How to successfully implement SAP SuccessFactors?

ERP system (Enterprise Resource Planning) is one of the most important tools that can change the functioning of any company. ERP implementation is a multi-step process, but if well planned and executed, it can bring tremendous benefits, including improved operational efficiency, process integration, and better resource management.

But how to implement an ERP so that it is successful? In this article, we will discuss the next steps to help you avoid the most common pitfalls and make the most of the potential of your ERP system.

Understanding Business Needs

The first and most important step in the implementation process ERP system is a thorough understanding of the needs of your business. It is worth starting by identifying the most important processes that require optimization. ERP system should support the development and transformation of your organization, adapting to its needs.

For example, if your company has problems with document management, you may want to consider integrating an ERP system with solutions such as Ensis-HR, including EZD (Electronic Documentation Management) — it is a tool for effective documentation managementthat will streamline processes and minimize errors. It is also worth considering the use of E-signature, which can significantly speed up the issuance of decisions, read more in the article: How does e-signature improve business decisions in your company?

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Building a good implementation team

The success of an ERP implementation project depends largely on the team that will implement it. The implementation team should consist of people who have comprehensive knowledge of the processes in your company and who have experience in project management. It is important that team members can devote an adequate amount of time to the project, ideally at least 25% of their working time.

It is worth noting that the support from the management staff is decisive. In the article How to effectively manage change in public organizations? we wrote about the importance of the role of leaders in change management, which is equally important in the case of implementing an ERP system.

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Choosing the right implementation partner

Deployment ERP system often requires the support of an external partner who has the appropriate knowledge and experience in working with a given system. Choosing the right implementation partner is an important step. This partner should be a technical expert and understand the specifics of your industry.

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Practical tips when choosing a partner:

1. Verification of references: Make sure that the selected partner has experience in implementing similar projects.
2. Adapting to the specifics of the industry: The partner should have knowledge of the specific challenges your company faces.
3. Compatibility of systems: Verify that your partner's project management software is compatible with internal planning, scheduling, and tracking systems.

If you are wondering how to integrate an ERP system with your existing HR systems, read the article How to integrate SAP SuccessFactors into your HR systems, where you will find more information on the subject.

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Detailed task planning

Working with an implementation partner, develop a detailed plan that covers all stages of ERP implementation. This plan should take into account technical aspects as well as training for users and testing of the system.

Key stages of implementation:

• Project team training: The team should be well versed in the software in order to effectively adjust business processes.
• IT team training: IT professionals should know how to install and maintain an ERP system.
• Business User Training: Every employee using the system must be trained to use it.
• Ongoing trainings: Plan long-term training for new employees who will join the company after the implementation is complete.

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Precise estimate of the workload

An accurate estimate of the time it takes to complete each of the tasks is essential to create a realistic schedule. To do this, you need to have a good understanding of the individual stages of implementation and estimate their workload.

Practical advice: Work with your implementation partner to determine the exact number of hours needed to complete each phase. This will allow you to create a precise timeline and determine if additional external support will be needed.

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Develop a realistic schedule

Having estimated the available time resources, proceed to create a realistic schedule. It often turns out that the original plan requires adjustments due to the limited availability of resources.

Possible solutions:

• Reduction of the scope of work: Think about which tasks are most important, and consider limiting their number.
• Extension of the deadline: Extending project time can be beneficial if you want to maintain a high quality of implementation.
• Increase in resources: Consider involving additional resources, both internal and external.
• Breakdown of the project into stages: Staging a project can help you better manage your time and resources.

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Conducting tests in conditions close to production

Before the full implementation of the ERP system, it is worth conducting tests in conditions close to real. This will allow you to identify potential problems and solve them before launching the system on a large scale.

Benefits: Testing the system before its full implementation allows for early detection and correction of errors, which minimizes the risk of failure.

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Data Purification Process

One of the most important, though often underestimated, stages of ERP implementation is data cleansing. The quality of the data that will be transferred to the new system is crucial for its proper functioning.

Hint: Start the data cleanup process as early as possible, as it may require additional actions as the project progresses. It is also worth paying attention to the automation of HR processes, which can significantly improve data management. You can read more about this in the article What are the benefits of automating manual processes in HR?

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Regular communication with important stakeholders

In any project, communication is a priority, so the implementation of an ERP system is no exception. Members of the implementation team should regularly inform key stakeholders about progress, challenges and solutions.

Tools: Take advantage of project management systems that offer visualization of progress, making it easier to monitor the project and communicate with stakeholders. Regular meetings of the implementation team with key people in the company will keep the project on track and ensure that all parties are kept up to date on changes and challenges.

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Focus on the most important processes

When implementing an ERP system, not all processes need to be prioritized. Focus on the ones that will bring the most benefit to your business, and which are most in need of improvement. These usually include:

• Business Analytics: Integrated analytics allow you to monitor and analyze data on an ongoing basis, which is crucial for strategic decision making.
• Customer Relationship Management (CRM): CRM integrates all the data related to customers, making it easier to serve them and manage relationships.
• Finance and Accounting: ERP financial modules enable precise management of the company's finances, with accurate reports and analysis.
• Supply Chain Management: ERP enables better management of resources, inventory and logistics.
• Personnel Management (HR): ERP supports recruitment, training, employee development and talent management processes.

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Flexibility and willingness to change

A modern approach to company management presupposes readiness to adapt to changes. ERP system should be flexible to be able to adapt to new challenges and needs that may arise after implementation. It is important that the system is open to further updates and development, allowing integration with new technologies such as artificial intelligence (AI) or the Internet of Things (IoT).

Innovations: Thoughtful ERP implementation with future technologies in mind can significantly increase operational efficiency and prepare your business for new opportunities. If you want to learn more about how modern technologies can support the growth of your business, read Future of work: New trends in HR.

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summary

The implementation of an ERP system is a complex process that can bring great benefits to your business if it is carried out in a thoughtful and well-organized manner. Elements of success worth paying attention to are understanding business needs, building a strong implementation team, choosing the right partner, precise planning, regular testing and maintaining flexibility at every stage of the project.

Remember: Every implementation project carries certain risks, but proper preparation, commitment and application of best practices significantly increase the chances of success. If you follow these principles, your ERP implementation can become a watershed moment in your company's growth, bringing long-term business benefits.

Do you want to take human resource management to a new level? Consider implementing SAP SuccessFactors — a comprehensive solution that supports talent management and HR processes in your company. Contact us to find out more!

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