Building a project team for an ERP (Enterprise Resource Planning) implementation can be a complex and challenging task, but it is crucial to the success of the project. Selecting and leading the right combination of individuals to contribute to your project can make the difference between success and failure.
In this guide, we'll help you to build an effective ERP project team and increase your chances of a successful implementation.
Key ERP stakeholders are individuals or groups who will be affected by the ERP implementation and have a vested interest in the project's success. This may include upper management, department heads, and employees who will be using the system. Identifying key stakeholders early on in the project will ensure that their needs and concerns are taken into account throughout the project. For example, if the finance department is a key stakeholder, it's important to make sure that the new ERP system will meet their specific needs and requirements.
It's important to remember that an ERP project isn't a technology project, but a people, process and technology project instead.
Some of the common roles we see on an ERP project team are:
ERP Project Manager: The Project Manager is responsible for the overall management of the ERP project. They are responsible for creating a project plan, managing the budget, and ensuring that the project is completed on time and within scope.
ERP Business Analyst: The Business Analyst is responsible for understanding the business requirements of the organization and mapping them to the capabilities of the ERP system. They work closely with the business users to gather requirements and ensure that the ERP system meets the needs of the organization. Make sure to use our ERP requirements document to speed up your process.
Technical Team Lead: The Technical Team Lead is responsible for the technical aspects of the ERP project. They work closely with the development team to ensure that the system is designed and built according to the specifications.
Functional Team Lead: The Functional Team Lead is responsible for the functional aspects of the ERP project. They work closely with the business users to ensure that the system is configured according to the business requirements.
ERP Data Migration Team Lead: The Data Migration Team Lead is responsible for migrating data from the legacy systems to the new ERP system. They work closely with the business users to ensure that all data is migrated correctly and that the integrity of the data is maintained.
End User Trainer: End User Trainer is responsible for training the end users on how to use the new ERP system. They work closely with the business users to ensure that they are able to use the system effectively and efficiently.
Quality Assurance Team: Quality Assurance Team is responsible for testing the system to ensure that it meets the requirements and that it is free of defects. They work closely with the development team to identify and resolve any issues.
IT Support Team: IT Support Team is responsible for providing ongoing support for the ERP system after it has been implemented. They work closely with the business users to resolve any issues that may arise and to ensure that the system is running smoothly.
Clearly defining the roles and responsibilities of each team member is crucial to the success of the project. This includes the project manager, functional leads, technical leads, and any other key positions needed to ensure the success of the project. This ensures that everyone knows what is expected of them and there is no confusion or overlap in responsibilities. For example, the project manager is responsible for overall project management and coordination, while the functional lead is responsible for ensuring that the system meets the specific needs of the department they represent.
Once you have identified key stakeholders and defined roles and responsibilities, begin assembling the team. This may include hiring new employees, reassigning existing staff, or bringing in external consultants. Assembling the right team with the necessary skills and experience is crucial to the success of the project. For example, if a company is implementing an ERP system for the first time, it might be beneficial to bring in external consultants with experience in implementing similar systems to ensure the success of the project.
Providing the team with the necessary training and resources to effectively perform their roles is essential. This may include software training, project management training, or other specialized training. Ensuring that team members have the necessary skills and knowledge to perform their roles will help to ensure the success of the project. For example, providing software training to the functional leads will ensure that they know how to use the system effectively and efficiently.
Encouraging open communication and collaboration among team members is important to the success of the project. This includes regular team meetings, project status updates, and an open-door policy for team members to raise concerns or ask questions. Good communication and collaboration will help to ensure that everyone is on the same page, and that any issues or concerns are addressed in a timely manner. For example, regular team meetings will help to ensure that everyone is aware of the progress of the project and any issues that may arise.
Clearly defining the project's goals and objectives and ensuring that all team members are aware of them is crucial to the success of the project. This includes timelines, budget, and expected outcomes. Having clear goals and objectives will ensure that everyone is working towards the same end goal and that the project stays on track. For example, if the goal is to implement the ERP system within 6 months, it will help to keep the project on track and ensure that it is completed within the desired timeframe.
Check out our free ERP project plan if you want to find a great example.
Monitor progress and adjust as needed: Regularly monitoring the progress of the project and making adjustments as needed is important to ensure the success of the project. This may include revising the project plan, reassigning responsibilities, or bringing in additional resources. Monitoring progress will help to identify any issues or concerns early on and make adjustments as needed to ensure the success of the project. For example, if it becomes clear that the project is behind schedule, adjustments may need to be made to the project plan to get it back on track.
Successful ERP implementation is a team effort, and everyone's contribution is important. It's key that you celebrate success within your ERP project team in a variety of ways, including by celebrating the small wins, as well as by aligning compensation and success KPIs to the needs of the ERP project team.
For example, many businesses will assign specific bonus plans for the ERP project team to align with success metrics such as on-time, on-budget delivery and adoption rates.
In conclusion remember to keep in mind that ERP implementation is a complex and time-consuming task, and it’s important to have a dedicated and committed team with clear roles and responsibilities, good communication, and the necessary resources and training to succeed.