How do you prioritize ERP user needs?

1 Identify user groups

The first step is to identify the different user groups that will interact with the ERP system, such as managers, employees, customers, suppliers, and regulators. Each user group may have different goals, expectations, and requirements for the ERP system, as well as different levels of access, authority, and training. You should consult with the representatives of each user group and gather their feedback and input on what they need and want from the ERP system.

2 Analyze user needs

The next step is to analyze the user needs and categorize them according to their importance, urgency, and feasibility. To prioritize user needs, you can use surveys, interviews, focus groups, workshops, observation, and data analysis. You should also consider the costs, benefits, risks, and opportunities of implementing each user need. For example, consider business value - how much does the user need contribute to the strategic goals and objectives of the organization? Consider user satisfaction - how much does the user need improve the user experience and satisfaction with the ERP system? Think about compliance - how much does the user need comply with the legal, ethical, and industry standards and regulations? Consider dependency - how much does the user need depend on or affect other user needs or system features? And consider complexity - how difficult or easy is it to implement the user need in the ERP system? All of these criteria can help you prioritize your user needs.

3 Define user requirements

The third step is to define the user requirements based on the prioritized user needs. User requirements are the specific and measurable statements that describe what the ERP system should do or provide for the users. You should write clear, concise, and consistent user requirements that follow the SMART criteria: Specific, Measurable, Achievable, Relevant, and Time-bound. You should also validate and verify the user requirements with the stakeholders and users to ensure that they are accurate, complete, and feasible.

4 Implement user requirements

The fourth step is to implement the user requirements in the ERP system. This involves designing, developing, testing, and deploying the ERP system features and functions that meet the user requirements. You should follow the best practices and standards for ERP customization and configuration, such as using modular and scalable approaches, avoiding unnecessary changes, documenting and communicating the changes, and ensuring data security and integrity. You should also monitor and evaluate the performance and outcomes of the ERP system and collect feedback and data from the users.

5 Manage user expectations

The fifth step is to manage the user expectations throughout the ERP project lifecycle. User expectations are the beliefs and assumptions that users have about the ERP system and how it will benefit them. You should communicate clearly and regularly with the users and inform them about the project scope, timeline, progress, and challenges. You should also manage the change and resistance that may arise from the users and provide them with adequate training and support. You should also align the user expectations with the project goals and deliverables and ensure that they are realistic and achievable.

6 Review and improve user needs

The sixth step is to review and improve the user needs as the ERP system evolves and adapts to the changing business environment and user feedback. User needs are not static and may change over time due to various factors, such as market trends, customer demands, organizational changes, or technological innovations. You should conduct regular reviews and assessments of the user needs and identify any gaps, issues, or opportunities for improvement. You should also solicit and incorporate user feedback and suggestions and implement the necessary changes and enhancements in the ERP system.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?