How to Evaluate and Implement an ERP System

As your business grows, managing operations with limited software like Excel, Sage, or QuickBooks can become increasingly cumbersome. An Enterprise Resource Planning (ERP) system can be the transformative solution you need.

This guide will help you understand the importance of ERP systems, how to evaluate your options and implement the best solution to streamline operations, enhance data visibility, and drive growth.

The Importance of ERP

ERP systems integrate various functions across your organization into one complete system to streamline processes and provide a single source of truth. They offer benefits such as improved efficiency, better decision-making through real-time data, and reduced operational costs.

For more insights on why your business needs an ERP system now more than ever, read our comprehensive guide, 7 Reasons Your Business Needs an ERP System Now More Than Ever.

Key Considerations for ERP Evaluation and Implementation

1. Evaluate and Implement with a Reliable Partner

Experience with Modern Platforms

Choosing the right implementation partner is critical. Look for partners with extensive experience in modern cloud ERP solutions like Acumatica . A partner experienced with legacy ERP systems may not have the skills needed for a cloud-first implementation.

Development and Business Process Expertise

Ensure your partner can understand and optimize your business processes. They should offer in-house customization capabilities to tailor the ERP system to your unique needs.

Commitment to Continuous Improvement

A good partner will continuously improve their processes and methodologies. This ensures that your ERP system remains aligned with your evolving business needs and technological advancements.

Our team at ACUPOWER consists of over 40 Acumatica experts—business analysts, developers, and QAs—offering a full suite of ERP services:

• Licensing;
• Implementation;
• Customizations;
• Integrations;
• Training;
• Technical support;
• Development of custom solutions and tracking tools.

We place a lot of emphasis on a well-structured and logical approach to ERP implementation, preparation of detailed documentation and testing of everything we create. We always make sure to deliver a top-notch quality of our services and solutions as we preserve our reputation as a trusted Acumatica partner.

Our team operates on a flexible model, working remotely from home or directly at customer premises, ensuring personalized service and responsiveness.

For tips on choosing the right implementation partner, check out our article on Finding the Right Acumatica Partner for Your Cloud ERP Success.

2. Identify Your Key Business Requirements

Collaborative Requirement Gathering

Engage all departments to identify current pain points and requirements. Common issues include manual data entry, disconnected systems, and lack of real-time data visibility. Use workshops and surveys to gather detailed requirements.

Streamline Operations with Advanced ERP Systems

An ERP with a robust technology platform, such as Acumatica ERP, will most likely replace many of your current software packages yet also allow you to integrate via open APIs to the external systems that you might not be able to live without.

As for those pesky manual tasks, AcuPower can help you automate your current processes, allowing you to allocate your staff to more important tasks. With advanced reporting capabilities and live dashboards, we can provide you with enhanced visibility into your organization’s performance via KPI metrics.

Choose an ERP system like Acumatica that can replace multiple software packages while offering robust integration capabilities. Automating manual processes can significantly enhance efficiency and reduce errors.

Read a success story on Why QMH Switched from Sage 100 to Acumatica to learn how one company improved its operations with Acumatica.

3. Consider the Needs of Your Team

Usability and User Experience

An ERP system should be intuitive and user-friendly. Modern ERP systems like Acumatica allow you to define user roles and customize dashboards to meet specific needs. This reduces the learning curve and enhances user adoption.

Unlimited User Access

We find that businesses are most successful when they bring all members of their team into the ERP. This is why we recommend considering a system that allows for unlimited users, rather than those that charge additional fees as you add more users.

With an unlimited user model, you can grow your staff without financial punishment from your software vendor, and even add casual users such as suppliers or customers!

Acumatica’s unlimited user model enables you to involve all stakeholders without incurring additional costs, fostering collaboration and comprehensive data access.

Ease of Use

ERP systems can provide your business with lots of functionality, which could be overwhelming for your employees. This is why it is important to select a platform that is ranked highly for its usability. Modern platforms like Acumatica ERP allow you to define specific user roles with access to the functionality each user needs and nothing else.

Ease of use also means that each user can easily navigate through an intuitive interface that can be personalized to their individual preferences. One crucial component of personalization is the ability to easily build dashboards that include the information each user needs to see in their preferred format.

4. Ensure Comprehensive Training and Change Management

Extensive Training Programs

An ERP system can only be as effective as its users. Ensure your ERP vendor or implementation partner offers comprehensive training programs tailored to different user roles. This training should cover both the technical aspects of using the system and how it applies to your specific business processes.

Apart from help from your partner, you can leverage resources offered by Acumatica Open University. You can choose from the variety of courses, learning paths and quizzes to ensure that you and your team use the system properly and effectively.

Change Management Strategies

Implementing an ERP system is a significant change for any organization. Effective change management strategies can help smooth the transition. These strategies include clear communication about the new system's benefits, addressing employee concerns, and providing continuous support during and after the implementation.

Comprehensive training programs and effective change management are crucial for a successful ERP implementation. They help ensure that all users are comfortable with the new system and can use it to its full potential.

Steps for a Successful ERP Implementation

1. Planning and Preparation

Define Goals and Scope

Start with clear, well-defined goals and a detailed project scope. This ensures alignment between the ERP system’s capabilities and your business objectives.

Assemble a Dedicated Implementation Team

Form a cross-functional team with representatives from all relevant departments. This team will drive the project forward, ensuring that all perspectives are considered.

2. Data Migration and System Configuration

Clean and Migrate Data

Data quality is paramount. Clean and prepare your data for migration to avoid issues during the implementation phase. Use data validation tools and processes to ensure accuracy.

Customize and Integrate

Tailor the ERP system to your specific requirements. Ensure seamless integration with other critical systems to maintain data flow and operational continuity.

3. Training and Support

Comprehensive Training Programs

We covered it in the previous section. Your team needs extensive training to feel confident in using a new system. Role-based training ensures that each user understands how to use the system effectively according to their responsibilities.

Ongoing Support and Maintenance

Your implementation partner should ensure ongoing robust support after the launch. This includes a helpdesk, regular system updates, and continuous improvement processes to address any emerging issues.

For a detailed overview of the ERP implementation process, read about the 4 Phases of the ERP Implementation Life Cycle.

ERP Evaluation Criteria and Checklist

1. Functionality

• Does the ERP system cover all your business needs?
• Can it scale as your business grows?
• How flexible is the system in terms of customization?

2. Technology

• Is the ERP system cloud-based or on-premise?
• What are the system’s integration capabilities with other software?
• How often are updates and improvements released?

3. Vendor Viability

• What is the vendor’s track record in your industry?
• How long has the vendor been in the ERP market?
• What do third-party reviews and customer testimonials say?

4. Total Cost of Ownership

• What are the upfront costs versus ongoing maintenance costs?
• Are there additional costs for adding users or functionalities?
• What is the expected ROI from the ERP implementation?

5. Implementation Support

• Does the vendor offer comprehensive implementation support?
• Are there any additional services provided, such as training and ongoing support?

Downloadable ERP Software Evaluation Checklist

To assist you in your ERP selection process, get access to a comprehensive ERP Software Evaluation Checklist. This downloadable resource allows you to compare Acumatica to two other ERP systems of your choice using five key criteria:

• Functionality;
• Productivity;
• Technology;
• Value;
• Risk.

The checklist includes a range of questions and criteria to help you choose the best ERP system for your business needs.

Get access to this checklist here.

Conclusion

Implementing an ERP system like Acumatica can significantly enhance your business operations, providing real-time data, improving efficiency, and supporting growth. By following this guide and using the ERP evaluation criteria, you can select and implement an ERP system that meets your business needs and sets you up for future success.

Our team at AcuPower is committed to your success and would be honored to assist you with your ERP evaluation and implementation. If you would like to discuss your business needs and goals with our team, please contact us to schedule a no-obligation, custom demonstration.