What are the best ways to document your ERP software implementation?

1 Define your scope and objectives

The first step to document your ERP software implementation is to define your scope and objectives clearly. This will help you to set the expectations, goals, and deliverables for your project, as well as to identify the roles and responsibilities of each team member. You should document your scope and objectives in a project charter, a project plan, or a statement of work, depending on your methodology and preferences. These documents should include information such as the project scope, the business case, the project timeline, the budget, the risks, the assumptions, the dependencies, and the success criteria.

2 Use a standard template

The second step to document your ERP software implementation is to use a standard template for your documentation. A standard template will help you to ensure consistency, quality, and completeness of your documentation, as well as to save time and effort. You can use a template provided by your ERP vendor, your organization, or a third-party source, or you can create your own template based on your needs and preferences. A standard template should include sections such as the document title, the document purpose, the document scope, the document version, the document author, the document date, the document status, the document approval, the document history, and the document contents.

3 Document your processes and data

The third step to document your ERP software implementation is to document your processes and data. This will help you to capture the current and future state of your business processes, as well as the data sources, flows, and transformations that support them. You should document your processes and data in diagrams, flowcharts, maps, models, or tables, depending on your tools and preferences. These documents should include information such as the process name, the process description, the process inputs, the process outputs, the process steps, the process owners, the process dependencies, the process exceptions, the process performance indicators, the data source, the data destination, the data format, the data quality, the data rules, and the data validations.

4 Document your configuration and customization

The fourth step to document your ERP software implementation is to document your configuration and customization. This will help you to record the changes and adjustments that you make to your ERP system to fit your business needs and preferences. You should document your configuration and customization in screenshots, scripts, code blocks, or notes, depending on your tools and preferences. These documents should include information such as the configuration or customization name, the configuration or customization description, the configuration or customization purpose, the configuration or customization scope, the configuration or customization author, the configuration or customization date, the configuration or customization status, the configuration or customization approval, the configuration or customization history, and the configuration or customization contents.

5 Document your testing and training

The fifth step to document your ERP software implementation is to document your testing and training. This will help you to verify the functionality, performance, and usability of your ERP system, as well as to educate and empower your end users. You should document your testing and training in test cases, test results, test reports, training manuals, training slides, training videos, or feedback forms, depending on your tools and preferences. These documents should include information such as the test or training name, the test or training description, the test or training purpose, the test or training scope, the test or training author, the test or training date, the test or training status, the test or training approval, the test or training history, and the test or training contents.

6 Document your lessons learned and best practices

The sixth and final step to document your ERP software implementation is to document your lessons learned and best practices. This will help you to reflect on your achievements, challenges, and opportunities for improvement, as well as to share your knowledge and insights with others. You should document your lessons learned and best practices in reports, presentations, articles, blogs, or podcasts, depending on your tools and preferences. These documents should include information such as the lesson or best practice name, the lesson or best practice description, the lesson or best practice purpose, the lesson or best practice scope, the lesson or best practice author, the lesson or best practice date, the lesson or best practice status, the lesson or best practice approval, the lesson or best practice history, and the lesson or best practice contents.

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?