How does the implementation work?

What does the installation or implementation of an ERP system in the firm mean? How long does it take and what are the phases? And what needs to be prepared?

Zkušební provoz? To si nějak sedne

  • Project implementation (1 - 2 months)

    In cooperation with the managers of your company, your corporate processes are clearly described by the vendor of the selected ERP solution. The vendor then proposes their optimization and support in the information system and determines a precise timetable of the activities necessary for the successful installation of the system in your company.

  • Installation and setup of the system (2 - 11 months)

    The vendor puts the standard installation of the ERP system into operation and then adjusts and sets it so that it conforms precisely with the description of the solution in the project implementation. This phase includes introducing the books, inventories and registers, setting up banks, cash registers and access rights or defining choices, analytical perspectives and notifications.

  • Converting historical data (ongoing)

    The conversion of historical company data from original systems and Excels using import-created bridges, or their transcript from paper sources, occurs continuously during the phase of installing and setting up the system. During the implementation of the project, every company must carefully consider what historical data is worth keeping and what not.

  • Special modifications and scripts (ongoing)

    Modifications in the appearance of input forms and print outputs, particularly in the area of corporate reports, take place during the setup of the system. Special scripts and tools that are not part of the basic installation of the system are developed at the same time. The extent of these adjustments is based on the consultations conducted during the course of the project implementation.

  • Training employees (1 - 2 months)

    The first training of employees is performed on demo data. The main goal is to familiarize them with the user environment and basic principles of the system. Subsequent employee training on live data will speed up considerably. The intervals between training should be kept to a minimum, the same between the final training and deployment of the system.

  • Routine operation (1 month)

    Putting the system into full operation should be done under the physical supervision of vendor consultants. They are prepared to assist employees with their first steps in the new system and take care of additional requirements on the spot that were not discovered during the project implementation. The routine operation is wrapped up after a month with the financial statements.

Implementation is now at an end. But what if something was easily forgotten? Is it possible to further extend and modify the system?

It is important to remember that an information system is not like consumer goods. It is not possible to leave it lying around for five years and then replace it with a newer model. If the ERP in your company is not constantly developed, it will slow the growth of the entire company. The vendor always counts on further modifications and development of the system. It is also usual for our customers to develop the system themselves. Our consultants are rather in the position of advisers and mentors.

Martin Běhůnek, project manager of the team in Brno

Martin Běhůnek

Key questions

What demands will the implementation make on the company? What do we have to prepare for? And how challenging will the whole process be for regular employees?

At the very beginning it is necessary to define the key users who will be responsible for communicating with the implementation team and the regular employees of your company. They will likewise be involved in the design of the solution during project implementation and verify everything during the actual implementation. For the average employee, changing the system means just a few hours to some days training on it and putting it into operation. Nothing more.

How do employees learn to work with the system? Is it necessary to train them all on it? And how does such training take place?

Training can take place in many forms. It always depends on the arrangement. You can train the entire company in one or more stages, you can train by departments and only the key users, who then will train the others. We recommend that all employees be carefully trained to prevent them from having to blindly follow the manual and making a mistake in any non-standard case or needing the support of your IT department or our consultants.

Is assistance in putting the system into operation really necessary? Some vendors don’t offer it and claim that it isn’t necessary.

The same as with a driving license, the knowledge of road signs and the technical documentation to your car is not enough, and so it is good (or even necessary) to complete a few drives first under the supervision of an instructor. And so it applies here that a consultant should be present during the first phase when those first steps in the new system are taken. Users therefore acquire the right habits, they understand why things are supposed to do what’s required of them, and the development of the system in the future will be truly effective.