A case study on finding the right ERP consultant

The CEO of Entercorp called an all-hands meeting this afternoon.  He recognized Anne and the crew from Helpful ERP Consultants for a job well done.  

Their tasks are complete and next week most of them will be off to some new assignment.  Meanwhile, the people at Entercorp receive value from their new ERP daily. To understand how this momentous event came about, we should go back a few years and see how Entercorp chose their ERP consultants.

Understanding the role of ERP consultants

An ERP consultant plays a crucial role in guiding businesses through the complexities of selecting, implementing, and managing ERP systems. These consultants ensure that the ERP solution aligns with the company's processes, reduces inefficiencies, and drives growth.

Expertise and specialization

Entercorp began with their requirements for the new ERP and their requirements were well prioritized.  Quickly they realized they did not have all the necessary expertise within their ranks. They did not want to hire experts on a permanent basis since the jobs would be completed within a relatively short time.

Finding someone who truly understood their needs was the first priority. They interviewed ERP selection consultants, contractors, and ERP consulting companies without preconceived notions of who might be better.

Because they needed a variety of expertise, they chose Helpful ERP Consultants who employed or used their own external consultants and seemed to have the right mix of experts.  The ERP project needed skills including network technology, data conversion, integration, customization, and financial requirements.

Helpful ERP Consultants also worked with several ERP systems, in addition to the chosen product, and Entercorp felt this would be an advantage as there often is more than one way to accomplish needs.

Ensuring availability

Once Entercorp found an ERP consulting firm that fit their needs, they also needed to ensure that their chosen firm was available during the implementation period. This requirement should not be overlooked. The top consultants are always in demand and the choice could come to second best or next year.

Check out our free guide on how to budget for an ERP consultant

Checking references

Ask for references and check them carefully. Helpful ERP Consultants provided a list of several satisfied customers.

Entercorp searched beyond that list, finding other businesses that had employed their chosen ERP consulting firms. They also spoke with partner customers, suppliers, and contacts from industry groups.

Any prospective consultant will provide their best list, so it’s crucial to ask open-ended questions to elicit extensive replies. Develop a standard questionnaire and a score sheet so that replies from all sources are comparable.

Aligning business models

Entercorp knew their business model and sought ERP consultants who had worked with businesses in that niche. However, they also valued consultants who had experience in other industries. For example, a distribution background would assist with warehousing and logistics, even if Entercorp primarily operated in manufacturing.

Maintaining project ownership

Entercorp felt that the ERP project was theirs to own. While some ERP consulting companies offer turnkey solutions, Entercorp believed in maintaining control.

Helpful ERP Consultants covered many of their needs, but Entercorp kept the relationship structured so that everyone knew who the boss was. Initially, there was discussion about using one of the consultants as a project manager, but Entercorp promoted someone internally to manage the project full-time.

This person later advanced to become Director of Finance, having gained valuable experience from managing the ERP project.

Strategic advice and guidance

Entercorp found they could rely on the team from Helpful ERP Consultants for advice related to both ERP and broader business strategies. This was an important factor in choosing a consultant.

The experience of Helpful ERP Consultants with various businesses allowed them to make strategic suggestions that were often adopted into Entercorp’s business practices.

Clearly, the consultants were more than just technical experts, they were strategic partners.

Data conversion expertise

Helpful ERP Consultants collaborated with Entercorp’s IT personnel to develop and execute a data conversion plan. The legacy ERP system used an uncommon code language, making the consultants’ support invaluable. Their expertise ensured that data conversion, including the selection and migration of relevant data, was conducted smoothly and efficiently.

Testing procedures

Helpful ERP Consultants employed automated testing tools to conduct repetitive tests efficiently. They understood that a single failed test could affect subsequent ones.

Their use of robotic software allowed for many more iterations than manual testing could achieve. They also helped Entercorp develop manual and robotic tests that accurately reflected the company’s processes, ensuring robust system validation.

Effective training programs

Entercorp wanted trainers to be super users who had been involved in other project phases. The consultants would not be around forever, so developing internal expertise was crucial.

Helpful ERP Consultants provided a training consultant to enhance the teaching skills of these super users, ensuring that users across Entercorp were well-prepared for the new ERP system.

Successful go-live support

When it was time to transition from the legacy ERP to the new system, Helpful ERP Consultants were present on-site to support users in every department. Despite thorough preparation, unexpected issues arose, but the consultants were on hand to resolve them quickly, ensuring a smooth go-live experience.

Conclusion

Your business is unique, just like Entercorp. The criteria used by Entercorp to choose their ERP consultants might differ from yours, but the process provides valuable insights into how to proceed.

Helpful ERP Consultants proved their worth by adding significant value to the project. With their support, Entercorp successfully implemented their ERP system, all while ensuring users and managers could manage it effectively to achieve their goals.