ERP Implementation:

You’re committed to implementing a new enterprise system

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You’re committed to implementing a new enterprise system.

Here’s what you need to prepare for success…


Topics we’ll explore:

Top Reasons Why Implementations Go Over Budget

  • Additional consultants to address internal resource/knowledge gaps
  • Additional customization required
  • Staff turnover and training costs
  • Change in leadership
  • Changing vendors or implementation partners mid-project
  • Unrealistic timelines
  • Unforeseen circumstances (e.g., natural disasters, etc.)


Top Reasons Why Implementations Get Delayed

  • Issues with change management
  • Staff/stakeholders not feeling ready or comfortable with new systems
  • Underestimated the complexity of the customizations
  • Changing vendors or implementation partners mid-project
  • Changing requirements
  • Unforeseen circumstances (e.g., natural disasters, etc.)
  • Incomplete business process knowledge


ERP Implementation Lessons Learned

  1. People, not technology, require the most attention before, during, and after implementation.
    The data from EDUCAUSE’s survey and interviews made one thing abundantly clear: while software helps drive change and guide processes, helping campus community members navigate change is critical for achieving a successful implementation.
  2. An ERP implementation should be viewed as more than just an IT project.
    Since ERP systems affect all areas of an institution, not just IT, implementation requires a significant change in business processes. To minimize disruption and resistance, it’s important to invite the people at the heart of this work to participate by sharing their unique perspectives, co-creating a shared vision of the future, and redesigning future state processes.
  3. Leadership support and engagement is mission critical.
    An ERP implementation will not succeed without a strong commitment and engagement from the institution’s leadership. High-level buy in reinforces the project’s importance and, when supported by a transparent communication plan, builds trust and engenders broader support.
  4. Resources matter. Make sure you have what you need.
    To achieve a timely implementation, address current and future staffing needs by backfilling key and vacant roles to provide staff with the support they need and minimize stress and burnout.
  5. Change is hard. Be intentional about it.
    Assemble a “change champion team” with representatives from departments from across the institution to serve as the point people to communicate with departments, schools, or divisions and bring information back about how people are feeling.
  6. Effective communication builds trust and support.
    Clear communication is critical during an ERP implementation because it keeps everyone apprised of the changes that are occurring and the reasons behind them. Effective communications are sent on a regular basis and are designed to address the audience’s questions, concerns, and needs.


Promising Practices for Implementation Success

ERP implementation is no small task, and preparation is key. All EDUCAUSE survey respondents agreed on the six most important preparations their institution made or will make for their ERP implementation. Based on their experience, be sure your checklist includes the following preparations:

  1. Conduct a current state process review.
    Understanding your institution’s current processes will help guide nearly every aspect of the multi-year implementation process. Explore how business process reviews can guide your efforts.
  2. Assess functional department needs.
    Planning for current and future needs helps project/change management establish and track progress toward goals throughout the implementation. During this process, document key timeframes in the year that would make a migration impossible. Learn more about functional assessments »
  3. Establish project vision and goals.
    Project vision and goals should be linked to the institution’s mission and goals. They can help gain buy-in from leadership and focus conversations with stakeholders during planning. Discover how to plan for success »
  4. Assess third-party system integrations.
    Third-party system integrations are often numerous and difficult to track. Being thorough will help avoid unanticipated and costly system dependencies during implementation. Learn more about enterprise system assessments »
  5. Assess analytics and reporting needs from the ERP system.
    Understanding stakeholders’ needs for data and reporting earlier in the process will help your team select the best-fit ERP solution. Explore how a data readiness assessment can help you understand stakeholders’ needs.
  6. Develop a staffing plan for implementation.
    Staff planning considerations around backfilling, hiring outside support, or reducing existing staff responsibilities to free up time to focus on ERP-related tasks are critical to a successful implementation. Discover how staff augmentation can increase bandwidth for your implementation.


Need Help Getting Started?

If you’re committed to implementing a new ERP and want to make sure you have maximized your preparation, we can help.