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How do you manage ERP cloud maintenance downtime and backups?

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Enterprise resource planning (ERP) systems are critical for managing business processes and data across various functions and departments. However, ERP systems also require regular maintenance, backup, and recovery to ensure optimal performance, security, and availability. If you use a cloud-based ERP solution, you may wonder how to manage these tasks without disrupting your operations or compromising your data. In this article, we will discuss some best practices for managing ERP cloud maintenance downtime and backups.

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1 Plan and communicate maintenance schedules

One of the key steps to managing ERP cloud maintenance downtime is to plan and communicate the maintenance schedules with your stakeholders. You should consult with your cloud provider to understand their maintenance windows, frequency, duration, and impact on your ERP system. You should also coordinate with your internal users, managers, and customers to inform them of the expected downtime and how it will affect their activities. You should also have a contingency plan in case of unexpected issues or delays during the maintenance.

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Kumar Prashant

SAP Professional,Advisor,Entrepreneur, Business Applications and Management.
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All 3rd party integration with core systems should user friendly and not very sophisticated to manage. AI is great addition for the organization but it should have very well identified for where to use.

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2 Backup and restore your data regularly

Another important step to managing ERP cloud maintenance downtime and backups is to backup and restore your data regularly. You should follow the best practices of your cloud provider and your ERP vendor to ensure that your data is backed up automatically and securely to a remote location. You should also test your backup and restore procedures periodically to verify that your data is recoverable in case of a disaster or a data loss. You should also keep track of your backup and restore logs and reports to monitor the status and performance of your data protection.

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Munshi Islam

Strategic Enterprise Application Deployment & Management Leader | Cloud Migration | M&A
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I recommend adding testing backup restore tasks to the vendor side for the SaaS application (especially for shared tenants). For PaaS and IaaS applications client will have some responsibility to test/ backup restore at regular intervals (again, it all depends on the contract terms with the service vendor).

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3 Optimize your ERP system performance

A third step to managing ERP cloud maintenance downtime and backups is to optimize your ERP system performance. You should review your ERP system configuration, customization, and integration to identify any potential issues or bottleneecs that may affect your system performance or availability. You should also monitor your ERP system metrics, such as response time, throughput, error rate, and resource utilization, to detect and resolve any anomalies or problems. You should also leverage the features and tools of your cloud provider and your ERP vendor to optimize your system performance, such as scaling, caching, load balancing, and troubleshooting.

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4 Train and support your users

A fourth step to managing ERP cloud maintenance downtime and backups is to train and support your users. You should educate your users about the benefits and challenges of using a cloud-based ERP solution, such as the advantages of flexibility, scalability, and cost-effectiveness, as well as the risks of downtime, data loss, and security breaches. You should also provide your users with the necessary resources and guidance to use your ERP system effectively and efficiently, such as user manuals, tutorials, FAQs, and help desks. You should also solicit feedback from your users and address their concerns and suggestions.

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5 Review and update your maintenance and backup policies

A fifth step to managing ERP cloud maintenance downtime and backups is to review and update your maintenance and backup policies. You should evaluate the results and outcomes of your maintenance and backup activities to measure their effectiveness and efficiency. You should also review your maintenance and backup policies and procedures to ensure that they are aligned with your business goals and requirements, as well as the best practices of your cloud provider and your ERP vendor. You should also update your policies and procedures as needed to reflect any changes or improvements in your ERP system or your cloud environment.

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6 Learn from other ERP cloud users

A sixth step to managing ERP cloud maintenance downtime and backups is to learn from other ERP cloud users. You should network with other ERP cloud users in your industry or domain to exchange insights and experiences on how to manage ERP cloud maintenance downtime and backups. You should also follow the latest trends and developments in the ERP cloud market to stay informed and competitive. You should also leverage the resources and communities of your cloud provider and your ERP vendor to access useful information and support on how to manage ERP cloud maintenance downtime and backups.

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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?

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Arun Kumar Duddilla

Global Template Design Leader | Value Chain Management | SAP S/4HANA, Agile Development
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When it comes to managing maintenance downtime for an ERP cloud system, it's important to have a well-planned maintenance schedule in place that minimizes disruption to end-users. This typically involves scheduling maintenance during off-peak hours, such as nights or weekends, and providing advance notice to users about the downtime. Additionally, it's important to have a comprehensive backup strategy in place to ensure that data is not lost during maintenance downtime or in the event of a system failure. This may involve implementing automated backups on a regular schedule, such as daily or weekly, and storing backups in a secure offsite location to protect against data loss due to physical or technical issues.

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Bjorn Ovar Johansson ????

Advisor and Interim CIO available across EMEA | NED / iNED | Digital Business Transformation | Private Equity | CIO100 UK | +447884838102
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Great and well written article!! In addition I would recommend or underscore a few things: 1. Build an application management team with people from vendor, test team, system users and business process owners. The purpose is to create ‘ONE team’ that plan, perform and follow up on each maintenance and release window. By doing this your performance will improve and operational risks will decrease. 2. Build an annual release plan, anchor and communicate across the business. 3. Communicate before and after each release window and monitor and communicate overall system available and performance as a KPI (again, across the organisation) Best regards Bjorn O Johansson Interim CIO Senior IT Executive Limited +447884838102

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How do you manage ERP cloud maintenance downtime and backups?

1

2

3

4

5

6

7

1 Plan and communicate maintenance schedules

2 Backup and restore your data regularly

3 Optimize your ERP system performance

4 Train and support your users

5 Review and update your maintenance and backup policies

6 Learn from other ERP cloud users

7 Here’s what else to consider

Enterprise Resource Planning (ERP)

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How do you manage ERP cloud maintenance downtime and backups?

1

2

3

4

5

6

7

1 Plan and communicate maintenance schedules

2 Backup and restore your data regularly

3 Optimize your ERP system performance

4 Train and support your users

5 Review and update your maintenance and backup policies

6 Learn from other ERP cloud users

7 Here’s what else to consider

Enterprise Resource Planning (ERP)

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