List of 8 steps to prepare before implementing ERP software

Kick-off ERP software implementation project

"Kick off" is a term used to refer to the initiation and communication to start implementing an important project to the entire organization and especially the key stakeholders in the organization in implementing that project. The Kick-off shows the importance of the project and presents the plan as well as the difficulties and challenges that the project will encounter during the implementation process. This helps information to be transmitted throughout and shared with the group to have support from the group to complete the project in the best way in the fastest time possible while still ensuring the quality of project implementation. Here are 8 main steps to prepare before "Kick-off" an ERP software implementation project.

01

Establish an ERP implementation team

The organization of the ERP project implementation team needs the best people and understands the entire operating process as well as the difficulties that need to be solved that the ERP system is expected to support management, this ensures that the ERP system can accumulate the knowledge that the best people bring to the system. Build the organizational structure, responsibilities, and authority of the ERP project implementation team to ensure that the project is implemented effectively according to the plan committed to the management board.

02

Building a charter for ERP software implementation project

Build an organizational structure and charter for the ERP software project implementation team to determine the responsibilities of each person in the team, who will report to, what will be done and what tasks will be managed... This way, the work will not overlap and distort the implementation goals of the project. The main personnel in the implementation team include: project sponsor, project manager, core members (BA, Developer, Key user).

03

ERP software implementation cost estimate

The total investment cost for an ERP software project includes: 1-System copyright, 2-Server, 3-Implementation consulting, 4-Implementation labor (salary, bonus for personnel who have to do extra work to implement ERP during the implementation phase), 5-Equipment needed to purchase to serve the project such as network, computers, coding equipment, printers, stamps, labels,... 6-Annual maintenance.

04

ERP software implementation project implementation plan

The plan is implemented by the consulting team from the ERP solution provider, including basic and necessary activities for the system to start operating, including: Current processes, future processes (processes that will be applied on the ERP system), GAP analysis, standards and Masterdata construction, standardization and data conversion into the system, acceptance testing, guidance-training-transfer, and operational support.

05

Building test scenarios (Case-Study)

Provide test scenarios from the beginning of the business object to the end of that business object and the situations that occur in reality that the business is facing. This ensures that the scenario will be full of possible cases related to production and business activities so that when the ERP system goes into operation, it will not stop due to lack of management information. This makes rebuilding the system very time-consuming and must be done from scratch, leading to delays and many related costs.

06

Project management and control

It is really necessary and very important to have someone to control the project implementation progress and whether it is within the scope of implementation, arising issues, assessing risks and dangers, and at the same time being a bridge for the whole team to solve problems, report to the sponsoring leaders of the enterprise to ask for opinions and agree on goals, and promote the project in the right direction.

07

Criteria for evaluating the quality of ERP software project implementation

To know if the project really meets the requirements and objectives, it is very important to evaluate the quality of implementation. Consider the key points in the implementation plan, the results to be achieved at each stage and evaluate the implementation completed at each milestone to help you control the project with certainty so that you do not have to worry about whether the project is successful or not.

08

How to define a successful project

Some businesses consider an ERP software project successful when their staff no longer uses EXCEL spreadsheets to report and compile data. Or perhaps the analysis and management reports that the company's leadership wants to be displayed immediately by the system are a successful ERP project. When there are clear goals, the implementation of the ERP project will be under control and the value of the investment that the business spends can be assessed to see if it is commensurate with the results achieved.

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Overall ERP management system for businesses