Building Your ERP Implementation Team

Building Your ERP Implementation Team

An ERP implementation project comes with significant cost and many work hours, making it a major undertaking for any organization. These kinds of resources demand that the project must succeed—otherwise, your organization can potentially experience massive financial losses and unrecoverable lost time. One key factor that can make a big difference on your ERP implementation journey is your ERP implementation team. The way your team is structured and how the different team members interact and collaborate on the project plays a key role in the success of your project.

This ebook will guide you through:

• What an ERP implementation team is
• Key roles and responsibilities of the members of your ERP implementation team
• Best practices for a successful ERP implementation team

Understanding an ERP Implementation Team An ERP implementation team is made up of different individuals—from your organization and other external partners—who help on your ERP implementation journey. The primary roles of your ERP implementation team are to:

• Define the scope of your ERP project
• Configure and customize your selected ERP system to meet your organization's specific needs
• Migrate your data from legacy systems to the newly implemented ERP system
• Test the system thoroughly to ensure that it is functioning as expected
• Training end users how to use the new system and processes for their daily tasks

Your ERP implementation team is responsible for delivering the ERP project on time, within budget and in alignment with your company's business goals.

Key Roles and Responsibilities of an ERP Implementation Team

Your ERP implementation success directly depends on how functional your project team is. Every team member must perform their duties and work in collaboration with other members for your implementation process to succeed.

Executive Sponsor

The executive sponsor is a senior executive from your organization. An executive sponsor is always high in your organizational hierarchy and therefore can provide high-level support and guidance to the rest of your project team. The position of the executive sponsor allows them to make strategic decisions about the direction of your organization, including providing sufficient funding and other resources for your implementation project.

This team member is also in charge of securing buy-in from other leaders in your organization by communicating to them the importance of your ERP implementation. This helps your key stakeholders understand how the ERP system will benefit your business and why the implementation project is necessary. The executive sponsor is also in charge of aligning the implementation with your company's business strategy, establishing the ERP system for long-term success.

Project Manager

The project manager (PM) monitors and manages the day-to-day execution of the ERP implementation plan. The PM doesn't work alone, but works in collaboration with other team members to keep the project on track and ensures that all milestones are being met.

An ERP project must have a project plan, and the PM is in charge of building and maintaining this plan. Because the ERP project is massive, the PM breaks it down into smaller, manageable tasks. Then, they assign responsibilities and deadlines to the other team members.

Project Manager (continued)

To keep the project on track, the PM establishes key performance indicators (KPIs) to gauge and measure the progress of the project, identifying any issues and delays to the implementation process.

The PM also ensures that every team member completes their tasks within the set timelines, providing assistance and guidance whenever needed. In case the tasks fall behind schedule, the PM works together with the team to come up with measures to help get the project back on track.

Project documentation is crucial in ensuring that all relevant information—such as requirements, timelines and deliverables—is readily available and accessible to the team. The PM is in charge of this documentation process, which the team can use as a point of reference throughout the project's life cycle.

"A project manager must have a thorough understanding of the client's needs in order to lead a successful project. This includes not only understanding the strategic goals and objectives of the project, but also the cultural context in which it will be executed."—Mason Whitaker, Volt Technologies1

IT Team

The IT team provides the technical expertise and support needed throughout the ERP implementation project. The IT team—together with your implementation partner and other stakeholders—helps install, configure and integrate the ERP system with your existing systems and processes.

The IT team is responsible for handling all the technical aspects of the implementation process, including:

• Working with your ERP vendor to determine the hardware and software requirements of the

new ERP system

• Ensuring that your organization has the right infrastructure in place for the implementation

process

• Managing all data migrations from your existing legacy systems to the new ERP system

Another key role of the IT team is securing your data, preventing security breaches and unauthorized access. Together with your ERP vendor, the IT team implements appropriate security measures—such as access controls and data encryption—protecting your organization's sensitive information.

"Your IT department will take care of hardware and software installation (if the new system is installed on-premise). IT will also be responsible for compatibility and integration with other data-dependent systems and equipment—both within and connected to the enterprise."—SAP Insights2

Communications Team Member

As the name suggests, the communications team member helps inform and engage all key stakeholders throughout the implementation process. The communications team member— together with the PM and other team members—develops and executes a comprehensive communication plan.

Change management is essential in an ERP implementation project, as it helps the ERP end users fully adopt the ERP system with minimal resistance. The communications team member helps with change management by guiding your employees to understand why you are implementing the ERP system and how they will benefit from using the system. Additionally, the communications team member develops engaging content to keep your employees informed and motivated throughout the project.

The communications team member is also responsible for regularly creating and distributing updates on the project to each of the team members and stakeholders. They work together with the PM to gather information about the progress of the project, milestones achieved and challenges that have been experienced so far on the project. The communications team member is also responsible for providing updates to stakeholders in easily digestible formats, such as emails, newsletters or intranet posts.

The communications team member serves as the liaison between the project team and the rest of your organization. This team member answers any questions your stakeholders may have, addressing any concerns and gathering feedback from your employees.

Implementation Partner

An ERP implementation partner, such as an ERP consultant, is an external expert that helps organizations implement ERP systems. Choosing the right implementation partner is crucial in ensuring that the implementation process is successful. An ERP consultant—having implemented many ERP systems in organizations similar to yours—possesses the experience and knowledge to provide specialized expertise and support throughout your ERP implementation project.

One of the major responsibilities of a consultant is customizing and configuring your selected ERP system to address your organization's specific needs. The consultant first studies your existing systems and processes to get a better understanding of your unique needs and pain points. With this knowledge, the consultant can then fine-tune the ERP system to address those pain points. Another crucial role an implementation partner plays is with project documentation and training. The consultant works together with your internal experts to develop user guides, training materials and other important resources that can help the end users learn about the functionalities of the ERP system and how those functionalities apply to their areas of responsibility.

Also, the ERP consultant helps with the testing phase of the implementation process. The consultant—and other team members—develops and executes test plans to identify any issues that may cause the system to not meet expectations.

Subject Matter Experts (SMEs)

SMEs are people from your organization who have specialized knowledge and experience in your business processes and departments. Since they understand your business processes, SMEs offer valuable guidance and insights to the rest of your project team.

One of the major roles SMEs play in an ERP implementation project is defining the requirements for the ERP software. Their understanding of your core business processes puts them in a better position to assist the rest of your project team in documenting your existing processes and identifying pain points, being experienced in a variety of departments. SMEs also provide input regarding the functionalities and features the new ERP system must have.

Another responsibility of SMEs is helping with the testing and validation of the ERP system. SMEs develop test cases and scenarios that can be used to check if the ERP system is performing as expected and if it can support your business processes. SMEs also provide feedback on user experience of the ERP system, identifying areas which can be improved on.

SMEs also work with the ERP consultant to develop training materials that end users can utilize to understand the functionality of the ERP system. SMEs play a key role in increasing user adoption of the ERP system by championing and promoting the benefits of the system to the rest of your team and your organization.

End Users

End users—such as your employees and customers—are the ones who use the system to perform their daily jobs or to conduct business with your organization. End users have the knowledge of how your business operates, the challenges they face in their own departments while working, and the areas that can be improved on in the business. This information is crucial to tailoring and customizing the ERP system to fit your company's needs.

End users also play a crucial role in the success of your ERP project. When they fully adopt the system and use it in their daily jobs, your business can fully enjoy the expectations and benefits the ERP system offers. However, when they don't adopt the system and resist the implementation, you end up having an implementation project that falls short, failing to meet expectations. Therefore, the end users must be involved in every stage of the implementation process, beginning from requirements gathering to the continuous improvement phase. The feedback provided by the end users at every stage helps ensure that the ERP solution addresses your business' unique needs and aligns with your business strategy.

Another role of the end users is preparing data for migration from the old systems to the new ERP system, facilitating a smooth transition. Without a granular look at your data by the people who enter it and use it daily, you risk an incomplete or misaligned implementation.

Best Practices for a Successful ERP Implementation Team

Building an ERP implementation team is more than just putting together a group of experienced experts and hoping they will deliver the system.

Define Clear Goals and KPIs

Before you start on an ERP implementation journey and assemble a team, define what you plan to achieve by implementing the ERP system.

This can be:

• Increased efficiency
• Improved data visibility
• Improved customer service
• Improved production lead times

These goals and others are what will help you identify and define key performance indicators (KPIs) that will help you measure the progress of your project. The nature of your ERP goals and KPIs will help select a team that will assist you in achieving these goals.

Choose the Right Mix of Expertise

An ERP implementation team must have the right mix of expertise. Every department in your organization must have a representative on your implementation team. When every department is represented, you can have confidence that the ERP system will be aligned with your business strategy. These departmental members must work with the IT experts to help determine all the technical needs within their department—such as data migration, system integration and troubleshooting any issues that arise.

The department members of your team should also communicate with your independent ERP consultant to provide the consultants with an inside look into the company's processes. The consultant can then ensure that your ERP system is tailored to address your organization-specific needs and pain points. Also, don't forget about project management. Keep your project manager apprised of all team member input, as they are responsible to keep the project on track and within budget.

"It's important to design a team that leverages the strengths of the

"

implementation partner and complements it with other internal or external team members to set up transformational programs for success." —Ashish Agarwal, Diebold Nixdorf3

Foster a Collaborative Environment

Working with a team requires that there be constant and open collaboration and communication. You don't want your project team to be working in silos. Set an environment so that the project team members can feel comfortable to share their ideas, feedback and concerns. Another way to promote a collaborative environment is by holding regular meetings and progress updates to keep everyone informed and aligned to your project goals.

Collaboration should not only stop with your project team but promote this environment in your different departments. Having a collaborative environment that allows everyone to communicate freely breaks down silos, creating a sense of ownership on the project.

"Collaboration can offer a plethora of benefits for any project or initiative. It allows individuals to pool their resources and expertise, leading to better outcomes

"

than would have been achieved if each person had worked alone. When working in a team, there is always an opportunity to learn from others and improve your skills."—oboloo Articles4

Actively Seek End-User Feedback

The end users are the ones that will be using the ERP system on a daily basis to do their jobs. This makes their feedback throughout the implementation process valuable. The end users can bring to light issues in the ERP system and areas that can be improved on.

Your team can use the feedback gleaned to identify areas for improvement, fix any issues identified and tailor the ERP system to meet both the needs of the end users and the organization's needs as a whole. Also, this feedback loop builds a sense of ownership among the end users, increasing buyin at every level.

Conclusion

An ERP implementation project is a high-stakes project that any organization can undertake, making failure not an option. The success of this high-stakes project is dependent on various factors, with it being extremely beneficial to have an effective implementation team in place. For your ERP team to achieve your goal of having a successful ERP implementation, every team member must understand their core roles and responsibilities to the project. The team members should also work together in a collaborative manner to deliver the project on time and within the set budget. With a diverse functional team in place, you can expect to have a successful ERP implementation process that streamlines your operations and increases efficiency and productivity throughout your organization.

Ultra Consultants is an independent ERP selection and implementation firm that helps guide manufacturing and distribution companies through the implementation process. Using our proven implementation methodology and exceptional project management expertise, we work together with your internal project team to reduce your risk, accelerate time-to-benefit, drive ROI and deliver success. For more information and additional resources on how to bring our expertise right to your doorstep, visit us at ultraconsultants.com.

References

• https://www.linkedin.com/pulse/erp-implementation-success-role-project-manager-driving-whitaker/
• https://www.sap.com/africa/insights/erp-implementation-team-structure.html#:~:text=Your%20IT%20department%20

will%20take,and%20connected%20to%20the%20enterprise.

• https://www.cio.com/article/406994/7-ways-to-avoid-getting-burned-by-your-implementation-partner.html
• https://oboloo.com/blog/the-importance-of-collaboration-in-erp-implementation-and-

procurement/#:~:text=Collaboration%20promotes%20transparency%2C%20accountability%2C%20and,to%20 determine%20their%20specific%20requirements