Top 10 Key Elements to Successful ERP System Deployment-Key Element #8

AIT’s Professional Services Group is responsible for managing the implementation of an ERP deployment, making sure the project is properly resourced and executed. Our role with clients really starts during the sales process where we gather information about the company, its requirements, and the unique problems it is trying to solve. We get an idea of the personality and culture of the company. That gives us a great head start to hit the ground running after a contract is signed. AIT has developed a list of the top 10 keys to successful ERP deployment.

Top 10 Key Elements to a Successful ERP System Deployment

      1.      Develop a project mission statement

      2.      Get executive team commitment

      3.      Identify and define the scope; map requirements to objectives

      4.      Establish methodology, realistic resources, and timeline

      5.      Identify, designate, and support key personnel

      6.      Prepare your data

      7.      Create a training plan

      8.      Conduct pilots to work out the kinks

       9.     Take steps to ensure things progress as expected 

     10.   Measure results

Conduct pilots to work out the kinks

We schedule as many as three pilots before go-live with each implementation. The first pilot tests processes by functional business area to observe how the system operates on a day-to-day basis. We determine what does and doesn’t work with these processes and improve accordingly. The second pilot is an end-to-end dress rehearsal to assess the hand-off from one function to another – ensuring processes are running as intended from start to finish. Occasionally, additional tweaks are made to finalize these processes and a third pilot will confirm our mutual assurance of quality before go-live.

Top 10 Key Elements to a Successful ERP System Deployment-Key Element #7

AIT’s Professional Services Group is responsible for managing the implementation of an ERP deployment, making sure the project is properly resourced and executed. Our role with clients really starts during the sales process where we gather information about the company, its requirements, and the unique problems it is trying to solve. We get an idea of the personality and culture of the company. That gives us a great head start to hit the ground running after a contract is signed. AIT has developed a list of the top 10 keys to successful ERP deployment.

Top 10 Key Elements to a Successful ERP System Deployment

      1.      Develop a project mission statement

      2.      Get executive team commitment

      3.      Identify and define the scope; map requirements to objectives

      4.      Establish methodology, realistic resources, and timeline

      5.      Identify, designate, and support key personnel

      6.      Prepare your data

      7.      Create a training plan

      8.      Conduct pilots to work out the kinks

      9.      Take steps to ensure things as expected (establish a method to resolve conflict and issues)

     10.  Measure results

Create a training plan

At the beginning of the project, we determine what modules will require training and develop a strategy for education. We will work with your team to provide a mutually acceptable step-by-step training agenda and will schedule it into the overall implementation. This is typically handled with a two-phased approach. 

The first phase includes standard training on how CloudSuite™ Industrial (Syteline) works out of the box, including best practices. The training comprises a combination of online training, with self and instructor-led approaches. The second phase includes a more targeted onsite instructor-led method of working through our clients’ specific processes to provide operational alignment. 

Top 10 Key Elements to a Successful ERP System Deployment-Key Element #6

AIT’s Professional Services Group is responsible for managing the implementation of an ERP deployment, making sure the project is properly resourced and executed. Our role with clients really starts during the sales process where we gather information about the company, its requirements, and the unique problems it is trying to solve. We get an idea of the personality and culture of the company. That gives us a great head start to hit the ground running after a contract is signed. AIT has developed a list of the top 10 keys to successful ERP deployment.

Top 10 Key Elements to a Successful ERP System Deployment

      1.      Develop a project mission statement

      2.      Get executive team commitment

      3.      Identify and define the scope; map requirements to objectives

      4.      Establish methodology, realistic resources, and timeline

      5.      Identify, designate, and support key personnel

      6.      Prepare your data

      7.      Create a training plan

      8.      Conduct pilots to work out the kinks

      9.      Take steps to ensure things as expected (establish a method to resolve conflict and issues)

     10.  Measure results

Prepare your data

Data conversion impacts the success of an ERP implementation. Analysis and strategic decisions start at the beginning of the project. It’s critical to identify ahead of time what data will need to be transferred, with an emphasis on how many years of historical data you wish to convert, who is responsible, and how much clean-up is required.

An example is when a client converts from their legacy system to CloudSuite™ Industrial (SyteLine), the client must prepare and cleanse their existing customer and vendor data. They may discover that address fields between legacy and the new systems are used differently and must be updated prior to being moved to the new system.

When you consider clean up, account for the fact that a customer may not have placed an order in several years –it might be more practical to add them as a new customer rather than spend the time transferring their data over from the legacy system.

Top 10 Key Elements to a Successful ERP System Deployment-Key Element #5

AIT’s Professional Services Group is responsible for managing the implementation of an ERP deployment, making sure the project is properly resourced and executed. Our role with clients really starts during the sales process where we gather information about the company, its requirements, and the unique problems it is trying to solve. We get an idea of the personality and culture of the company. That gives us a great head start to hit the ground running after a contract is signed. AIT has developed a list of the top 10 keys to successful ERP deployment.

Top 10 Key Elements to a Successful ERP System Deployment

      1.      Develop a project mission statement

      2.      Get executive team commitment

      3.      Identify and define the scope; map requirements to objectives

      4.      Establish methodology, realistic resources, and timeline

      5.      Identify, designate, and support key personnel

      6.      Prepare your data

      7.      Create a training plan

      8.      Conduct pilots to work out the kinks

      9.      Take steps to ensure things as expected (establish a method to resolve conflict and issues)

     10.  Measure results

Identify, designate, and support key personnel

Who are the key people on the team?  It’s important to designate the proper resource internally to act as the Project Manager whose job is:

·         Track progress and accountability of each of the implementation team member’s assigned tasks to promote on-time completion with their milestones

·         Interface with the implementation partner ensuring transparency and communication on requirements, issues, and risks

·         Make sure all tasks are clearly defined and the team members understand the milestones to accomplish.

·         Ensures overall project is appropriately structured and planned

·         Drives overall project plan and project direction

·         Monitors the progress of all activities to plan

·         Facilitates project meetings and steering committee meetings

·         Raises risks, issues, and project flags to Operations and/or Technical leader as well as to Engagement Managers and Project Sponsors

·         Manages weekly project status reporting to Sponsors

Another critical project team role is the Operations Leader whose role and commitment include:

·         Oversee and monitor all workstream activities daily

·         Provides progress status updates

·         Accountable for on-time completion of their operational area(s) of responsibility

·         Presents to steering committee reviews of operational area

·         Raises risks and addresses issues that will impact the project’s success

·         Promotes collaboration between operational and technical areas

We also encourage clients to designate Subject Matter Experts (SMEs) who know the intricate details of their respective areas current business processes and pain points. These SMEs don’t necessarily have to be managers, they can be employees who have good visibility into processes and are willing to champion the associated best practices transformation.

Change often includes automating previously manual processes, freeing up time to streamline the operation. If these resources are critical for day-to-day functions – plan for alternative coverage. Your company’s leadership team needs to support best practices transformation resulting from these employees’ efforts.

Top 10 Key Elements to a Successful ERP System Deployment-Key Element #4

AIT’s Professional Services Group is responsible for managing the implementation of an ERP deployment, making sure the project is properly resourced and executed. Our role with clients really starts during the sales process where we gather information about the company, its requirements, and the unique problems it is trying to solve. We get an idea of the personality and culture of the company. That gives us a great head start to hit the ground running after a contract is signed. AIT has developed a list of the top 10 keys to successful ERP deployment.

Top 10 Key Elements to a Successful ERP System Deployment

      1.      Develop a project mission statement

      2.      Get executive team commitment

      3.      Identify and define the scope; map requirements to objectives

      4.      Establish methodology, realistic resources, and timeline

      5.      Identify, designate, and support key personnel

      6.      Prepare your data

      7.      Create a training plan

      8.      Conduct pilots to work out the kinks

      9.      Take steps to ensure things as expected (establish a method to resolve conflict and issues)

     10.  Measure results

 Establish methodology, realistic resources, and timeline 

Before we begin the project, we hold a detailed project planning meeting that may last the better part of a day. Given the timeline, we review the scope realistically. A “go live” date is established, and the schedule is determined based on keeping each of the milestones and the end goal in mind. We ascertain what’s required for training, the appropriate methods of training delivery by audience, and identify needed documentation such as:

·         Standard Operating Procedures

·         End User Quick Reference Guides

·         Process and Transactions Flow Charts

     We collaboratively decide how many pilot testing phases will be required to ensure a thorough and confident roll out; communicate our project methodology to make certain the core team understands how and why we follow the proven approach; and the importance of adhering to it. Straying from the methodology may result in derailing the project, running over budget, people losing motivation and lost momentum.  It is highly advised that our proven methodology be followed with the right resources in the right seats to keep the project on track.

Top 10 Key Elements to a Successful ERP System Deployment-Key Element #3

AIT’s Professional Services Group is responsible for managing the implementation of an ERP deployment, making sure the project is properly resourced and executed. Our role with clients really starts during the sales process where we gather information about the company, its requirements, and the unique problems it is trying to solve. We get an idea of the personality and culture of the company. That gives us a great head start to hit the ground running after a contract is signed. AIT has developed a list of the top 10 keys to successful ERP deployment.

Top 10 Key Elements to a Successful ERP System Deployment

      1.      Develop a project mission statement

      2.      Get executive team commitment

      3.      Identify and define the scope; map requirements to objectives

      4.      Establish methodology, realistic resources, and timeline

      5.      Identify, designate, and support key personnel

      6.      Prepare your data

      7.      Create a training plan

      8.      Conduct pilots to work out the kinks

      9.      Take steps to ensure things as expected (establish a method to resolve conflict and issues)

     10.  Measure results

   Identify and define the scope; map requirements to objectives

Clients should have a clear understanding of the problems they want to solve. These can be such things as:

·         What adverse conditions will be faced day to day?

·         Are there employees that hold information no one else has or tribal knowledge that puts the company at risk from a cross-training perspective?

·         What are the risks of an incomplete project?

·         What’s in scope – should we consider addressing the project in phases vs. a big bang approach?

·         What’s achievable within the timeline?

·         What are the key requirements vs. nice to have?  

It’s preferable to approach the project in a phased rollout which ensures proper resources are allocated without disruption – focus on the quality of the deliverables. We encourage clients to list the goals for the project:

·         Define what a successful project looks like or would mean to their business.

·         What key measurable results do you expect to see 6-12 months post “go-live.”

By creating objectives and tangible measurements, the project team can gauge progress and ensure long-term success for the life of the project and beyond.

Top 10 Key Elements to a Successful ERP System Deployment-Key Element #2

AIT’s Professional Services Group is responsible for managing the implementation of an ERP deployment, making sure the project is properly resourced and executed. Our role with clients really starts during the sales process where we gather information about the company, its requirements, and the unique problems it is trying to solve. We get an idea of the personality and culture of the company. That gives us a great head start to hit the ground running after a contract is signed. AIT has developed a list of the top 10 keys to successful ERP deployment.

Top 10 Key Elements to a Successful ERP System Deployment

      1.      Develop a project mission statement

      2.      Get executive team commitment

      3.      Identify and define the scope; map requirements to objectives

      4.      Establish methodology, realistic resources, and timeline

      5.      Identify, designate, and support key personnel

      6.      Prepare your data

      7.      Create a training plan

      8.      Conduct pilots to work out the kinks

      9.      Take steps to ensure things as expected (establish a method to resolve conflict and issues)

     10.  Measure results

      Get executive team commitment

A strong executive presence and active leadership are critical to the success of your ERP project.  Your ERP project will touch every facet of an organization and must be a top-down initiative guided by the project goals and objectives. Defined critical success factors, a well-defined scope, and a hierarchy of escalation to help control the projects hazards and issues. It is imperative that the company’s executive team display an active communication role, so users understand the goals and objectives of the project and know that the leadership is the driver (e.g., streamline processes, cut costs, inventory, get rid of disparate systems, increase profitability) and how the goals relate to corporate strategy.

We recommend our clients form a steering committee of executive team staff who sign up for the following roles and commitments:
     
     ·         Ensure the project objectives are reasonable to meet the overall goals
     ·         Ensure the project is staffed, funded, and has appropriate leadership
     ·         Provide overall strategic direction aligning to organizational goals
     ·         Resolve any escalated issues and monitor external impacts to the project
     ·         Approve scope changes and additional funding requests
     ·         Sign off on key milestones

In a future post, we’ll describe the roles and commitments of key project team members. The executive team and project team must together be the champions of change and continually reinforce the value that the project will bring to the organization.

Top 10 Key Elements to a Successful ERP System Deployment-Key Element #1

AIT’s Professional Services Group is responsible for managing the implementation of an ERP deployment, making sure the project is properly resourced and executed. Our role with clients really starts during the sales process where we gather information about the company, its requirements, and the unique problems it is trying to solve. We get an idea of the personality and culture of the company. That gives us a great head start to hit the ground running after a contract is signed. AIT has developed a list of the top 10 keys to successful ERP deployment.

Top 10 Key Elements to a Successful ERP System Deployment

      1.      Develop a project mission statement

      2.      Get executive team commitment

      3.      Identify and define the scope; map requirements to objectives

      4.      Establish methodology, realistic resources, and timeline

      5.      Identify, designate, and support key personnel

      6.      Prepare your data

      7.      Create a training plan

      8.      Conduct pilots to work out the kinks

      9.      Take steps to ensure things as expected (establish a method to resolve conflict and issues)

     10.  Measure results

Develop a project mission statement

When starting a project, we encourage clients to develop a project mission statement for everyone to live by. Embracing and embodying the mission statement throughout the implementation and carrying on after helps to ensure that the company remain committed to the success of the project and realize the long-term objectives of the initiative. We recommend posting the statement prominently around your company. Refer back to it throughout the life of the project.

Here are a few examples from some of our clients that helped guide them and set the tone for the entire implementation:

“Our mission is to create a successful implementation by ensuring that we transfer accurate data, train a skilled workforce, and design a system that is efficient and based upon ease of use. We will work effectively to complete all steps in a timely manner adhering to our timelines and milestones.”

“Our mission is to leverage enterprise resource planning (ERP) technology to gain operational efficiencies and seamless integration across all business functions and processes.”

“Our shared corporate goal is to enable and empower departments to manage their resources more effectively by streamlining workflow and removing obstacles.”

Your mission statement doesn’t have to be incredibly lofty. In fact, the more straightforward and realistic it is, the more easily your employees will adopt it. 

10 Tips for Successfully Selecting an ERP System - Tip #9

Ready to go!

Whatever process you have taken, you have finally arrived at the point where your company is going to start the journey of selecting and implementing a new enterprise resource planning (ERP) application.  You have strong executive leadership and buy-in, now what? There’s a common phrase that states, “you only get out what you put into it”. Simply put, how well or poorly you plan a project or initiative will largely pre-determine the outcome. Now, you are venturing into the ERP application space. To select the best, most appropriate application and vendor, there are key points that are common, if not universal, to companies that have been successful with their ERP projects.

In this ongoing series, we’ll share best practices garnered from decades of working with customers whose ERP implementation success was pre-determined by their planning and execution thereof. 

1.     Ensure the Project is Properly Staffed and Budgeted

2.     Establish an Executive Sponsored Project Team

3.     Make a Requirements List but Focus on the High-Level Differentiators

4.     Plan for What You Need Today and Tomorrow. Or as Wayne Gretzky said: “I skate to                      where the puck is going to be, not where it has been.”

5.     Be Open with Your Vendors

6.     Don’t Be Afraid to Ask for Help 

7.     Limit Your Short List and Schedule Demos Fairly Close Together

8.     Focus on Value vs. Bells and Whistles

9.     Focus on The Implementation Partner during your Selection Process 

10.   Fully Utilize References to Aid in your Selection Process

Focus on The Implementation Partner during your Selection Process 

Most ERP applications will cover 70-80% of your business requirements. Satisfying the last 20-30% can make or break a project. Accomplishing this takes experience, creativity and a deep understanding of the inner workings of your operation. Establishing a team that includes the implementation partner is critical from the outset of the project and is best when it stretches back into your selection process. Don’t just focus on the features and functionality of the software when making your decision. In weighing and valuing options, consider the strengths and fit of the implementation partner as it impacts the overall project. Cloudsuite Industrial (SyteLine) software is built to be personalized and customized as well as or better than any other ERP solution in the industry. Select an implementation partner that will personalize your software to optimally fit your operation.

10 Tips for Successfully Selecting an ERP System - Tip #8

Ready to go!

Whatever process you have taken, you have finally arrived at the point where your company is going to start the journey of selecting and implementing a new enterprise resource planning (ERP) application.  You have strong executive leadership and buy-in, now what? There’s a common phrase that states, “you only get out what you put into it”. Simply put, how well or poorly you plan a project or initiative will largely pre-determine the outcome. Now, you are venturing into the ERP application space. To select the best, most appropriate application and vendor, there are key points that are common, if not universal, to companies that have been successful with their ERP projects.

In this ongoing series, we’ll share best practices garnered from decades of working with customers whose ERP implementation success was pre-determined by their planning and execution thereof. 

1.     Ensure the Project is Properly Staffed and Budgeted

2.     Establish an Executive Sponsored Project Team

3.     Make a Requirements List but Focus on the High-Level Differentiators

4.     Plan for What You Need Today and Tomorrow. Or as Wayne Gretzky said: “I skate to                      where the puck is going to be, not where it has been.”

5.     Be Open with Your Vendors

6.     Don’t Be Afraid to Ask for Help 

7.     Limit Your Short List and Schedule Demos Fairly Close Together

8.     Focus on Value vs. Bells and Whistles

9.     Focus on The Implementation Partner during your Selection Process 

10.   Fully Utilize References to Aid in your Selection Process

Focus on Value vs. Bells and Whistles 

     Your entire ERP project should be geared toward value and return. Not just the bells and whistles. Sure, it’s slick that you can change the color of your dashboard, but what’s the value and return on investment to the company, the department, the user?

     We often walk into a company that has been mesmerized by the flashing lights, song, and dance presented by our competition. Isn’t this a beautiful report? Look at this wonderful dashboard! Only to find out, that the underlying data and disciplines required to provide that report or dashboard, are not available in the technology or require more effort to maintain than what the company’s resources can sustain.

      Both you and your partner should be focused on the total value that an ERP solution provides to your organization at all levels and applications rather than simply just on this bell or that whistle.  You’re making this important decision to invest in your company’s future, so prioritizing value is essential.