5 Important Roles for a Successful ERP Implementation

5 Important Roles for a Successful ERP Implementation

Are you struggling with putting in place a new enterprise resource planning (ERP) system? You’re not alone! We’ve been inundated with queries on how to ensure the success of an ERP implementation.

The truth is that since cloud ERP was introduced in the 1990s, best practices and tactics for implementing ERP have changed. As industries develop, it’s essential to adapt and improve your process in order to accomplish an effective go-live. 

When thinking about introducing ERP into your company, begin by assembling your ERP project team- a group of artists that perform in perfect unison or break out into cacophony. And yes, it all depends on how well they are coordinated!

Empower your Project Team to function diligently and cooperatively to achieve the intended goals by grasping details about the necessity of ERP and how it will benefit your organization!

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Aspects of Effective ERP Implementation

Certain aspects make up a successful ERP implementation, such as the following:

Define the Business Processes

It is fundamental for a fruitful ERP implementation that companies properly establish their procedures. Businesses often pick an ERP system without completely comprehending how their operations work.

You must use appropriate change management techniques and methods to ensure that your organization is ready for operational modifications and the implementation of the new system. These will have the greatest impact on your organization.

Also, before choosing an ERP system, take the time to plan out your company’s operations to make sure the platform will work well for your organization. This will save time and money and guarantee a successful ERP implementation.

Alt text: Aspects of ERP implementation

Source: Freepik

Well-designed Budget

An organization must create a reasonable budget in order for the implementation of an ERP to be effective. A study was conducted in which an impressive 85% of the organizations said that they estimated an ROI timetable, and 82% of the organizations did achieve it. Your budget may cover a range of expenses related to the implementation of ERP, including personnel, software, and hardware. 

To ensure that your ERP plan doesn’t get hindered by a lack of resources, you can factor these costs in and budget appropriately. It is imperative to maintain a record of expenses. It is essential that you consider the expenses associated with post-installation. A well-thought-out budget can help a business make sure a project gets finished.

Project Scope

It is possible that your ERP system won’t be equipped to accommodate every known need for your business initially. While the project strategy specifies the broad extent of your ERP deployment, the project scope can help an organization limit its emphasis. The parameters of your project, including any intended follow-up iterations, should be precisely stated. 

While the project strategy provides a general overview of your ERP deployment, the project scope can help an organization concentrate its efforts. Effective ERP implementations may also include this element, which can offset some of the costs that were not originally budgeted for in the initial project plan. 

Implementation Team

Full-time employees, including a capable project manager and those who represent the key business and IT domains, should make up the core project team. In the case that a consulting integrator has been hired, the project’s core team and the consultants need to collaborate well.

Additionally, choose a group of people from across various business and IT departments who can offer particular expertise when needed to make key project-focused choices. To facilitate communication, the primary project team should make an effort to be in a commonplace. 

Determine the subject matter experts (SMEs) in relevant areas inside the company to contact. Putting together a strong team with clear roles from the outset will make the implementation more successful.

Project Management Tools

While the application you choose for ERP adoption is essential, you may additionally profit from additional project management tools. You can think about using tools that will help you share papers, assign tasks to certain individuals, and create calendars. If a business has the resources, they should purchase these products to guarantee sufficient capabilities, but it’s also worthwhile to look for free alternatives.

ERP Implementation Training Experts

Employees must receive in-depth training while implementing ERP systems in order to accustom them to the newly installed software that will be used throughout the organization. However, employing these training consultants is going to cost you a little bit. The money will be a worthwhile investment to guarantee the effectiveness of your ERP implementation. Training may cost between 10 and 20 percent of the total ERP implementation budget.

Data Cleaning 

Data cleansing is an important yet commonly underestimated stage in effective ERP installation. Without taking the standard of the data into account, organizations often concentrate on the data they currently have. They might thereby obtain improper or inadequate data, which could later cause mistakes and inefficiencies.

Companies need to begin by evaluating the caliber of their data. Following that, they had to devise a strategy for filtering their data, which could involve recruiting third-party experts who could help with the procedure. After the data has been cleaned up, businesses can set up their ERP system with assurance, knowing that the data they are using is correct and trustworthy.

Attainable Time Schedule 

When you eventually decide to put an ERP system into place, you have a lot of standards. You might think that it would address every organizational issue you have, achieve an instant return on investment, and more. One source of unreasonable expectations is that numerous organizations are focused mostly on the technical details of execution.

Every part of the implementation should be divided into steps, each with a specific amount of time allocated. These stages also involve budgeting time for any potential or unanticipated complications, as well as the additional time required to resolve them. 

5 Roles for a Successful ERP Implementation

The ERP implementation is composed of five essential ERP implementation team members. Review ERP implementation roles and responsibilities below:

1. Project Owner

Every ERP project team structure has a C-level business executive responsible for advanced ERP tasks. In larger organizations, a board of executives could take on this position in comparison to a single person. The project owner will ultimately decide whether to purchase and use a new solution. 

Although they might not participate in the main implementation, they are in charge of ensuring that the ERP supplier and the implementation team are both fulfilling their responsibilities. In the end, the project owner will also be in charge of risk reduction, unforeseen problem-solving, and change management.

2. Project Manager

This implementation partner is in charge of supervising the execution and general planning of the ERP demonstrations. Project managers work together with the project owner to determine which key team members within the company will come up with the specifications and objectives for an ERP solution, as well as a financial plan. The project manager is responsible for selecting different ERP providers whose systems best fit the organization’s objectives. 

The project manager is responsible for coordinating the in-house implementation team with the implementation experts and updating the project plan as needed. Throughout every step, the project manager will communicate with the project owner on the progress of the implementation process.

3. Super Users / SMEs (Subject Matter Experts)

Super-users are departmental employees who promote the organization’s implementation project to the wider workforce whilst supporting the project from their specific departmental requirements. Their effective communication and leadership abilities will be essential in expressing problems and helping others comprehend the new technology. When the platform goes live, they usually respond to non-technical concerns from other users and promote implementation within their division.

The more skilled a super user is, the more economically self-sufficient your organization will be after your new ERP system is up and running, as they’ll be able to support the system day-to-day. This is likely the most significant staff member in the long-lasting achievement of your ERP solution.

4. Training Consultants

The success of your ERP implementation will ultimately come down to your end users being able to utilize the new application in a consistent and competent manner. From an end-user point of view, this starts with the development and delivery of a customized ERP training program to support the project.

Whereas some of your workforce will be soft-touch ERP users, perhaps only utilizing the system to input expenses or submit a timesheet, others will utilize the system all day, every day. The latter of these will require structured and professional classroom training to support them both prior to and potentially after, go-live. They’ll also require access to business-specific ERP training materials to support them back at the desk.

The secondment of HR or training staff can sometimes support the need for training consultants, but they’re unlikely to have ERP experience. Therefore partnering with an experienced ERP training consultancy such as Onboard can help alleviate the pressure of the training phase, allowing the core project team to focus on the technical aspects of the project.

5. Report Writers

Current reports that are supplied with the newly chosen ERP software will have to be modified. You may also use third-party report-writing software to produce totally customized reports. You can have your ERP provider alter and compose your reports for you. 

Many businesses prefer such skilled employees internally. An internal report writer who is familiar with your business processes, database table layout, and reporting tools is a great asset. Even when users become more familiar with the system and work to expand and enhance its initial functionality, reporting requirements will continue long after the system’s “go-live” day. 

Summary Chart: ERP Implementation Roles and Responsibilities

Role Responsibilities Key Contributions
Project Owner Decide on a new solution, oversee advanced ERP tasks, and manage risk and change. Strategic decision-making, risk mitigation, and change facilitation.
Project Manager Supervises ERP execution, collaborates on objectives, and selects providers. Efficient management, strategic selection, and continuous updates.
Super Users/SMEs Promote ERP, support from departments, and effective communication. Long-term success through support and economic self-sufficiency.
Training Consultants Develop and deliver customized training and alleviate core team pressure. Ensure consistent use and professional training support.
Report Writers Modify reports, use third-party tools, and partner for alterations. Provide customized solutions, and meet ongoing reporting needs.

How do you Build the Ideal ERP Implementation Team?

Just building an ERP implementation team would not lead you to an effective ERP implementation. There are certain factors to consider to have the perfect team for the ERP implementation in your organization. 

A Good Leader

To successfully complete an ERP project on schedule and within budget, an insightful and committed project leader and an efficient team are needed. The team leader is expected to come representing the business’s operations department. They should be the individual whom the majority of employees look up to whenever they have a query or an issue. They should be someone who understands the company’s core operations, internal dynamics, and the way things function in your organization.

Well-Structured Team

The composition of your ERP project team members must serve as an extension of your organization. Each of the primary functional departments must be included on the ERP implementation project team. The team should include people from departments such as engineering, marketing and client service, acquisition, accounting and financial management, IT, HR, and others, based on the way your organization is organized and the scope of your system’s spread. 

Implementation Planning 

Early planning is necessary from the moment the idea is initially proposed or recognized. New details will be added to the project plan on a regular basis. It needs to be “locked in” at the beginning of every stage. Changes made in the middle of the process should be prevented if at all feasible, even though more adjustments might be required after that. Thoughtful suggestions will probably come to you as you go; even seemingly insignificant adjustments have the power to delay or harm your effort.

Performance Metrics

A successful implementation that is finished on schedule and under budget is, of course, the most accurate indicator of a project team’s performance. The project plan consists of multiple interrelated tasks arranged in chronological order, with resources allotted to each work. 

When a task is finished, it becomes a milestone. Weekly reports from each of the task managers are required so that the project team, across all tasks, may determine what needs to be done in terms of corrective measures or resource reallocation to keep projects on schedule. These reports should include time and resource usage along with any roadblocks, disputes, or challenges that need to be handled.

Perfect ERP Implementation Team for Your Organization

An enterprise resource planning (ERP) system can replace a lot of spreadsheet- or paper-based operations since it offers a single database that all employees and a uniform array of business-related tools use. It is usual for the implementation to take a number of months. However, big organizations often take much longer before they go online. Planning or implementation errors, such as inadequately defined objectives or requirements, might cause additional delays.

Building an effective ERP implementation team is important to preventing an ERP deployment from stretching on or possibly failing. Additionally, having an ideal training team for your employees, such as Onboard, can enhance the chances of an effective ERP implementation. Contact us for further details. 

FAQs on Important Roles for a Successful ERP Implementation

Q1. What is the main role of ERP?

ERP refers to a kind of software that businesses use to handle everyday business tasks that include finances, acquisition, project management, risk prevention and regulation, and supply chain management.

Q2. What is the most important step of ERP?

Testing is an essential step in the ERP implementation procedure as it will provide you with a comprehensive understanding of the system’s functionality and help in a seamless transition. It is important to do thorough systems and client acceptance tests prior to going live.

Q3. What is ERP implementation methodology?

ERP implementation methodology is the process by which the business identifies a specific path for installing an ERP and expresses its strategic judgments on how to carry out the implementation. A company that sets the direction and provides management for the ERP system’s implementation is said to be using a company-driven implementation strategy.

Q4. What is gap analysis in ERP?

The process of evaluating your current situation and figuring out what has to be done to get to your future condition is called a gap analysis. This entails closely examining the software that you are now using or intend to use in an ERP implementation.

Q5. What are the two modules of SAP?

The SAP ERP system consists of two types of modules: functional and technical. The functional integration of all SAP modules provides the most effective approach for a business.

Q6. Why do most ERP systems fail?

The main causes of unsuccessful ERP implementations are inadequate planning, insufficient financing, unrealistic expectations, and the lack of training and assistance. Because of a few unfortunate ERP implementation missteps, ERP implementations often have a negative name.

Q7. Is ERP suitable for all businesses?

Since ERP solutions are meant to serve businesses of various sizes, the leading vendors have incorporated a high degree of flexibility into their offerings. Because of its adaptability, those using it can customize the system to match their own needs, such as those involving special procedures or distinct metrics.

Q8. Why ERP is Important for your organization?

ERP is crucial for organizations because it integrates various business processes into a unified system, streamlining operations, enhancing efficiency, and facilitating informed decision-making. By centralizing data and automating tasks, ERP improves communication across departments, reduces errors, and provides real-time insights, ultimately driving productivity and competitiveness.

Nicky Cortes
Nicky Cortes
Director of Training and Development

As Director of Training and Development, Nicky's role encompasses Trainer Management and the development of Onboard's strategic training solutions. After 25+ years as a trainer she has a wealth of information at her fingertips. She scopes complex requirements and devises training plans to roll-out ERP end user training. Nicky is able to analyse large organisations and user groups, presenting the information back to clients in a comprehensive and clear manner.

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