How to Select The Right ERP System?

Select The Right ERP System

Business issues such as low productivity, high operation costs, and poor scheduling and planning can stunt its growth and expansion. Lack of growth limits the company’s ability to grab new opportunities, cope with competition, and unlock its full potential. SMEs that have been facing these problems are now choosing ERP. Large companies that could afford legacy ERP systems are now transitioning to cloud computing. No business wants to miss an all-encompassing business software solution like ERP. We will tell you how to select the right ERP system for your organization. 

Select The Right ERP System
Select The Right ERP System

ERP system software 

Enterprise Resource Planning (ERP) is a business management software solution. It connects the main business functions such as accounting and finance, marketing, inventory management, warehouse management, human capital management, manufacturing resource planning, and customer relationship management. 

Installing a new ERP system is to centralize all business departments and automate their activities and processes. ERP systems improve not only automation and real-time visibility. They also facilitate the collection and storage of different pieces of data in a central database. 

By consulting this data, managers can diagnose issues in each department and solve them before they worsen. Implementing ERP can help prevent legal compliance issues, automate financial reporting, and establish flawless workflow planning. 

Types of ERP systems

Different types of ERP systems exist now. Nevertheless, we have 3 ERP systems from which all kinds stem. These include: 

  • Legacy ERP software – Also called on-premise ERP, a legacy system that stays in the physical office and servers. Thus, the company is the sole owner and manager of an on-premise enterprise resource planning tool. 
  • Cloud-based ERP – It is the most advanced version available today. No wonder it is referred to as SaaS(Software as a Service) solution. A company must purchase an ERP plan to store data and run its daily activities via a hosted server. As a result, users do not update or maintain servers. The subscription vendor manages all the affairs of their data center, including computing equipment and servers. 
  • Hybrid ERP – As the word hybrid suggests, this solution is a merger between legacy and cloud-based ERPs. They allow users to transition from one option to the other. Also, they let customers meet their ERP goals and add features they still do not have. 

ERP requirement list 

 Here is a software selection template that any company can use. Since companies operate in different industries, some organizations might not use all the requirements on this list: 

Selection process for the right ERP

When we are going to select the right ERP System, selection can be tricky. So, follow these steps to make it easier.

  • Establish your current business needs based on the issues you are facing. 
  • Create a team to help the company select the right ERP System.
  • Make a requirement checklist that addresses the needs of everyone
  • Assess vendors to see how each can meet the requirements on your list. Assign scores to each vendor.
  • Based on vendor scores, choose if switching ERP systems is better than improving your current one.
  • Gather demos from different vendors and any information that can prove the effectiveness of their ERP software. For instance, you can read case studies and customer testimonials.
  • Assess how each vendor meets your ERP requirements list and produce a rank of at least three vendors. 
  • Read each vendor’s contract to identify grounds for negotiations. You can even give the contract to an attorney who understands business law. 
  • Sign the ideal ERP contract to trigger the implementation process. 

Selection criteria for right ERP system 

How can you select the best ERP tool in this digital era? Technological changes are happening daily. What was trendy yesterday might be outdated tomorrow. Hence, this is your only chance to make your e-selection criteria for ERP work. 

So what ERP vendor selection criteria should you use? No selection template suits every company. So, make yours based on these parameters:

  • Current business issues – Perhaps your competitors are moving ahead of you fast. Maybe your company has outgrown its existing software, or you are using traditional inventory management solutions. 
  • Your business objectives – A sound ERP system should help the company achieve its short-term and long-term goals. As you search for it, consider management support, user support, budget size, technology growth, future scalability, integrations and add-ons, and customizations. 
  • Industry-specific requirements – You want to know if there is one software tool that works for companies in your industry. Also, does that software have room for changes in technology? 
  • Expected ROI – You probably dislike your company’s profitability level at this point. So, what ROI growth do you expect after installing a new ERP
  • Implementation ease and cost – Installing a technology-apt ERP software tool is not effortless but should be manageable. The vendor should support the process via training and guidance regarding their software product. They should state their product’s advanced technologies, THE number of modules, compatible industries, customizability, and customer support. 

ERP checklist 

In your thorough ERP evaluation process, come up with a logical checklist. A good ERP selection checklist consists of the features you want your ERP to automate:

  • Accounting and finance
  • Inventory management
  • Warehouse management
  • BI
  • Project management
  • Customer data management
  • Supply chain management
  • Sales and order management
  • Purchase order management 
  • Shipping details
  • CRM
  • 3PL
  • Price and product updates
  • Human resources

The best approach to successfully selecting and implementing an ERP system

Companies need to know how to choose the right ERP for their needs. That calls for caution when determining their ERP requirements. The first step is to assess the necessary features and tools based on your business needs. Next, focus on the vendor’s ability to deliver ERP based on your needs and goals. To assess your ERP requirements and do a successful implementation task, answer these questions. 

1. What business practices are you likely to adopt in the future?

As ERP represents a massive investment, it must support your future goals. A scalable solution should efficiently address your future growth and expansion plans. 

2. Will my ERP vendor still be in business in the future?

As an ERP software provider has business plans, you may not know their future objectives. Even so, understand that your business’s success depends on its ability to sustain its operations. 

Studying past business strategies and practices is easy to gauge where a vendor might be a few years from now. If they are a well-established company, it is unlikely that it could run out of capital in the future. 

3. What are your workers’ views on buying a new ERP system?

Employees will use the new software daily to increase their productivity and save time. It is vital to conduct a survey involving them to gather their thoughts. Additionally, you can assess their workflows and see how the new software solution can boost or hinder them.

4. What are the most crucial requirements to address with ERP? 

Identifying the most vital business requirements before purchasing an ERP product is a must. If your company falls under SMEs, it might have some capital limitations. Thus, it may only afford essential ERP software with a few modules. If that is the case, you would rather spend on a solution that can address your most crucial business problems. 

5. In which industry do you operate, and can a vendor understand your needs?

Your business is a unique entity even within its industry. Thus, it would help if you had a well-versed ERP vendor who could evaluate and meet your needs. If you are in a wholesale and distribution business, you can find an industry-specific ERP like Ximple. After that, you will have a scalable cloud-based solution requiring no customizations. 

6. Can my vendor support me during ERP implementation and afterward? 

As you are new to the enterprise resource planning tool, you require a vendor who can follow up with you after implementing your software. They should train your in-house team to ensure it understands how the system works. Additionally, the vendor should be patient enough to teach people based on their ability to adapt to change. 

7. What is the best way to deploy an ERP software system?

We have discussed three types of ERPs. As you compile your ERP requirements, remember to select the best option. Since cloud computing is the future of businesses, choosing a cloud-based ERP tool would be safe. Besides the ease of remote access, a cloud-based solution offers multi-factor authentication and sophisticated data encryption. Above all, you will never have to worry about server issues or upgrading costs. 

8. What solution can I afford with my current budget? 

Setting up your budget is very necessary. If you know that you can spend up to $100,000, it will be easier to choose a suitable vendor based on that budget. Be aware of hidden costs that you might get to know about later on.

Conclusion

Now you have the correct data concerning ERP system selection and implementation. Ensure that you put the hints in this ERP guide to good use. Even if you want the most standard software, implementing it will cost you time and money. So, take the time to make the right vendor selection decisions. That way, you will avoid overspending business capital on a system that might fail soon.


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