The ultimate Checklist for your ERP Implementation How to
create the
ideal Project Plan

Poor Planning can cause Problems during ERP Implementation

Please note: The following is an example of a company that did not have an optimal project plan. This is not how it should work for you! Nevertheless, the description will make you aware of the importance of the project plan, so that you will start creating it full of energy and enthusiasm. 😉

Project Disaster at CRONUS AG

The management of CRONUS AG , a medium-sized manufacturing company, decides to implement ERP software to increase efficiency and optimize operational processes. The management is convinced that the ERP system will streamline work processes and improve data integrity. However, the ERP project turns into a downright disaster due to a deficient project plan. How could this happen?

The difficulties start in the planning phase. Instead of conducting a thorough analysis of the company’s requirements and setting clear goals, there is only an inaccurate project plan. Resources are neither properly estimated nor realistic time frames set. Instead, the ERP implementation is handled as a purely technical project without sufficient consideration of operational processes and employee acceptance.

Right after the start of the implementation, numerous problems arise. The ERP software proves to be not sufficiently adaptable to the company’s specific requirements. The data migration from the old systems to the new ERP system is more than chaotic and leads to data loss and inconsistencies. As the employees are inadequately prepared for the changes, they feel overwhelmed by using the new software. Training courses are too late, which leads to frustration and resistance to the changes among the employees.

In addition, there is a lack of effective risk management, so there are no clear processes or responsibilities to solve the problems arising. The communication between the different departments and the project team is not optimal and creates misunderstandings and delays.

Ultimately, the failure of the ERP implementation leads to considerable financial losses for CRONUS AG. In addition, employees’ confidence in management’s ability to implement important changes effectively dwindles.

ERP Implementation: good Planning is everything

The example shows very clearly: in complex and demanding projects such as the implementation of new ERP software, detailed planning is very important to ensure that you achieve the aimed project goals. In this context, a ERP project plan will help you. It serves as a guideline for the project team and defines clear goals, milestones, tasks, resources and the time frame for the implementation of the ERP system.

It is important that the project plan is tailored to your company. It should contain the goals, tasks and challenges that are relevant to your company and not to just any company.

What is a Project Plan?

An ERP project plan is used to structure and organize the entire implementation process for your ERP system. As the name suggests, it is a detailed plan or a kind of checklist. 📋 This contains all the steps and tasks required for the successful implementation of your ERP system. From defining the project goals to training employees, establishing the change and documenting and monitoring the achievement of goals.

Creating an ERP project plan naturally requires time and care. But this investment pays off. With thorough planning and a clear understanding of the company’s requirements and goals, you will ensure the best conditions for successfully complete the project on time.

ERP Project Plan: 14 essential Elements that should not be missing on your Checklist

The following aspects form a rough checklist and thus provide you with a roadmap for the successful implementation of the ERP system in your company. The accuracy, completeness and up-to-dateness of this list are crucial for the success of the project.

• Project Goals and Scope: Define the goals and scope of the ERP project clearly and comprehensibly, including the functionalities and modules to be implemented. A brief description of the current state and the project with its main goals and expected results is recommended. The so-called requirements specification is used here at the beginning of the ERP implementation. This overview sets the framework for the entire project and helps the team members to understand the big picture. Make sure that your goals and milestones are ambitious but realistic at any time.

• Work Breakdown Structure: This sub-plan contains a detailed breakdown of all the tasks involved in the project. This can take the form of a hierarchy of work packages, each assigned to a specific part of the project. A carefully developed work breakdown structure will contribute significantly to the success of the ERP implementation.

• Responsibilities: It is essential that all team members know what their tasks are at any time. And it must also be clear to them who is responsible for what. In addition, everyone involved in the project should know the contact persons.

• Resources: Identify the necessary resources and allocate them, such as budget, personnel, hardware, software and external service providers.

• Time Frame: Create a detailed schedule that includes the different phases of the project, milestones and time frames for each task.

• Risk Management: Identify and assess potential risks to the project. Develop strategies to minimize and avoid them and manage any problems arising.

• Communication Strategy: Define the communication strategy and means for the project team and relevant stakeholders to share regular updates and information.

• Implementation: Make a detailed plan for the implementation of the ERP system, including data migration, configuration, customization, training and testing phases.

• Training: Establish a plan for employee training to ensure that they are familiar with the new software and can use the new ERP system effectively.

• Change Management: Develop a strategy to establish changes within the company that will result from the implementation of the ERP system. This includes identifying affected employees, the complete communication of the changes and support in adapting to new ways of working.

• Testing: Establish testing procedures and activities to ensure that the ERP system works as it should and meets the needs of your company.

• Transition Phase: If necessary, plan the smooth transition from the old to the new ERP system to minimize business interruptions.

• Review and Control: Set up mechanisms to review project progress and control budget, schedule and quality.

• Documentation: Keep a written record of all steps, decisions and changes during the project for future reference. This also gives you the chance to learn from minor mistakes. Make sure that the project plan and all relevant documents are kept up to date to ensure transparency and traceability.

Step by Step: successfully implement your ERP System with the ideal Project Plan

The example of CRONUS AG shows why you should take project planning seriously. However, it is not intended to scare you off or give you sleepless nights. Rather, it serves to motivate you to start planning your ERP project and creating your individual checklist at an early stage and also invest sufficient time in doing so. 😊

You have gained an impression of what is important when creating your ERP project plan and which points should not be missing from your checklist. Are you ready to start your project? If so, we are happy to support you concretize your ERP implementation project.

We will not only help you with the planning of your ERP implementation, but will also accompany you through all project phases.