ERP Project Completion Checklist

Strategy & Planning Tool

Introduction: How to Use This Tool
ERP projects involve a lot of different steps. Most enterprises will use the implementation methodology promoted by their consulting partners. Use the following checklist of required activities if you either don’t yet have a consulting partner or to validate their approach. Add and delete tasks as they apply to the organization’s situation. For additional information on the tasks refer to the linked resources and tools.

ERP Project Completion Checklist
Task Description
The first step in an ERP project is identifying the need. There must be some trigger for the process. Common triggers include: • Lack of scalability of existing technology systems. • Need to move off legacy systems such as mainframes. • Limited planning visibility of existing systems. • Excessive cost for maintaining existing systems. • Emerging compliance concerns. • Strong executive support for a particular initiative. • Existing ERP package is no longer supported by vendor. A crucial early step in the ERP project is establishing a project team. It should include the executive sponsor for the team and have representation from the business units that will be affected by the project.

Deliverable
A statement of direction and initiative.

Exception

Complete?

Establish project trigger

Form the project team

Create a team list and append it to the extant project documentation

These are not detailed requirements but should identify functional goals for the project. Common requirements for ERP systems relate to strategic goals around system scalability. so will the size of the project team. These requirements may be fulfilled by a packaged solution or may require custom development. For guidance on creating the selection teams. IT managers must ensure that tools are available that will meet the preliminary requirements. The size of the team will change as the project progresses. Case studies and client If packaged applications are not available to meet preliminary . Perform high level scoping An initial project scoping document that identifies preliminary goals.ERP Project Completion Checklist Strategy & Planning Tool The project team will have an important role in both scoping the project and ultimately in product selection. see Establishing a Selection Committee for Enterprise App Projects. During the early stages of the project it will consist of a Steering Committee to guide decisions and distribute responsibility. analysis and planning capabilities. The preliminary requirements draw from the identified trigger and perhaps expand it.”) Refer to OptimizeIT resources on Project Prioritization. The third step of an ERP project is to come up with a rough set of requirements. Where possible. the goals shall also include numeric objectives (e. The document shall be limited to 5 to 10 key project goals.g. or data visibility. particularly the Project Charter Creation Template. The fourth step is a process gate. Amend the scoping document to include verification that packaged applications Ensure that a packaged application/tool can meet preliminary requirements. As the scope of the project increases.. “Reduce time required for financial consolidation to less than 1 business day.

Use Info-Tech’s ERP Readiness Assessment. Common aspects of appropriate assessments include: • Staffing and training. require some process sophistication to account for changes in business processes and security concerns. requirements. Does the enterprise have the appropriate processes in place to support the technology initiative? ERP projects. Include examples of customer testimonials as appendix material. If the preliminary requirements can be met by a can meet the preliminary requirements. Include an appropriateness assessment with the project scoping document. Does the enterprise have the right technical staff or can it develop that staff? • Capability of infrastructure. for example. either revisit requirements or initiate a plan to redress those aspects of the enterprise that are lacking. Even if packaged solutions are available. they may not be appropriate for a particular enterprise.ERP Project Completion Checklist Strategy & Planning Tool testimonials from vendors are valuable for establishing the feasibility of meeting the preliminary requirements. A second process gate involves checking the approximate cost of the project. either revisit requirements or initiate a custom development initiative. Enterprises must ensure that they either have the appropriate resources in place or are willing to acquire or build those resources. Assess organizational readiness Determine approximate cost of project Complete Info-Tech’s ERP Rough Cut TCO Calculator. Solutions may involve a great deal of technical and process complexity. Will the existing infrastructure support the initiative or will it have to be expanded? • Maturity of processes. If the enterprise is not sufficiently sophisticated for the technology. Packaged applications may not be available to enterprises in narrow industries with niche requirements. If the approximate cost is .

it is time to begin project planning. reconsider either the preliminary requirements or the project justification. It should explore market dynamics and include both an opportunity assessment and recommendations. An important part of the project is to prepare a business plan that explores the potential benefits of a particular solution and how they will affect different parts of the organization. Cost estimates can be established through conversations with enterprises of similar size and industry or via various research tools. then the enterprise must reconsider either requirements or approach. Moving from project objectives to a tactical plan requires the creation of functional requirements. These requirements will ultimately change as the project progresses but team members need to baseline prohibitively high. After establishing that packaged solutions are available that will meet the preliminary requirements.ERP Project Completion Checklist Strategy & Planning Tool set of products but those products are excessively expensive. Deliverable: perform a rough cut cost assessment and include the estimate in the project scoping document. Use Info-Tech’s ERP Business Case Template. ideally. A manufacturer with $10 million in annual revenue. The business plan must be approved by enterprise's senior leadership. Use Info-Tech’s ERP Requirements Template . how it should be done. and that the enterprise can afford those solutions. They must identify what the system should do and. The business plan is a valuable tool for negotiating among the various stake holders within an organization. Develop a business plan for the project Prepare preliminary requirements Create a set of requirements and append them to the project documentation. for example. Complete a business plan that articulates potential benefits. will not likely be able to afford a solution requiring a capital budget of $5 million.

Use InfoTech’s ERP Solution Specification Template. For additional guidance and templates. Validate the collected requirements with the ERP Task Work Log for Subject Matter Experts.ERP Project Completion Checklist Strategy & Planning Tool required functionality before assessing vendor offerings. Too much detail. The vendors must be compared in a Append the project planning document with the list of vendors. The degree of detail for preliminary requirements will vary depending on the company. Create a solution specification A solution specification is a way to compile information from different stakeholders into a single document that will then form the basis of subsequent activities such as building the RFP and demo scripts. The list should be compiled in consultation with the project team. refer to the Info-Tech Solution Set Overcome the Barriers to Good Requirements Management. The next step is to identify potential suppliers of packaged solutions. for Business Unit Managers to elicit requirements from relevant managers. This long list should include considerations such as solution architecture. functional requirements. and vendor reputation. Some enterprises prepare detailed requirements in an effort to actually capture existing business processes and gain some insight on how to change those processes. Prepare a solution specification. The solution specification is an interim step that preempts extensive late-stage revisions of RFPs and scripts. Identify potential vendors Prepare RFP Compile an RFP and . For additional guidance. see A Solution Specification Simplifies Software Selection. can actually hinder both vendor selection and implementation as the project team evaluates solutions against requirements that are unnecessarily onerous. however.

For additional guidance on creating an RFP. The completed RFPs should then be assessed with consideration of both the requirements and the business plan. Scoring of the demonstrations should happen immediately upon the conclusion of the demonstration. The shortlist process should primarily consider the functionality of the products. The project team must evaluate the RFPs to determine which vendor presents the best potential fit for the enterprise. Invite vendors to conduct a product demonstration. see Crafting the RFP for Enterprise Applications. Shortlist vendors Conduct demonstrations Append the shortlist to the project planning document. Info-Tech offers a generic vendor score card: Enterprise Apps Demo Scorecard. see ERP Vendor Selection: Standard Letters. For standard letters and templates to communicate with vendors. Conduct a due diligence assessment for preferred Perform due diligence on vendors and system . The content of the demonstration should be scripted to a certain extent by the enterprise. The demonstration process will likely result in a very short list including only a few distribute it to potential vendors. For additional guidance on conducting demos. Compile a demonstration script for the vendors and create a scorecard to be used by members of the project team to evaluate the demonstrations. see Master the Enterprise Application Vendor Demo and Building Demo Scripts for Enterprise Application Selection.ERP Project Completion Checklist Strategy & Planning Tool consistent manner. Shortlisted vendors should conduct a product demonstration at the enterprise's site. The RFP presents an opportunity to ask questions that reflect requirements to potential vendors. Many enterprises tend to be over-specific in their RFPs. resulting in relatively poor responses. Focus the RFP on those requirements that are absolutely crucial for meeting the requirements of the project trigger.

Perform Due Diligence on App Vendors to Avoid Unpleasant Surprises. often the CEO. • Reference checks. This selection can be informed by the project team but must ultimately be made by the project sponsor. requirements. This assessment can include reports of reference checks and site visits. vendors. and due diligence process to the project plan. The analysis must now shift to confirming the ability of these vendors and their integration partners to successfully complete the project. and Guidelines to Assess the Viability of Private Vendors. This process ultimately results in a signed contract. Finalize a contract. Due diligence can include: • Assessment of financial stability. Send formal notification of the selection to the chosen vendor. • Trips to vendor conferences and user events. Info-Tech resources on due diligence include: Due Diligence: Don't Sign an Apps Contract Without It. Append project justification in terms of the business plan.ERP Project Completion Checklist Strategy & Planning Tool vendors. • Site visits. A finalist must be selected from the final list of qualified vendors. Info-Tech resources on negotiation include the content bundle IT Resource Management: Vendor Management . integrators Select vendor Negotiate The final purchase price and contract terms must be negotiated with the vendor.

Implement Test Train Compile an end user preparation plan and include it with the overall project plan. Each release involves testing and the preparation of business users. For additional guidance. It can involve a variety of different strategies including unit testing. The plan must include consideration such as: • Staffing and resourcing. • Functional and technical design. It can be the responsibility Create a set of detailed requirements.ERP Project Completion Checklist Strategy & Planning Tool Negotiate Contracts and the note. The implementation process begins with the creation of detailed deployment plan. implementation is a significant and iterative task that involves many different parties. Top Negotiation Strategies to Cut Costs on IT Contracts. As with the preparation of the deployment plan. Prepare deployment plan Append an implementation plan to the overall project plan. see the Info-Tech Solution Set Develop and Improve your Software Testing Strategy. An unused enterprise application will drive no return on investment. and acceptance testing. One component of the implementation plan is testing. system testing. Develop a testing plan to supplement the implementation plan. The preparation of the deployment plan will occur in conjunction with the vendor and the implementation partner. The requirements and system modifications must be implemented through a series of staged releases. • Change management. Refer to Info-Tech’s ERP Project Planning & Tracking Tool. . It is an iterative and ongoing task. regression testing. functional testing. Business users are integrated into the implementation through training.

the appropriate business unit. see How to Develop an Employee Training Program and Training the Business User: Models and Plans.ERP Project Completion Checklist Strategy & Planning Tool of the vendor. A number of tasks occur even after the implementation is completed. These considerations include issues such as: • Business case reconciliation. <Enter Task Here> <Enter Task Here> <Enter Task Here> Append a plan for postimplementation support to the main project documentation. For additional guidance. Post-implementation documentation and support . • Ongoing support for the implementation. see The Importance of Conducting a Post Implementation Review. the integration partner. or even the IT department. This postimplementation work is omitted by many enterprises but it provides an opportunity for project review. For additional guidance. Some of these tasks will be the responsibility of the initial project team. • Project post mortem review.

. and are not intended to be used as a substitute for any kind of professional advice. To customize this document with corporate marks and titles. not specific professional or personal advice. These documents are intended to supply general information only. simply replace the InfoTech Information in the Header and Footer fields of this document. Use this document either in whole or in part as a basis and guide for document creation.ERP Project Completion Checklist Strategy & Planning Tool _____________________________________________________ Info-Tech Research Group tools and template documents are provided for the free and unrestricted use of subscribers to Info-Tech Research Group services.

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