ERP solutions are significantly different from traditional business (bookkeeping) applications. „Business programs“ are characterized by the fact that they have all the necessary functionalities (procurement, sales, bookkeeping, simpler production), have a low price, do not require an expensive server or database, are quickly introduced, are cheap to maintain … Certainly, they are a good choice for a company until it grows to a certain size. Then the need for ERP inevitably arises. ERP (Enterprise Resource Planning) means a class of software used to support complex information systems, in practice in medium and large enterprises, where it is vital to define the organizational structure, divide work and responsibilities, enable monitoring of all resources …
For successful implementation of ERP solution it is necessary to use a project approach. Therefore, a quality methodology, derived from practice, is needed, which will follow all phases of implementation and enable the successful completion of the project in accordance with the projected budget and costs. In my career so far, I have come across several methodologies for introducing ERP solutions. All of them are very similar, and in the text that follows I want to describe the usual stages of establishing an information system so that, if one day you decide to introduce ERP, you know what awaits you …
After the contract is signed and the project teams are defined, the condition recording is started. The condition is recorded by the interview method. Consultants talk to key employees in charge of a particular business function and collect information from them on how business processes take place (processes, activities, documents). They record it all, and then give a proposal for a solution in writing. The document created in this way is called the Draft Introduction, its content is agreed by both parties, and it is a prerequisite to begin the process of implementing the information system. If the company has already introduced the ISO 900x standard, this can be very useful when making the Draft Introduction, but it does not exclude the need to record the situation.
The next phase is the creation of the database, installation and parameterization of the prototype. Also, in this phase, the documents are adjusted, in accordance with the contract. The idea is to create an information system on a demo basis, which in many ways resembles the one that will be released into production. Software setup is a process that takes place in several cycles, and between them there are periodic meetings between consultants and key employees to determine whether the system meets the required expectations. When the conformity process is completed, a document on the conformity of the prototype is signed.
Training of key and other users follows on the finished prototype. This is an opportunity for additional testing of the software, so that minor shortcomings are eliminated on the fly. After the training is over and the system is fully set up, it is put into operation.
The information system is a support to the organizational system, and the organization is something that is constantly changing under the influence of changes coming from the environment. Therefore, it is crucial to introduce the information system as soon as possible, in a period not longer than 6 months.
