Successful ERP implementation requires a strategic approach that aligns with your business goals, ensuring minimal disruption and maximum efficiency. This guide breaks down the critical steps and best practices for navigating your 2024 ERP implementation, helping you avoid common pitfalls and achieve a seamless transition.
With a clear plan in place, your business can unlock the full potential of ERP to enhance productivity and drive growth.Â
How to Successfully Carry Out ERP Implementation – The Process and Plan
There are 17 major steps for ERP implementation, which you must abide by.
- Step 1 – Define the scope of ERP implementation: Write the objectives of your project, anticipate all risks involved, and assign roles to a team.
- Step 2 – Select an ERP system: There are three kinds of ERP systems: custom-built systems, cloud-based systems, and customized ERP systems.
- Step 3 – Draft a project plan: Be logical with your plan and involve stuff like your goals, planned methods, and end-case studies, among others.
- Step 4 – Time taken for ERP implementation: Be patient, and know that generally, the process of ERP implementation takes around 4 to 8 months.
- Step 5 – Define the steps involved: Understand the goals and needs of your business to define steps in a better manner.
- Step 6 – Create a change management plan: You must begin by planning out the plan of ERP implementation in simple steps and then delegating work based on expertise and not seniority.
- Step 7 – Work on an achievable goal: You need to create a schedule for yourself that is urgent but also achievable. Remember not to make tall claims or goals that cannot be achieved with the given resources.
- Step 8 – Communication: To improve communication, you can start by scheduling an organized meeting with all your IT partners. Another thing that you can do is avoid changes in the team.
- Step 9 – Predict costs and budget: Estimate your expenses and draft a budget. Your actual expenses may exceed the estimates, but you can avoid this by being careful about hidden costs.
- Step 10 – Arrange mid-way approvals: Rather than keeping the entire process to be improved in the end, you should try to approve the actions of your employees frequently.
- Plan testing: You can test the ERP system through three kinds of tests: technical tests, functional tests, and user acceptance tests.
- Step 11 – Data migration: You can ensure smooth data migration through two steps: first, converting and collecting data from previous software; and second, reviewing and obtaining approvals.
- Step 12 – Be prepared for change: You must comprehend that mere paperwork does not change the functioning of your business automatically. So you should indulge the employees in the workings of your new system.
- Step 13 – Training: You may train your employees either on the ground, that is, face-to-face, or through e-learning.
- Step 14 – Plan before going live: You should plan the deployment through hardware synchronization, frequent tests, and data migration confirmations.
- Step 15 – Support & Maintenance: Work with your developer and ensure that they are available round the clock, in case of any need.
- Step 16 – Evaluate success: Ask yourself whether you can achieve your goals through this ERP implementation or not. Find out if there have been any improvements or not.
ERP Implementation Sample Plan
To illustrate a successful ERP implementation process, here is a step-by-step plan tailored specifically for Apple Inc., outlining key actions and considerations for each phase of the implementation.
Step |
Description |
Step 1: Define the Scope |
Objectives: Streamline global operations, improve inventory management, and unify departments. Risks: Employee resistance, data migration challenges, downtime, cybersecurity risks. Roles: IT for integration, HR for change management, Finance for budgeting. |
Step 2: Select an ERP System |
Choice: Customized ERP system or cloud-based system for scalability and flexibility. |
Step 3: Draft a Project Plan |
Goals: Reduce operational costs by 15%, and improve inventory turnover rates. Methods: Employee engagement, software integration, go-live schedule. |
Step 4: Time for Implementation |
Estimated 6-8 months for ERP implementation, considering Apple’s size and complexity. |
Step 5: Define Steps |
Evaluate current systems, identify gaps, set specific goals for departments, customize software, and re-engineer business processes. |
Step 6: Change Management Plan |
Plan to minimize disruptions and encourage user adoption. Delegate work based on expertise. |
Step 7: Work on Achievable Goals |
Set SMART goals: e.g., reduce supply chain cycle time by 20% in the first year. |
Step 8: Communication |
Regular meetings with stakeholders, clear communication via collaboration platforms, and progress tracking. |
Step 9: Predict Costs & Budget |
Budget for software, customization, data migration, training, and support. Anticipate hidden costs (e.g., third-party integrations). |
Step 10: Mid-Way Approvals |
Implement checkpoints for approval at major milestones: system integration, testing, initial training, etc. |
Step 11: Plan Testing |
Conduct technical tests, functional tests, and user acceptance tests. Ensure cross-departmental functionality. |
Step 12: Data Migration |
Migrate data from legacy systems in stages. Validate and review data accuracy in each phase, and prioritize key data points (e.g., customer records, supply chain data). |
Step 13: Be Prepared for Change |
Engage employees early, involve them in ERP setup, and run hands-on workshops to ease the transition. |
Step 14: Employee Training |
Blended approach: On-site training + e-learning tailored to different departments. |
Step 15: Pre-Go Live Planning |
Hardware synchronization, multiple testing rounds, and final data migration checks before deployment. |
Step 16: Support & Maintenance |
24/7 support post-implementation, partner with ERP vendor, in-house team for maintenance and troubleshooting. |
Step 17: Evaluate Success |
Measure success by evaluating KPIs: operational efficiency, inventory accuracy, supply chain improvements, and employee adoption. Regular audits to ensure goals are met. |
How Other Leading Brands Achieved ERP Transformation
ERP Implementation is a daunting task for growing organizations that are looking for this transformation. Let us find out how big brands took out their ERP implementation into different phases which were successful.
SAP Implementation at Coca-Cola
Coca-Cola, a renowned beverage company, embarked on an ERP implementation project to streamline its global operations. The phases included project initiation, requirement analysis, system design, development and configuration, testing and quality assurance, training, and user acceptance, data migration, and go-live. Coca-Cola successfully implemented SAP ERP, enabling better inventory management, supply chain visibility, and financial reporting across its global network.
Oracle Implementation at Amazon
Amazon, the world’s largest e-commerce company, implemented Oracle ERP as part of its strategy to enhance operational efficiency. The implementation phases involved project initiation, requirement gathering, system design, configuration and customization, testing and quality assurance, training, data migration, and going live. Oracle ERP empowered Amazon with real-time insights, streamlined order management, and improved financial controls.
Microsoft Dynamics Implementation at L’Oréal
L’Oréal, a leading beauty and cosmetics company, underwent an ERP implementation using Microsoft Dynamics. The implementation phases included project initiation, requirement analysis, system design, customization and development, testing, training, data migration, and go-live. Microsoft Dynamics helped L’Oréal optimize its supply chain, streamline product lifecycle management, and improve financial visibility across its global subsidiaries.
SAP S/4HANA Implementation at Adidas


Adidas, a renowned sports apparel manufacturer, implemented SAP S/4HANA ERP to enhance its operational efficiency. The implementation followed phases such as project initiation, requirement gathering, system design, configuration, testing and quality assurance, training, data migration, and go-live. SAP S/4HANA enabled Adidas to streamline its supply chain, improve inventory management, and gain real-time visibility into its sales and financial data.
NetSuite Implementation at Airbnb
Airbnb, a popular online marketplace for vacation rentals, opted for NetSuite ERP implementation to support its growing business operations. The implementation phases encompassed project initiation, requirement analysis, system design, customization, testing and quality assurance, user training, data migration, and go-live. NetSuite helped Airbnb automate its financial processes, improve financial reporting, and streamline vendor management.
These examples show how well-known brands successfully navigated the ERP implementation journey, employing industry-leading ERP solutions to optimize business processes, boost productivity, and drive growth.
Types of an ERP Implementation Plan
There can be any categorization of types of ERP implementation. Considering the current industry standards followed in implementing a cloud-based ERP implementation, there are three kinds. We have given them names. They are Express ERP implementation, Standard ERP implementation, and Advanced ERP implementation. Let’s dive a bit deeper to understand these three of them.
Project Type |
Express Implementation |
Standard Implementation |
Advanced Implementation |
Implementation Approach |
Streamlined and accelerated |
Comprehensive and customized |
Highly tailored and advanced |
Project Duration |
Shorter timeframe |
Moderate timeframe |
Longer timeframe |
Customization Level |
Minimal customization |
Moderate customization |
Extensive customization |
Deployment Speed |
Rapid deployment |
Controlled rollout |
Gradual deployment |
Business Requirements |
Standard processes and requirements |
Specific business needs |
Complex and unique requirements |
Data Migration |
Basic data migration |
Data migration with transformation and mapping |
Extensive data migration and integration |
Testing and Training |
Limited testing and training |
Comprehensive testing and user training |
Rigorous testing and advanced user training |
Scalability |
Limited scalability |
Moderate scalability |
High scalability and adaptability |
Maintenance and Support |
Standard support and maintenance |
Ongoing support and maintenance |
Continuous improvement and optimization |
Based on your current business process, requirements, and different disjointed systems and departments, you can choose your implementation process. In every ERP implementation process, a decision will be made based on the components of ERP that will be synced together, as well as the type of ERP software that will be implemented. Let us understand what components and types of ERP software will be used in the ERP implementation process.
Components of ERP Software for Implementation Process
The components of an ERP depend on the needs of the organization but some features are intrinsic to each ERP. Some major components are finance, human resources, logistics and manufacturing, supply chain management, and customer relationship management.
Component | Description |
---|---|
Financial management | Tracks all financial transactions, including accounts payable, accounts receivable, general ledger, costs, budgets, and forecasts. |
Human resources | Manages all employee-related information, including payroll, benefits, performance reviews, and training. |
Manufacturing and logistics | Manages the production process, from ordering raw materials to shipping finished goods. |
Supply chain management | Manages the flow of goods and services from suppliers to customers. |
Customer relationship management | Manages all customer interactions, from sales to service. |
Custom component | A lot of ERP implementation consulting companies, like Captivix, also help in building custom modules for your ERP needs. It can sync with custom mobile apps or web apps for better monitoring and forecasting of business operations. |
Make sure that your CIO is well-informed about what modules can be useful, customized, or ignored, based on your business needs. Once you are sure of the modules, you can choose to go with the implementation of the ERP. Your ERP can be of these three type as explained in the next part of this blog.
Tips for Selection and ERP Implementation
Here are some11 tips to ease the process of selection and ERP implementation:
- Define objectives and set goals for guidance: Begin by understanding your goals and drafting a plan that keeps them all in mind. Resolve political issues within the firm if any, and ensure that change management processes are going well.
- Maintain the processes: You should rethink how your company works and how you can make it more efficient. Take advantage of the data migration and deployment whenever possible.
- Streamline your data: Know what you are migrating and make sure that it is relevant to your business. Do not overhaul unnecessary data and remember to migrate with utmost care.
- Focus on major needs: You should know what your business actually requires as this will help you find an ideal option for yourself. There is no point in investing in something that does not matter at the moment.
- Plan ahead of time: Conduct this part with your vendor by asking them about the future support that they will be providing. Check whether the system will grow with your business and whether it can be customized or not.
- Schedule demos in the beginning: Ask your vendor to give you demos of the system you are choosing, to understand whether it will suit your needs and work to your advantage or not.
- Choose a viable vendor: Be sure of whom you are dealing with. Choose a vendor who has a reputation in the market and industry expertise, to make the ERP implementation smoother.
- Prioritize end-users: While selecting a system, keep the end-users in mind. Check if it will work the best for them or not because the end-users will be handling its activities and deciding how it will work for your business.
- Integration: The ERP should work in consonance with the other apps and software involved in your business to ensure the smoother working of the business.
- Be sure about customizations: Know whether you would like to customize your system or standardize it. To be sure, a lot of companies these days are opting for standardization.
- Low-code works the best: Low-code can help you deploy any improvements quite safely and ensure the efficiency of work. These do not impact the core of the ERP system.
Best Time for ERP Implementation
The best time varies based on factors like the company, industry, and business cycle. Usually, the best time for ERP implementation is during the slower periods of business or the off-season. Another factor to keep in mind before starting the process is the stability of your business.
If you try to implement ERP in the middle of the night, due to some random idea that you got, it will only result in a haphazard for your business. Therefore, analyze the possible chances or rate of success of implementing the software before taking any decision.
How Long Should an ERP Implementation Process Take?
Firstly, you should be patient with the process as it is not child’s play. Good things take time and so will this. ERP implementation is a complex process that requires patience. Generally, the ERP implementation process will take around 4 to 8 months however, the actual period depends on how complex your project is and the size of your business. Never rush the process for the sake of speed, as a thorough and well-executed implementation will yield the best results.
A smaller business with simpler a form of the project will take less time than the opposite. Just remember that the process will take time for the best result and therefore, do not hurry with things.
ERP Implementation: Costs Involved
The cost of ERP implementation can vary depending on a number of factors, including the size of the organization, the complexity of the ERP system, and the level of customization required. However, in general, ERP implementation costs can range from a few hundred thousand dollars to several million dollars.
Here are some of the factors that can affect the cost of ERP implementation:
- Size of the organization: The size of the organization will have a significant impact on the cost of ERP implementation. Larger organizations will typically require more complex ERP systems and more customization, which will drive up the cost of implementation.
- Complexity of the ERP system: The complexity of the ERP system will also affect the cost of implementation. More complex ERP systems will require more time and resources to implement, which will drive up the cost.
- Level of customization: The level of customization required will also affect the cost of implementation. If the ERP system needs to be customized to meet the specific needs of the organization, this will add to the cost of implementation.
- Vendor: The vendor that is chosen to implement the ERP system will also affect the cost of implementation. Some vendors charge more than others, and the cost of implementation will also vary depending on the vendor’s experience and expertise.
In addition to the factors listed above, there are a number of other costs that may be associated with ERP implementation, such as:
- Training: Training for employees on how to use the new ERP system can be a significant cost.
- Data migration: The cost of migrating data to the new ERP system can also be a significant cost.
- Support: The cost of ongoing support for the ERP system can also be a significant cost.
It is worth noting that the typical cost of ERP implementation is around $7200 for a small-scale ERP implementation process. It’s essential to keep in mind that the actual cost of the ERP system may fluctuate depending on the unique requirements of your business. The various factors outlined above are crucial in determining the cost of the ERP software that is best suited for your company. As such, it’s important to weigh your options carefully before making a financial commitment. To ensure you make an informed decision, consider hiring consulting professionals to assist in the process.
ERP Implementation: Best Practices to Follow
Implementing an ERP system requires careful planning and execution to ensure its success. Here are some best practices to consider for a successful ERP implementation:
- Clearly Define Goals and Objectives: Clearly define the goals and objectives of the ERP implementation project. Identify the specific business outcomes and benefits you aim to achieve. This clarity helps in aligning the implementation process with the organization’s strategic vision.
- Engage Key Stakeholders: Involve key stakeholders from different departments throughout the implementation process. This includes executives, department heads, end-users, and IT personnel. Their involvement ensures that the ERP system meets the needs of all stakeholders and garners their support.
- Thoroughly Assess Business Processes: Conduct a comprehensive analysis of existing business processes to identify inefficiencies, bottlenecks, and areas for improvement. Optimize processes before implementing the ERP system to maximize its benefits and avoid automating ineffective or inefficient workflows.
- Select the Right Implementation Team: Assemble a skilled and dedicated implementation team comprising both internal resources and external consultants. Ensure that the team members have relevant expertise and experience in ERP implementation. Clear communication channels and defined roles and responsibilities within the team are crucial.
- Plan for Change Management: Develop a change management strategy to address the impact of the ERP implementation on the organization and its employees. Communicate the benefits and goals of the ERP system, involve employees in the process, and provide training and support to facilitate a smooth transition.
- Ensure Strong Project Management: Appoint a project manager responsible for overseeing the entire ERP implementation project. The project manager should possess excellent communication skills, strong leadership, and the ability to manage timelines, budgets, and resources effectively.
- Prioritize Data Accuracy and Migration: Pay careful attention to data migration and cleansing processes. Ensure that data from legacy systems is accurate, complete, and properly mapped to the new ERP system. Validate the migrated data through rigorous testing to maintain data integrity.
- Conduct Comprehensive Testing: Perform thorough testing at each stage of the implementation process, including unit testing, integration testing, system testing, and user acceptance testing. Test all functionalities, configurations, and integrations to identify and resolve any issues or bugs before the go-live phase.
- Provide Adequate Training: Invest in comprehensive training programs for end-users to ensure they are proficient in using the ERP system. Tailor the training to different user roles and provide ongoing support to address user queries and concerns.
- Monitor and Evaluate Performance: Continuously monitor the performance and usage of the ERP system after implementation. Identify areas for improvement, track key performance indicators (KPIs), and make necessary adjustments to optimize system performance.
By following these best practices, organizations can enhance the likelihood of a successful ERP implementation, maximize the benefits of the system, and drive long-term business growth and efficiency.
Once you have ensured all these points are taken care of, you will be thoroughly ready at your firm.
Failure Rate and Major Reasons
Not all that we do is bound to succeed. Similarly, the implementation of ERP can fail at times. Here is some data to help you analyze the failure rate before moving further.
As per McKinsey, 75% of all ERP implementation projects fail to meet their set targets and 74% of them take longer than expected.
The failure rate of ERP implementation projects has been a topic of discussion in the industry. While ERP implementations can be highly successful, there have been instances where projects have encountered significant challenges and failed to deliver the expected outcomes.
Here are a few examples and case studies highlighting instances of ERP implementation failures:
- Hershey’s ERP Implementation Failure: In 1999, Hershey’s, the renowned chocolate manufacturer, attempted to implement an ERP system to streamline its supply chain and improve inventory management. However, the project faced multiple issues, including inadequate testing, lack of user training, and data migration problems. These issues led to disruptions in the supply chain during the Halloween season, resulting in a loss of approximately $100 million in revenue.
- Waste Management’s SAP Implementation: Waste Management, a waste and environmental services company, embarked on an ERP implementation project with SAP in 2007. The project aimed to unify its financial systems and processes. However, the project encountered challenges, including misalignment of business requirements with the software, lack of executive buy-in, and inadequate testing. These issues resulted in financial reporting problems and a lawsuit between Waste Management and SAP, ultimately leading to a settlement of $100 million.
- Lumber Liquidators’ ERP Failure: Lumber Liquidators, a hardwood flooring retailer, struggled with an ERP implementation in 2013. The project aimed to modernize its business operations but faced issues with data accuracy and integration. The ERP system failed to meet the company’s requirements, causing disruptions in inventory management and financial reporting. As a result, Lumber Liquidators experienced significant financial losses and had to revise its financial statements.
- Revlon’s SAP Implementation Challenges: Revlon, a global cosmetics company, faced challenges during its ERP implementation with SAP in 2018. The project aimed to integrate various business processes and improve efficiency. However, the implementation encountered difficulties, including delayed shipments, inaccurate financial reporting, and difficulties in fulfilling customer orders. These issues resulted in a decline in sales and profitability for Revlon.
These examples highlight the complexities and risks involved in ERP implementations. Factors contributing to failure can include inadequate planning, poor project management, lack of user training, data migration issues, and misalignment of software with business requirements.
It’s important to note that while these cases represent instances of ERP implementation failures, there are also numerous successful implementations that have transformed organizations and delivered significant benefits. Lessons learned from failed projects have led to improvements in project management methodologies, change management approaches, and risk mitigation strategies to increase the chances of successful ERP implementations.
Start Implementing Your ERP Solution with Our Guide Today!Â
So, by the end of now, it is very clear what is ERP Implementation and its significant role in undertaking any business. We have highlighted the major steps involved in ERP implementation. Each step or phase, as you may want to call it, is crucial for a successful implementation.Â
By carefully considering your business needs, evaluating potential ERP solutions, and implementing best practices for deployment, you can ensure that your ERP implementation is a success. With the right approach, ERP implementation can be the key to unlocking the potential of your business and driving growth and efficiency.