- Discovery & Planning
What is the first phase of ERP implementation? This includes researching and selecting a system, setting up a project team and defining detailed system requirements.
The project team will handle a broad range of roles related to the implementation, including laying out the project plan and target dates, ensuring adequate resources are allocated, making product and design decisions, and day-to-day project management.
The ERP project team typically includes an executive sponsor, a project manager and representatives from the departments that will use the system. Involving senior management is critical to ensure the project gets the resources it needs and to provide the backing needed to implement change across the organization. The team also may hire an external consultant or ERP implementation partner to provide expertise in designing and configuring the system. It should also include any internal specialists involved in implementing the system, such as a representative from IT and a report writer who will develop customized reports for users across the organization.
One of the team’s early goals will be to develop a detailed understanding of current issues, including process inefficiencies and requirements for the ERP system. If the organization has previously developed an ERP business case, it may have already defined broad business issues and goals for the implementation, which may include a faster financial close, improved insight into operations or preparing for an IPO. These can be used to direct more detailed analysis, including documentation of existing workflows, and to focus development of the system.
The team may select and acquire an ERP system during this phase, as the organization develops a clear idea of its requirements. One major decision is whether to use an ERP system that runs on-premises or in the cloud. For an on-premises system, you buy and install hardware and software in your organization’s data center. In contrast, cloud-based ERP is generally provided as a subscription service accessed via the internet, so it can be faster to implement and requires fewer in-house IT skills.
source: https://www.netsuite.com/portal/resource/articles/erp/erp-implementation-phases.shtml
2. Design
The design phase works from detailed requirements and an understanding of current workflows to develop a detailed design for the new ERP system. This includes designing new, more efficient workflows and other business processes that take advantage of the system. It’s important to involve users in the design phase, since they have the most intimate understanding of current business processes. Involving them in the design also helps to ensure that they’ll welcome the new system and take full advantage of it.
Gap analysis can be used to identify process intricacies and unique quirks that may require customization of the ERP software or changes to workflow or processes to more closely align with the ERP system itself. The team can present the gaps to its implementation partner or supplier and ask them to identify potential solutions.
source: https://www.netsuite.com/portal/resource/articles/erp/erp-implementation-phases.shtml
4. Testing
Testing and development may occur concurrently. For example, the project team may test specific modules and features, develop fixes or adjustments based on the results, and retest. Or, it may test one ERP module while another is still in development. Initial testing of the basic functions of the software should be followed by rigorous testing of the full capabilities of the system, including allowing some employees to test the system for all their day-to-day activities. This phase should also encompass testing of the migrated data and include introductory end-user training.
Most vendors can supply pre- and post-deployment tools to begin user training. But in addition to vendor support, the organization should make good use of the training materials created in the development phase. There is real value in resources that specifically cater to your end-users’ day-to-day responsibilities.
source: https://www.netsuite.com/portal/resource/articles/erp/erp-implementation-phases.shtml
This is what you’ve been striving toward: the day the system goes live. Be prepared for potential issues, since there may be a lot of moving parts and possibly some befuddled employees, despite your best efforts to prepare them for the change. The project team should be readily available to answer questions, help users understand the system and attempt to fix any issues. Your implementation partner should be able to help with troubleshooting if necessary. It may take time for users to adapt to the system and achieve the anticipated productivity gains.
Some data can be migrated ahead of deployment, while other information—such as current transactions—should be migrated immediately before going live.
Some organizations aim to deploy all the modules of the ERP system concurrently, while others focus first on specific high-priority modules or processes and add others later in stages. To minimize risk, some organizations also continue to run older systems in parallel with the new ERP implementation for a time, although this can add to the overall project cost and reduce user productivity.
source: https://www.netsuite.com/portal/resource/articles/erp/erp-implementation-phases.shtml
Nurturing your ERP implementation after deployment helps to keep users happy and ensure the business achieves the desired benefits. The project team may still be responsible for the ERP system during this phase, but its focus will shift to listening for user feedback and adjusting the system accordingly. Some additional development and configuration may be needed as new features are added to the system. New staff will also need to be trained on the system.
If you have an on-premises ERP system, you’ll need to install periodic software updates and may even need to upgrade hardware over time. If you’re using a cloud-based ERP system, your vendor may update the software automatically.
source: https://www.netsuite.com/portal/resource/articles/erp/erp-implementation-phases.shtml
01 ERP Project
Imagine you are named as a project manager in ERP implementation team. You need to prepare some kind of platform to gather all your reports, so that you can easily share and represent your reports to management team.
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Decide if you want to do the project work as a team or individually. Establish your group in Moodle. Please do this whether it is one member team or several (2-4) members.
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Introduce your company. It might be a company where you are working at the moment or where you have previously worked. It can also be a company you have searched from the internet or it can be totally creation of your own. Introduce the company in your portfolio. At least state: name, turnover, amount of employees, business idea.
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Create a way to somehow represent project phases.
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Create a timeline or tasks showing scheduled works of this course, mention at least group works, SAP workshops and final exam. Place them in correct project phase.
Share the project report/link by 25th September (Sunday) with management team (teachers) by Moodle. If you are sharing a link to your work, please make sure it is available also to users outside SAMK, as co-teacher uses personal account.
02 Process
As an ERP project manager you find out that not all company processes are described in your company's documentation system. Take two of these processes and analyze them in your project report. Remember to place these analyzes in right project phase. Report file size per process: ca 400 words and picture/diagram.
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Describe process phases and draw process diagrams. Describe what kind of software systems are being used in different phases (if there are any). You can use applicable method for process diagram. Describe what information can be gathered during these processes using ERP system and mention also typical outcomes of this process, for example sales order or bill of lading .
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Evaluate and make suggestions what kind of benefits could be achieved especially in these processes if the company purchases new ERP-system. Would there be challenges or pitfalls? How these systems affect on processes?
Your management has asked you as a specialist to prepare max. 15 min presentation about indicators and success factors. Download your presentation to your report. Presentation must include voice and text. Presentation can be for example video with PPT slide show or video describing Canva poster. Remember to place your work in correct project phase.
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Evaluate and analyze what would be your company’s Critical Success Factors (CSF). What are those factors that should be achieved in order to survive in complex business environment.
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Evaluate and analyze the most important Key Performance Indicators (KPI) for your company.
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What kind of performance indicator you would use in this project, explaine shortly your decision.
Remember to mark your reference sources according to thesis instructions in all your work. If you are sharing link to your work, please make sure it is available also to users outside SAMK, as co-teacher uses personal account.
03 Modules & more
As an ERP project manager you might face the situation that not all the modules are familiar to you. Choose one of the modules (finance, logistics, production, materials management, project management, human resources) and analyze it in your portfolio:
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Describe a module you have chosen, what kind of functions are included in this module typically?
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Which modules are important to link/integrate to your module (that you have chosen) inside company?
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What kind of direct integrations can be used with your module outside company? For example subcontractors, clients..
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Find at least two ERP suppliers', present their commercial module names and find similarities and differencies between these two suppliers' modules.
Report length: file (Word) approx. 900 words or video with presentation approx. 15 min or detailed slide show approx. 12 slides.
Please remember to mark all your references as instructed in thesis instructions. If you are sharing a link, please check that it is available also for users outside SAMK as co-teacher uses personal account.
SAP workshop
Agenda (17-20)
17-17:30 (approx.) introduction to SAP
17:30 > Independent practices
Link to the Teams meeting will be here.
How to log in?
REMOTE DESKTOP ADDRESS
Connection address: https://saprds.hevs.ch/RDWeb/Pages/en-US/Default.aspx
Logins: 30
Login: SAP\satakunta-## (01-30)
Password: U0fi030.sata
Choose SAP Business One client - logo
SAP BUSINESS ONE LOGIN
Company: 21 - Satakunta University - 2020 -1
Login: satakunta01-##(01-XX) check your number from the TEACHER'S list
Password: pwd4sata
PLEASE note, if you receive WINDOW SECURITY message, USE the Remote Desktop Connection credentials:
For example SAP\satakunta-01 (01-30), not SAP\satakunta01-01.
Learning object
Student understands the meaning of ERP modules. Student is able to utilize software technology to manage company's processes.
Exam
Welcome to challenge your knowledge in ERP.
The exam will be open on mon 28th November, 17:30. Please be punctual as the exam will open automatically at 17:30 and close automatically after 90 minutes.
Final Exam Grade
12-15 points -> 1
16-19 points -> 2
20-22 points -> 3
23-26 points -> 4
27-30 points -> 5