By: Ian Tobin

Enterprises today strive for operational efficiency and improved productivity, often turning to Enterprise Resource Planning (ERP) systems to achieve these goals. However, introducing an ERP system into an organization is a complex and multifaceted endeavor that demands meticulous planning, coordination, and execution. While implementation vendors typically assign a project manager, your internal team must uphold the importance of having a dedicated project manager. Also, companies often need more resources to staff an implementation project internally, resulting in management and executives assuming responsibility for these projects while managing their daily roles. This scenario splits their attention and dilutes focus, hindering the success of the ERP implementation. 

For a successful implementation, businesses should allocate around 50% of their time to this initiative. This requires a critical re-evaluation of concurrent priorities and ongoing projects. Without this dedicated focus, the implementation might lack the attention and resources needed for a seamless execution. Companies often take on these projects without considering the time commitment they require. This leads to a gap between their available resources and what is needed to go live.

One way to bridge this gap is to seek experienced support externally. External support can include a dedicated project manager to work internally on your team and additional resources to support project open items. This ensures a consistent focus on the implementation while allowing company leaders to concentrate on daily responsibilities. 

Although the vendor typically acts as the primary product configurator, having an internal project manager and staff to assist with open items is crucial for project success. The internal project manager is the organization’s advocate, streamlines internal resources, coordinates with the vendor, and tracks contracted deliverables against actual outcomes. The collaborative effort between the vendor and the client-side project manager ensures that the implementation aligns precisely with the organization’s unique needs and goals. It is also essential to have dedicated resources on your team to assist during system configuration and setup. Implementation vendors manage these projects in a way that slowly transfers ownership to your team. Generally, their team will set up the system’s overall configuration. However, customization of certain areas is frequently overlooked, and your team will be responsible for handling them in numerous instances. Some areas that commonly need more support from the vendor are user security and dashboards. Vendors provide high level training on these features, but the support can be limited when it comes to customization. These are also two areas where the benefits of an ERP system shine. User-security features allow for segregation of duties, and restricted access to certain data. Dynamic and customizable dashboards deliver real time insights that improve and accelerate decision making. Having experienced members on your team that can fill in where vendor support is lacking will ensure you are getting the most out of your system.

Managing organizational change is another challenge that comes with implementing an ERP system. Employees may need help adapting to a new system and processes. The training that implementation vendors provide can also lack the detail that end-users need to be successful post-go-live. Your internal project manager will be responsible for facilitating change management. This includes creating training plans and organizing the resources to fill training gaps and provide ongoing support. This ensures that employees are well-prepared for the transition, comprehend the benefits of the ERP system, and have a resource to turn to when vendor support is unavailable. 

In summary, a successful ERP implementation relies heavily on effective project management and staffing adequate resources. It requires dedicated focus, planning, and seamless coordination between your internal team and the implementation vendor. Organizations can ensure their ERP implementation is smooth with the proper allocation of time, resources, and expertise, paired with continuous collaboration with the vendor. An experienced internal project manager and team reduces the time commitment burden on company leaders. Additionally, a comprehensive change management strategy will foster user adoption and maximize efficiency in the long term. Seeking external support to fill these roles during your implementation will help steer the project toward success. 

At Wiss, our team incorporates all these aspects into our approach and will help you navigate the complexities of an ERP implementation. Do not undertake a project like this alone. Contact Wiss Technology Advisory for dedicated support and guidance throughout your implementation journey.