
• unnecessary misunderstandings

This is how misunderstandings arise between the project participants:

Your Checklist: how to minimize Project Risks?

• Have you formulated your project goals in concrete terms?
• Have you planned enough time?
• has there been thorough preparation?
• Are you proceeding in small steps?
• Is there clear communication at all times?
• Has a detailed kick-off meeting (with management participation) been held?
• Are you promoting a genuine cultural change in your company?
• Have you been involving your employees right from the start?