Documente Academic
Documente Profesional
Documente Cultură
10 STEPS TO GUIDE AN
ERP SOFTWARE SELECTION
©Copyright 2018 Panorama Consulting Solutions. All Rights Reserved.
GUIDE TO
ERP SOFTWARE
SELECTION
CONTENT
ASSESS YOUR BUSINESS - WHY YOU NEED AN ERP SYSTEM. 2
1
START HERE
Start by sitting down and determining exactly why your business
needs an ERP system. This is especially important if you already
have an ERP system in place and are interested in making a
change. You will be looking for key gaps or challenges that a new
ERP system will help solve. Some of the most common reasons for
implementing an ERP system usually include:
CHOOSE A
2 SELECTION TEAM
THREE THINGS TO REMEMBER
The optimal selection team will include at least one member from
every department. Be sure to include human resources, IT, finance and
procurement, as well as any other pertinent departments. When selecting
your team, there are three important things to remember.
Select a person based on their level Choose people who are not afraid Team members will need to be
of competence and not necessarily to express their thoughts. Your more than vocal about ideas.
their job title. While it may seem selection team will have some Equally important is the ability
like common sense to choose decision making power. You will to listen and understand the
senior employees in management want people who aren’t afraid to ideas of other team members.
positions, this can backfire. There step outside of their comfort zone Opt for employees with excellent
are two primary reasons for this. and express their ideas, even if communication and listening
One, people in these positions tend they are not popular. There is skills. When it comes to this type of
to be busy, which could make the a simple reason for this. Ideally project, you will want everyone to be
selection process take much longer your team will have a clear picture on the same page for the duration.
than it should. Two, selecting non- of how using an ERP system can As a result, every member should
management employees with an improve processes, but they will have the ability to communicate
understanding of the process can need to have the courage to stand their thoughts effectively, as well
provide motivation, which may be up and make their ideas known. as listen attentively to what others
particularly beneficial during the have to say.
implementation process.
If you and your team members are not 100% familiar with ERP systems, you
will benefit from hiring an independent ERP consultant to help you through
the process. They can provide in-depth guidance as your team works through
the following steps. Their assistance during the RFI, RFP, RFQ stages can be
invaluable. They are also a great asset when your team is evaluating vendors
based on their functionality, limitations, and strengths.
3
EVALUATE
YOUR
BUSINESS
REQUIREMENTS AND
POTENTIAL RESOURCE CONSTRAINTS
It is highly advised that you allow each member time to brainstorm this idea
on their own for at least 24 to 72 hours. The focus should be on what the ERP
system needs to help their specific department achieve – now, as well as in
the foreseeable future. Be sure to allow them time to talk with others in their
department who may point out issues the team member hasn’t addressed.
Once everyone has had time to brainstorm and consult with their
department, regroup to discuss each individual list. The team will evaluate
each department’s needs to determine which ones are most important.
While the final list will depend on your company’s specific needs, you should
be sure that:
• The requirements are a fair representation of each department’s needs
• The requirements have been prioritized
1. After you have finalized your list, look back over it to determine if there are
any time constraints or resources that may present an issue. For example,
Will the employees involved in the initial implementation have adequate
training time, as well as enough support with their daily duties?
2. If you already have an ERP system, when will the current contract be up for
review?
3. Is there a specific date that you need to go live by?
SYSTEM REQUIREMENTS
This is also a good time to address your core network and hardware choices.
Create a list that your team can check off when they begin to search for
potential ERP system vendors.
4
ESTABLISH
YOUR SPECIFIC
VENDOR SELECTION CRITERIA
To help you establish your vendor criteria, here is a short list of the most
popular factors other businesses used when selecting a new ERP system.
This list was created based on a survey by Deloitte and Touche. The factors
included:
4 5 6
Ability to fit scope Level of support Potential for
of business provided growth
7 8 9
Ability to work Vendor’s
Functionality with existing performance track
hardware record
10 11
Quality of
Keeping score
documentation
While there are several ways you can score vendors, one way involves
assigning a weight or rank (1, 2, 3 or low, medium, high) to each requirement.
After your team has developed a list of potential vendors, they can go back to
this list and score them accordingly.
5 IDENTIFY COMPATIBLE
VENDORS
TIERS
By now, your list of prospects should be much shorter, which means it is time
to start evaluating all of the small stuff. It is a good idea to look for a vendor
that shares your core objectives and values. A vendor needs to support your
business’s core mission. After all, you want this to be a long-term relationship.
It is critical they provide ongoing support to avoid repeating this entire process
again in the near future.
6
FULLY VET
COMPATIBLE VENDORS TO CREATE A
MANAGEABLE SHORTLIST
Whether the entire selection team or bit of research, it is the best and most
only certain members take part in vetting effective way to narrow down your list to
your list of possibilities is up to you. Even the absolute best options.
though thorough vetting each of your
compatible vendors will take time and a
Look at how long they have been in the industry and whether or not they have
undergone any organizational changes in the last few years.
What is the future direction of the vendor, specifically are they likely to continue
offering the same platform
Don’t forget to obtain a complete price for everything. (The price you are
quoted may not necessarily include all the services you will need.) This
includes ERP software pricing and hardware purchases, as well as user
licensing fees. Determine if implementation service fees are included and if
not, how much this will cost. Also, find out about any maintenance fees and
any other ongoing support costs.
To evaluate functionality and ease of use, return to the reviews left by the
vendor’s current and past clients. Of course, the vendor believes the system
is highly functional and easy to use, but do their clients feel the same way?
After fully vetting potential vendors, your team should have a manageable
shortlist to move forward with. If the list is still long, you may want to go
back and reevaluate. After all, the longer your shortlist, the more work and
time it is going to take before you finally select an ERP system and begin the
implementation process.
7
OPEN THE LINES
OF COMMUNICATION WITH POTENTIAL VENDORS
Although your team may have already contacted some vendors for
pricing information, it is now time to delve into the details. At this point
vendors will likely begin by asking a variety of questions to gain a full
understanding of what your business’s ERP system requirements are.
This is done to ensure they will be able to meet your requirements and
not waste valuable time.
Be aware that the initial conversations you have with a potential vendor
tend to be lengthy. Therefore, your first call may simply be to set up a
time for an initial phone consultation. Ask to schedule the call as soon
as possible. If a vendor is not able to give you a date within a reasonable
time period, it is probably in your best interest to cross them off your list
and move on. Either they are very busy or they are not that interested in
working with you. In either case, you are sure to feel the negative effects.
MORE QUESTIONS
TO ASK VENDORS
11. How will your ERP system effectively support our business in the future?
Discuss the flexibility and scalability of the ERP system software.
12. How often are upgrades and releases performed? What support do you offer
during this time?
13. In general, what kind of support do your offer?
14. If adjustments are needed after implementation, what would be required?
15. How adaptable to growth and regulatory changes is your ERP system?
16. What type of influence, if any, do your clients have over your future product
developments/ direction?
Your selection team may be a bit overwhelmed by all the information they
have in front of them. If you have hired an independent ERP consultant, they
will definitely be instrumental in helping you to shorten your list of potential
vendors. If you have not hired a consultant, you can still do so.
8
EVALUATE
YOUR POTENTIAL VENDORS
It is time for the selection team to carefully go through all the information
they have gathered and compare it to the list of vendor criteria created in
Step 4. They may choose to simply look at the information as a whole or if
they have assigned weights/ ranks to each requirement, they may want to
use this. This evaluation period will take time and it shouldn’t be rushed.
Remember, an ERP system is a huge investment and you want your selection
team to make the right choice for your business.
Once they have determined their list of frontrunners, it is time to send out
a Request for Proposal (RFP). It’s impossible to put an exact number of how
many vendors should be on your list of frontrunners. However, keep in mind,
that the longer the list, the more time it will take to work through them.
A brief, direct RFP should be sent out to your list of frontrunners. It should
identify your business’s most important requirements, short/long-term
business goals and provide information about your business process. The
vendors can then create a presentation/demonstration for an ERP that meets
your needs. Request that the RFP be returned in a timely manner, but also be
sure to allow them enough time to create a presentation.
In addition to your RFP, you may want to go ahead and submit a Request for
Quote (RFQ). When responding to this request, each vendor will specify all
of their financial conditions, including initial licensing costs, implementation
costs, annual maintenance costs, payment terms, etc.
Refuse to follow your “demo scripts,” Hesitant to work with your team and
which involves you providing them only want to work with executives
with your own data set
With that being said, make sure to give vendors enough time to prepare and
fully understand your business. Here’s one important rule to remember.
ERP vendors who are almost impossible to work with during the selection/
demonstration process will not be any easier to work with during the
implementation process.
Once the demonstration is over, your selection team will need to be ready
to give feedback. Pay specific attention to whether or not the ERP system will
meet each department’s needs. Also, be ready to discuss the look and feel
of the ERP system and how easy it is to use. If there are concerns, do not be
afraid to contact the vendor.
9
DETERMINE
YOUR RETURN ON INVESTMENT (RIO)
Regardless of what type of business you are in, your return on investment
(ROI) is crucial. To make this easy for you, Panorama Consulting Solutions has
created an ERP ROI Calculator that you can take advantage of. This is also a
time when an independent ERP consultant who is familiar with evaluating the
ROI on ERP systems can be invaluable.
10
SELECT
THE RIGHT ERP - TEAM EVALUATION
Your selection team is almost at the end. After reviewing the demonstrations
and responses to any questions, particularly those asked of potential vendors
during the 7th step, the team should work together to rank your shortlist
of vendors. While doing this, they should keep in mind the vendor selection
criteria they came up with in step 4, as well as which vendor best meets the
overall fit for your business.
This is a significant step and although everyone is most likely ready for the
selection process to be over, it should not be taken lightly. Their decision will
have long-term consequences for your business and marks the beginning
of a partnership with a vendor that should continue to grow into the
foreseeable future.
ABOUT
PANORAMA CONSULTING SOLUTIONS
Schedule Your Free 30-minute Consultation With an ERP Systems Expert Today!
Free Consultation