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As an ERP provider to South African businesses for over 20 years, we often get asked ‘What is ERP?’
Enterprise Resource Planning (ERP) software is business software that gives business owners or senior management information and control into all aspects of the running and operations of that business.
What you'll find on this page:
What you'll find on this page:
What is ERP software good for?
What is ERP software good for?
- Integrates ‘silo’ business functions into one system
- Automates a lot of admin back-office functionality
- Allows business owners to allocate resources more efficiently
- Gives powerful reporting insight into a business, from sales, production and staff productivity to profit and overall business growth
- Improves efficiency at every point
- Improves profitability by giving you insight into spoilage and waste
- Combats ‘patchwork’ growth of ad-hoc software additions
- Gives senior management more clarity and control
- Makes your customers happier due to integrated CRM, sales and service functionality
What the client must prepare
What the client must prepare
If your client is prepared, the setup process will go smoothly with minimal disruption.
- Company: Make sure they have all the company contact information, admin documentation, and staff details.
- Customers/suppliers: QuickEasy can import customer and supplier lists from existing estimating or accounting package, if one is being used.
- Cost centres: Divide their company into logical production cost centres. Make sure they know the direct costs of each cost centre, as well as the productive working hours. Assist where needed.
- Materials: Provide material list prices (supplier catalogues) and any discount structures.
- Services: List all the internal and outsourced Services used.
- Templates: QuickEasy will personalise all document templates with full colour headers and footers from client-supplied artwork.
- History: If they are upgrading from another system, QuickEasy can import old quotations and orders and make them available as a searchable report.
Best Practice: ERP Implementation methodology
Best Practice: ERP Implementation methodology
There are many approaches to ERP implementation, and they all follow the same principles. Here is what we have found to be the best strategy for ERP implementation, and successfully adoption within a business.
1. Identify
1. Identify
Clearly define outcomes
Clearly define outcomes
Identify what the client needs the ERP to do. Ask what each key business role needs as an outcome in order for them to consider the ERP to have performed successfully. Hold workshops to clearly understand what is required, and as a way to introduce the ERP's terminology, and functionality based on these.
Project plan
Project plan
Explain the project plan to stakeholders so that they are aware of what is expected of them, of yourselves, and the methodology being used. Set expectations around support needed during the implementation, as some work flows may be interrupted during implementation, and end-users and management should clearly expect, plan for, and understand the benefits of the foreseen disruption.
Identify use cases
Identify use cases
The client is to map out 'test cases' or use cases of each business process, that shows input, process, and desired outcome for each role and function that will be using the ERP. If all of these can be successfully done at the end of the implementation, the implementation is a success. This also serves to protect the provider from scope creep near the end of the project, or unmanaged expectations.
Identify super users
Identify super users
Senior management should select super users for each department who will be trained on the ERP system. They can then clearly explain the benefits and the functions to peers, and guide them how to use the ERP best.
Regular meetings and iterative collaborative workshops
Regular meetings and iterative collaborative workshops
Regular meetings and collaborative workshops between end-users, managers, and stakeholders need to be carried out. Here, progress, glitches, feedback, and training is given to keep the project on track.
2. Analyse
2. Analyse
Configuration document
Configuration document
Document the business processes, outcomes, roles, data migration requirements, reporting, and other functions required by the business. This is what the pilot build will be based on.
Process review and mapping
Process review and mapping
Identify the business processes, and map these out clearly in order to identify what the business processes entail.
System validation
System validation
Ensure the technical requirements for the ERP are sufficiently met.
Proof of concept
Proof of concept
A proof of concept is created to show the client of how the ERP can meet their requirements, based on the use cases, mapped processes, and configuration document.
3. Build
3. Build
Development and customisation
Development and customisation
Based on the configuration document, feedback from workshops, and test cases, the ERP is developed and customised to the unique requirements of the business.
Online documentation
Online documentation
User documentation is created in Google Docs for the client explaining how to carry out their test cases using the ERP.
4. Validate
4. Validate
Vanilla ERP with sample data
Vanilla ERP with sample data
An unmodified 'vanilla' version of the ERP is locally installed, accessing 'sample data', so that super users can become familiar with the interface and work through use cases. This is used to identify how much development needs to be done, as well as for users to start becoming familiar with the software.
Iterative testing
Iterative testing
Regression testing, or working backwards from the desired outcome, takes place in order to ensure the ERP fully streamlines all aspects of the complex operation.
Data migration
Data migration
Master data migration is done prior to go-live, and transactional data is carried out at go-live.
Mini pilot projects
Mini pilot projects
Conduct tests with a pre-release version of the ERP using several of their real-world scenarios, based on point #1. Test if the desired outcome is reached. Review, develop, and test as needed.
Conference room pilot
Conference room pilot
The customised ERP is demonstrated to key stakeholders, and a go-live dry run is done.
Super-user testing
Super-user testing
Super-users test the system against their test cases, reviewing input, process flow, upstream impact, and reporting.
End-user training
End-user training
Super-users train end-users, and are supported by online documentation.
5. Deploy
5. Deploy
Business go-live
Business go-live
The system is introduced to the entire business through systematic go-live, data migration is carried out, and initial support is provided as teething pains settle.
Sign off
Sign off
Each test case is signed off, data migration is signed off, installation project is signed off.
6. Improve
6. Improve
Stabilise and optimise
Stabilise and optimise
The system is fully adopted, feedback is given, and the system is optimised as and where needed. If additional customisation is identified as needed, this will create a new development scope, and can be managed, quoted, and implemented accordingly as above.
Adaption to new roles
Adaption to new roles
ERP implementation can result in changes in process as well as roles. Businesses should give their employees time to adapt, plus provide training before, during, and after implementation, and with every upgrade.
Another infographic of best practice ERP implementation methodology.
Following these steps will ensure greater success and adoption of implementation of the ERP throughout the business.
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