To help you in this early phase of the ERP implementation, we have put together six practical tips:
Tip 1: Define clear requirements for the ERP selection
Often, companies proceed with the ERP selection without specific requirements. Although they have recognized internal problems, such as a decline in adherence to delivery dates or difficulties in meeting customer requirements, they have not defined what the solution to these problems should look like. There is often the assumption that an ERP system automatically makes everything easier and more efficient. However, an ERP system is just a tool that has to be used correctly to generate the desired added value. For this reason, it is very important to define specific requirements before selecting an ERP system. Analyze your challenges as precisely as possible and at the same time think about possible solutions. Document what is currently hindering you and what should change. This analysis forms the basis for your catalogue of requirements.
Tip 2: Keep an open mind about different approaches
Often, ERP decision-makers confuse requirements with specific functional requests. They create a list of desired ERP features and put together their shortlist based on this list. However, this approach often leads to problems. When selecting an ERP, you should look for a solution to your specific challenges. The result should be the main focus, not the way to get there. If you equate features with requirements, you will unnecessarily limit yourself and possibly overlook the optimal solution. Instead, try to formulate your requirements in a solution-neutral and process-oriented way. Focus on describing the problems and the desired results. Be open to different approaches and always keep the end goal in mind.
Tip 3: Prioritize your ERP catalogue of requirements
Companies tend to go over the top when it comes to the requirements for an ERP system. The new ERP solution should solve all problems, optimize the entire process landscape and contain as many features as possible that could be useful in the future. Such extensive catalogues of requirements often extend over hundreds of pages. But the perfect ERP solution that meets all needs does not exist. Every ERP system has its strengths and weaknesses. If you do not set priorities, you will only make the ERP selection more difficult and possibly exclude the optimal ERP solution for your needs because unnecessary optional features are missing. It is advisable to prioritize your requirements from the outset. Identify the most pressing issues that have a significant impact on the company’s success and make their solution a must-have criterion. Anything that is merely ‘nice to have’ should be clearly marked as optional.
Tip 4: Also consider non-process-related features
Some ERP features and properties have nothing to do with a company’s core processes. They serve to make your employees’ daily work easier without affecting the business processes themselves. These features often come from the areas of user-friendliness and user experience. Examples include intuitive user guidance, clearly recognizable controls, unambiguous error messages, individually configurable views, automation functions or mobile applications for field service. Don’t make the mistake of underestimating these non-process features. The user-friendliness of an ERP system is an important selection criterion. A lack of user-friendliness reduces productivity, provokes errors and damages the motivation of your employees in the long term.
Tip 5: Think long-term when choosing an ERP system
When implementing an ERP system, specific pain points are often the trigger for investments. Therefore, the catalogue of requirements usually focuses on the current problems that the new ERP solution is intended to solve. This approach is fundamentally correct. However, you should also keep an eye on the future. An ERP system will support your company for many years. Since every company continues to develop over time, today’s requirements may already be outdated in five years. Therefore, when analyzing your requirements, consider not only the current situation but also likely developments. Try to anticipate future challenges, both internal (such as planned expansion into new markets) and external (such as technological trends or political developments). Your goal should be a requirements profile that is largely valid both today and in five years.
Tip 6: Seek dialogue with ERP providers
The online presence of an ERP provider only provides limited information. On the one hand, only the most important features and functions can be presented. On the other hand, the user-friendliness of the software cannot be adequately demonstrated. Although screenshots of the user interface can give a first impression, user-friendliness is more than just appearance. To thoroughly evaluate an ERP system, there is no way around a personal dialogue with the provider. In a direct conversation, you can also get a sense of your potential contact person. You are not only buying software, but also the associated services such as consulting, process analysis, training and technical support. You need to be able to rely on your ERP partner, otherwise conflicts may arise in the ERP project and beyond. A personal meeting is therefore recommended. Pay particular attention to soft factors: Is the ERP provider interested in understanding and addressing your individual requirements, or is he only focusing on the advantages of his product? Does he answer your questions satisfactorily? Is he trying to push you into a purchase? All these aspects are important indicators for selecting an ERP system.
Tip 7: Involve an independent ERP consulting firm
The likelihood of a successful ERP selection and implementation can be significantly increased by involving an independent ERP consulting firm. This company has the necessary expertise to help companies select the appropriate ERP system and plan its implementation.
