When considering a new ERP system, it’s easy to get caught up on the technology itself. However, it’s important not to overlook how the system will be utilized within your organization.
Despite the importance of technical compatibility and capability, focusing solely on these factors can detract from the wider people and process elements that drive business success.
To simplify this, it’s crucial to carefully consider end-user training at an early stage for three main reasons.
- If no one knows how to use the new ERP system, it will be a failure regardless of its flawless performance.
- Planning and developing role-specific training materials and courses can take longer than expected.
- Poorly trained users can develop bad habits that can be challenging to change, ultimately impacting the project ROI in the long term.
End-user training is vital as it connects technology to real-world outcomes, and it should be considered from the start. In this article, we will explore the fundamentals of ERP user training and why it’s crucial to consider it early in the system implementation process. We’ll also provide tips on achieving positive training outcomes.
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It’s worth noting that for smaller projects, the window for developing and delivering effective training programs will be much shorter than for larger projects. The ideal time for planning and training to begin will vary depending on the project. It’s also essential to recognize that training programs must be bespoke and tailored to the organization’s specific system build, users, and business processes. Underestimating this can cause disruption and uncertainty later in the implementation.
ERP training plan stages
A training plan typically consists of several stages. It’s important to wait until after User Acceptance Testing (UAT) to develop and deliver training, as system errors may surface during this phase, requiring amendments to any training materials created prior to UAT. The planning for the training phase of a project should ideally start around six months before the go-live date, with the development of training materials beginning approximately 3-4 months before go-live or towards the end of UAT. Training should then ideally be delivered within a three week window before go-live, ensuring users remember what they’ve learned.
However, the actual timeline for training can vary significantly depending on a range of variables, including the size of the organization, number of locations, number of languages, complexity of the ERP system, go-live approach and any additional ISVs being implemented. For example, larger organizations may find it more challenging to align corporate strategy with departmental needs and communicate changes effectively, while multiple locations can make it difficult to schedule classroom or train-the-trainer activities. The presence of multiple languages may also complicate communication and require more time-consuming training. A complex ERP system or the addition of ISVs may also necessitate more robust and extensive training, requiring additional planning time and resources.
The benefits of planning ERP training early
Planning end-user training early has numerous benefits, including allowing ample time to determine the most suitable training model for the organization and ensuring users are prepared for the system’s changes when they occur.
Discovering the right training model
Identifying the right training model is critical, and early planning ensures you can make the best choice. Combining an internal cascade approach with professional support can mitigate risks associated with either strategy, resulting in high-quality outcomes from the outset. It’s recommended to leverage both internal and external resources to train staff effectively. Planning early allows enough time to obtain professional support if necessary and identify ‘super users’ who can provide ongoing training resources.
Developing the appropriate materials
Developing effective training material is a time-consuming process, but planning early helps create tailored materials that align with your specific operations and use cases. It’s essential to consider learning styles, identify your audience, and define roles to ensure a successful training program.
Getting training right
A successful ERP implementation hinges on how quickly users can adapt to the new system. Even the best technically configured system won’t succeed if people are unable or unwilling to use it. By planning early and getting the training right, you can ensure a smooth transition to the new system and achieve the desired outcomes for the business.
How to optimize your training program
To optimize your training program, it’s important to thoroughly assess the organization’s requirements and training needs, and then deliver the program in the most effective and cost-efficient manner. Here are some steps to help you achieve this:
Step 1: Establish clear goals
Setting clear goals is the most critical step in developing your training program. It’s important to gain stakeholder buy-in and ensure everyone is aligned on the program’s objectives. The creation of a custom ERP training plan is likely to support this phase, identifying the who, what, why, when for each individual user group.
Step 2: Choose a training model
Although using internal resources for training is beneficial, it can also be limiting. Consider engaging third-party training partners to supplement your resources and provide expertise in areas where you lack internal capabilities.
Step 3: Create a plan for developing the training material
Your training material should be developed after user acceptance testing (UAT) but before go-live. Make sure to give yourself enough time to create high-quality, tailored materials.
Step 4: Start early with UAT
UAT is a crucial opportunity to fine-tune the system and identify potential super users who can become trainers later on.
Step 5: Pilot your training program
Running a pilot program with real users in real scenarios is a great way to identify what’s working and what needs improvement. Be sure to collect feedback and incorporate lessons learned into your program.
Step 6: Rollout to a broader user base
This is the time to build excitement and awareness of the ERP rollout. Ensure you have sufficient resources and contingency plans for training delivery that may need to be postponed or rescheduled.
Step 7: Continuously improve
Training is an ongoing process. Collect feedback and assess how well the training content is being applied in the new environment. Use this information to improve future training programs.
How can Onboard ERP help?
Effective training is crucial for the success of any ERP system implementation. Partnering with a professional training provider can ensure that your organization has the necessary skills and knowledge to achieve the desired outcome.
Onboard ERP provides flexible and high-quality training solutions for any ERP system, including SAP S/4HANA, Microsoft Dynamics 365, Oracle Fusion Cloud ERP, IFS Cloud ERP and more, which are tailored to your organization’s specific needs and requirements. With over 25 years of experience, we have successfully delivered training for more than 800 ERP projects across the globe.
If you need assistance with any aspect of your training program, please don’t hesitate to contact us. We are here to help and look forward to hearing from you.
