The Phases and Strategies of Business Software Implementation
By Dudley Peacock
What is an ERP System?
A business ERP (Enterprise Resource Planning) software system is responsible for integrating key areas and functions of the business to work together. Those areas include finance, sales, manufacturing, human resources, customer service, and more.
The benefits of having an ERP system are a more effortless flow of information, higher productivity levels, and more effective strategies. When different business functions are linked together, there's higher accuracy and less time wasted on trying to find information that is readily available when you employ an excellent ERP software system.
What Should I look for in an ERP System?
There are many things unique to your business' requirements that you may need from your ERP software. However, it's good to cover some of the standard basics.
Scalability and Flexibility: A sound ERP system should be scalable and flexible as your business matures with time. You should stay clear of legacy sites that work on-premise and claim to be cloud solutions that aren't. Make sure your technology is future-proof.
Accessibility: Accessibility is critical in today's world. Many businesses employ remote workers and frequently use their own devices to manage work life. An ERP system accessible from mobile phones and personal computers can boost productivity when the team can access workflows wherever and whenever needed.
Ease of Use: An effective ERP system will be easy to use, and no-frills are needed when the system gets the job done. Users should be able to access information quickly and should only display data relevant to them.
Why is ERP Software Implementation Important?
No matter how good an ERP software system you own, its efficiency is only at its optimum when the software implementation has been carried out correctly and effectively. When
carrying out the software implementation process, it is vital to ensure the ERP implementation is planned out carefully and deployed successfully.
What Does the Software Implementation Process Involve?
The basics of implementing business software involve:
- Setting up and installing the new software.
- Migrating data from the previous ecosystem to the new one.
- Configuring users and data.
- Training users to use the latest software systems.
It's essential to put together a project management team when implementing software. The team can guide the process from start to end and provide solutions whenever issues arise. The team can consist of an executive who can provide expectations for what is needed and resources and answers to inevitable questions. A project leader can provide knowledge and experience to represent the team and aid communication while meeting targets. The remainder of the team members is then assigned to specific responsibilities based on their skills and expertise.
It's worth noting that the most important people involved in the planning and implementation process are the users themselves. Your team consisting of future users of ERP technology lets you get first-hand feedback on what works for the users and what doesn't.
How Long Does ERP Implementation Take?
The answer to this question varies from business to business; some may only need to upgrade the human resources department, while others may need to completely transform their manufacturing processes with many warehouses and products to deal with.
A basic ERP implementation process can take anywhere from two months to some very complex undertakings taking years to be fully implemented. However, when we look at mid-sized businesses in general, we can say that an average mid-market ERP implementation with software such as Sage or Acumatica can take around four to six months.
The Phases of Software Implementation
Discovery: The process is defined, and the vision is created and communicated to the project team. This vision is built by looking into the business's needs and what issues are expected to be resolved with the new ERP system.
Design: The existing workflows are analysed, and a plan is devised. The program includes details on customising the ERP system, how data is migrated to the new system, etc.
Development: The software is configured to meet the said requirements and customisations. Alongside this, training materials are prepared, data is sorted through to eliminate redundant information, and importation is gradually started.
Testing: This phase tests the functions of the newly configured ERP system. The system is continually fine-tuned to address problems emerging, and then the system is tested again until satisfied.
Deployment: Once the configuration and tuning are complete, it's time to go live! All data is migrated to the new system and employed throughout the business.
This step is not necessarily a one-time event, and different departments may migrate to the new system at different times. It's also not uncommon for businesses to have the old system running in a few places as a backup for the first few days or weeks (although this affects productivity).
Support: As the final stage of the implementation process, this step goes a long way. The project management team stays on board to make sure they're available to provide support and help to the users of the new system. A crucial element to the success of any ERP system is constant upgrading over the life of the business and the fixing of issues as they arise.
What are the Most Difficult Aspects of ERP Software Implementation?
The difficulties arising during the implementation process vary significantly from situation to situation. Many businesses find it challenging to commit the time and funding needed to meet project deadlines; others have no issues with funding yet have difficulty defining the vision, requirements, and expectations of the ERP system that they need to set. Planning is crucial, and leaping without carefully could create a recipe for disaster.
Selecting the Right Implementation Strategies
No single strategy works for every business or situation. Your unique choice of implementation depends on several factors such as:
Organisation Size: For midsize firms, a quick implementation strategy often works best where the software is implemented throughout the company at the same time while letting go of the old system instantaneously. However, this approach may be too risky for larger companies, and a phased rollout extending over weeks or months may be better, though more costly.
Risk Tolerance: If users face major issues after deploying the new system, how well will the firm be able to handle this situation? Suppose the business is entirely reliant on its systems operating 24/7. In that case, it may be best to keep both software running parallel to each other and slowly migrate area by area to avoid a crisis despite the running costs.
Cost: If the project cost is a considerable concern, it's best to go for quick and efficient methods such as deploying software all in one go, as it eliminates the costs of running double software.
Desired Pace of Return on Investment: With a phased rollout, the benefits of a newer, more effective ERP system come one by one as you adapt to it area by area. With a full implementation in one go, you have the potential to reap all those benefits at once when all users are using the same integrated system.
So, What's the Secret to Software Implementation Success?
All in all, ERP software implementation can be a tricky business. It requires heap loads of planning at every stage, long before the software is deployed. Without this planning, you're at risk of a failed ERP system. To ensure you're able to construct the right plan, you need to carry out a deep analysis of your business and its current situation regarding all areas of operation.
Here is where we can help you. One of the best things you can do for your firm is to put the task of analysing business needs, careful planning, and practical implementation into the hands of professionals who have decades of experience with successful software implementation processes.
To find out more about how we can help you implement business software for your business, get in touch with us now!
Share this post on: