“Before anything else, preparation is the key to success.” - Alexander Graham Bell
A successful ERP Software Implementation project requires a lot of preparation before implementation can even begin. Data needs to be cleansed, roles need to be assigned, processes need to be reviewed, and much more. Below are some key items that you can perform to make sure your project goes as smoothly and successfully as possible.
Implementing a new ERP software system provides a great opportunity for you to analyze your current financial and operational processes. You may have some processes that aren’t working as efficiently and need to be modified, or there may be others that need to be implemented. It’s important to take the time to review these processes to ensure that you will get the most out of your
Determine what reports you are using and what reports you require. Most likely there are reports that were created at one point, are continually run, but are no longer needed. They have become part of the report routine.
To safeguard data, sufficient security protocols should be put in place. Assign user access rights and make sure data exposed to internet access is protected. Proper firewalls and testing needs to take place to make sure applications are not exposed to external threats.
All users of the ERP system should be identified by name and job function. Roles should be defined based on your business processes and the jobs that people perform. For example, Tom in accounting would need to be a “user” of Accounts Payables, Receivables, etc., but Susan from Sales may need only to “view” receivables. Role definitions should be defined by what your employees do every day and what they need to get their jobs done. Taking the time to create a matrix by user and function will help expedite the process.
Clean up and verify the integrity of the data you need to bring over. You may want to consider removing old items, items that are no longer manufactured, old customer, and vendor records. You should also address duplicate records. Has a vendor been entered twice because someone couldn’t find it so they entered it again? Fewer records and clean data will ensure a smooth transition at Go-live. Don’t forget about data outside the system that needs to be migrated into the new ERP system i.e. Excel Spreadsheets.
Review your reconciliation process. Will you be able to reconcile in the same manner as before or will you require new procedures with your new system? Determine what accounts should be reconciled and who will be responsible and that they acquire the relevant skills to perform the procedure. Reconciliations need to be performed on a consistent basis in order to ensure that you don’t waste hours correcting imbalances in your system.
Don’t underestimate the importance of a solid IT Infrastructure. On-premise ERP solutions may require virtualization for redundancy and backup and disaster recovery solutions. When considering
Identify the software your company is using outside of the ERP system. Determine which software you want to keep and what you are using it for. This is important to ensure compatibility and integration with the new system.
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