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Whether you are making the transition from one ERP to another, or integrating ERP for the first time, implementing an IT system remains a complex process. Systems such as Soft1 ERP and Dynamics 365 Business Central offer all the necessary capabilities to digitize your processes and manage your business in a comprehensive way, but they alone do not ensure success in the new digital way of doing business. There are certain steps you should implement in collaboration with your partner company to increase your chances of effectively integrating the software into your business processes.
7 best practices for effective ERP implementation
1) Evaluation of the current situation
Starting with the installation of an ERP, it is necessary to assess the conditions that prevail in the company today. What are the operations that take up the largest part of the staff’s day? What are the most time-consuming processes and which ones are financially burdening the company? Consider whether there are any problems in communication and information flow within the business.
At this stage the role of staff at all levels – from frontline employees to managers – is crucial. Talk to everyone and ask them:
a) what works well and what doesn’t?
b) what is the biggest problem they face?
c) what they have to propose
These questions will help you to better understand exactly what to focus on in the initial integration of the computer system, and to set appropriate goals. At the same time, including employees in the analysis and planning stage will help turn them into advocates for change and strive for a successful outcome of the project.
2) Setting objectives
It is important to know exactly what you want to achieve with the implementation of the ERP system. Is the goal to reduce production errors by 80%? To reduce waste by 15%? Or is it to process your documents 80% faster? You can set various goals that have to do either with improving certain processes or with achieving specific results. But they must be specific, realistic and set in a clear time frame.
3) Implementation managers
The next step is to assign one or more people responsible for the implementation, depending on the size of the installation. These individuals will have a “project management” role to ensure the effective implementation of the ERP and the smooth operation of the business during the transition phase.
4) Data retention
The preservation and protection of company data is a key issue in the installation of a new ERP. Whether this data is stored in another ERP or in another tool, its importance is crucial for the smooth operation of the company.
The company must take measures to protect its sensitive data, and to deal with possible cyber-attacks and data leaks or destruction. ERPs such as Soft1 and Dynamics are hosted on Microsoft’s Azure cloud, ensuring data security and GDPR-compliant operation.
Choosing an ERP partner with years of experience is crucial to keeping data safe during this transition.
5) Preparing for change
Integrating an ERP is a major change for any business. Processes are differentiated and employees have to accept and get used to the new way of working. Often, changes of this magnitude face resistance from staff, who find it difficult to leave behind the way they have been used to working for years. This is where the project managers need to pay attention. Help staff to understand the reasons for the change and the impact it will have, and train them properly in the use of the software and the new way of working.
6) Gradual integration
From our years of experience in ERP installations, we have observed how gradual software integration tends to have the best results. Potential errors are quickly identified before they spread to different departments and processes. At the same time, it keeps staff happy and willing to adapt to the new software, since you’re not suddenly imposing a completely different way of operating. Finally, your business benefits immediately through gradual user training and simple, effective implementations.
7) Continuous testing
Before completing the installation and the global implementation of the system, it is necessary to conduct several tests simulating real operating scenarios. In this way, the company can identify potential errors and problems without affecting the smooth operation of the system.
Bonus tip: Determining factor for success
In this process, you need an experienced ERP partner by your side. They will be able to advise you appropriately at every stage of the process, so that you can avoid mistakes in planning and execution and get the most out of your ERP. Verus+, with hundreds of successful ERP installations, is the right partner to effectively implement the software into your processes.
