Changing the way a company operates is never an easy task, especially when employees are accustomed to manually entering data and must transition to a technology-based system. This can be particularly challenging when users have little to no experience or knowledge of the technology involved. This situation reflects the challenges companies may face when implementing an ERP system, which has increasingly become part of modern business operations.
Concerns about the complexity of using a new system are perfectly understandable, particularly for companies with employees who may not be as familiar with modern technology. However, there is no need to worry, as these challenges can be addressed by choosing the right vendor. Keep in mind that the initial implementation process will require considerable time and effort. However, when properly planned and tailored to your company's needs, an ERP system can bring significant benefits to your business in the long run.
Before you start wondering what the process involves, we'd like to give you a preview of the steps you will go through when implementing an ERP system with us. This way, you will have a clearer picture of what needs to be prepared.
1. Understanding the Company's Needs and Objectives
First, we will identify your company's needs and objectives. At this stage, clients are expected to explain the challenges they face, which processes they want to streamline, their existing workflows, and employee readiness for a system transition, including factors such as employee age and adaptability to change. We will also discuss the company's available budget.
Essentially, the vendor needs to understand the company's vision and objectives behind adopting an ERP system. This information will help us map out the workflows that will eventually be implemented.
At this stage, the vendor will also recommend the modules that best suit your business needs. If the available modules do not fully align with your existing workflows, customization can also be offered to ensure that the system adapts to your business processes. With the right customization, employees can enter data more easily by following familiar steps and procedures.
2. Business Proposal
Once we have a clear understanding of your company's needs, the vendor will prepare a business proposal outlining the project concept, the proposed workflows designed to address your challenges, and the estimated project timeline.
At this stage, we are ready to help simplify your existing SOPs and workflows. However, this process also requires feedback and input from the client.
Keep in mind that an ERP system is relatively complex software, especially for first-time users. Therefore, it is perfectly normal for employees to feel confused when using it for the first time.
An ERP system is not exclusively used by IT personnel. It is also used by employees across various departments whose operations are integrated into the system. As a result, employees will need some time to become familiar with their new work tools.
We will help facilitate this transition by developing a system that closely follows your existing workflows, making the transition easier compared to the previous manual processes.
3. Forming the Project Team
Developing ERP modules for a company whose internal operations we are not yet familiar with requires input from people within the organization who understand how the business operates. Their involvement will make the development process much more efficient.
For this reason, we will guide your company in forming a team that can coordinate with us throughout the ERP development process.
Our activities with your company's team will include discussions about workflows, schedules, and the resources that need to be integrated into the system.
This collaboration helps prevent unnecessary delays caused by mismatches between the system and your existing business processes. Having direct communication with employees who understand the company's internal operations will be extremely valuable throughout the project.
4. Creating the Blueprint
The purpose of this stage is to provide future users with a clear guide on how the system will work. This allows the company to visualize how data will be entered and processed within the ERP system.
During the blueprint development process, our team will carefully review and align every step of the proposed system with your company's existing workflows.
Once the blueprint has been approved, both parties will generally sign a work agreement covering the ERP development project.
Since the contract is an essential document that will serve as the main reference throughout the project, make sure that all details in the blueprint and the agreed terms accurately reflect your company's requirements.
5. Starting the Implementation and Customizing Each Module
Once the blueprint has been approved, our team will begin developing the modules one by one.
This process naturally takes time, as transforming existing manual procedures into an integrated ERP system requires various modifications and adjustments by our technical experts.
At this stage, the involvement of your company's appointed team members is particularly important. They will need to provide relevant company data, explain the workflows of each department, and share the schedules for ERP system usage.
6. Reviewing the Accuracy of Each Module's Workflow
Clients are generally invited to review each module individually. However, in some cases, feedback may also be collected at the end of the development process after all modules have been completed. This depends on the agreement established at the beginning of the project.
Feedback is essential to ensure that the data entry processes and system workflows are consistent with the company's previous manual procedures.
Maintaining familiar workflows will help employees adapt more easily to the ERP system. This way, they can focus on understanding the system's data automation features rather than spending unnecessary time and effort learning workflows that differ significantly from their previous working methods.
7. Testing / UAT (User Acceptance Testing)
After the client has approved the concepts and workflows of all modules, the ERP system will undergo testing with selected employees who will eventually use it.
During this stage, our team will visit your company's premises to guide prospective users through the system and help them understand how it works.
The testing process covers several aspects, including user-friendliness, potential system errors, data accuracy, and overall system performance.
8. Revision Process
Through UAT, our technical team can identify areas that need improvement or further adjustments.
Revisions are a normal part of the development process, even when our technical team has carefully planned and prepared the system. Therefore, there is no need to be surprised if additional revisions are required after UAT. Some errors may also arise unexpectedly during testing.
The revision process typically takes around one to two weeks. However, this timeframe should not be considered fixed, as the actual duration depends on the complexity of each company's requirements.
9. User Training
Once the revisions identified during UAT have been completed, prospective users will receive training using the latest version of the system, which has been further refined based on the testing results.
They will also receive guidance on how to operate the ERP system as a whole.
At this stage, company representatives play an important role in understanding the various steps involved in operating the ERP system. These representatives will then be responsible for sharing their knowledge and guiding other employees across the organization.
10. Go-Live
You may be wondering: What does go-live mean in ERP implementation?
Go-live is the final stage of ERP development, when the system is launched on a server so that it can be accessed by authorized users. Think of the go-live process as a business owner holding a grand opening for a new store. Once the store opens, customers can finally visit and purchase its products. Similarly, go-live marks the moment when the ERP system is officially made available, allowing employees to start using its features according to their respective needs.
It is worth noting that this is often the stage when users may feel confused as they begin working with the new system. However, there is no need to worry. Before the official handover, our team will make sure that all users can operate the system properly and that everything is ready for use.
11. Lifetime Maintenance & Support
Since technology systems are developed and operated by humans, errors may still occur in the future, whether due to human error or technical issues within the system itself.
When these situations arise, you do not need to worry. By partnering with IntiSoft, you will continue to receive maintenance and support services to address issues related to the system we have developed.
So, do you now have a clearer picture of what it takes to implement an ERP system in your company?
If you have further questions or would like to discuss your company's ERP requirements, feel free to contact us by clicking the button below. The consultation is free!
