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Ready or Not?

Ready or Not? . Determining the Readiness of Your Institution for an ERP Implementation. Author: Jennifer S. Higgins, PMP. Prepared by: Lobna Morsy. Are you ready for your ERP implementation process?.

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Ready or Not?

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  1. Ready or Not? Determining the Readiness of Your Institution for an ERP Implementation Author: Jennifer S. Higgins, PMP Prepared by:Lobna Morsy

  2. Are you ready for your ERP implementation process? Current trends indicate that higher education institutions are spending more than $20 million to complete single Enterprise Resource Planning (ERP) system implementations. These trends also point out that the success rate estimates of those implementations are as low as 30%.

  3. Consider your institution’s readiness in thefollowing key areas: 􀂃 Communications 􀂃 Leadership 􀂃 Culture 􀂃 Project Management 􀂃 Technical 􀂃 Functional 􀂃 Resources and Effort

  4. Communications Readiness • Most institutions tend to take communications for granted • Assume the institution will easily accept the change that an ERP brings. • Plan your communications strategically

  5. Communications Readiness Some specific actions that have helped institutions improve their communications include: • Assign or hirea communication specialist to be on the project team. 2. Develop a structured communication plan. 3. Require the project team to regularly monitor communication plan progress.

  6. Leadership Readiness • Project leadership is needed at all levels of the project • Goals and objectives are aligned and effectively and efficiently delivered. • Drive resource support across functional and technical areas to ensure ongoing support and service work can be completed. • Selecting the right project leadership can make or break the success of a project.

  7. Culture Readiness • Teamwork and people interactions can also make or break large-scale projects What are the interdepartmental relationships at your institution like? 􀂃 Do groups across your institution have a history of working well together? 􀂃 Do institutional committees conduct meetings effectively?

  8. Culture Readiness 􀂃 Are goals reached and consensus- based decisions made without major conflict? 􀂃 Are institutional leaders aligned with the priority of this project? 􀂃 What is the general attitude on campus toward the ERP implementation?

  9. Project Management Readiness 􀂃 How will you manage a project of this magnitude? 􀂃 What project management procedures and processes does your institution have in place?

  10. Project Management Readiness • Using proven project management practices can greatly increase the likelihood of success of your ERP • You need a well-defined scope & project schedule to detail how & when the project work will be accomplished • Scope creep

  11. Technical Readiness • Technical staff play tremendous roles in the implementation of an ERP system. • The right number of technical resources, & need training in new skills

  12. Technical Readiness Factors that will contribute to a technical readiness judgment will include: 􀂃 Has the institution been able to retain IT resources in the past? 􀂃 Does the institution have openings for specific skills they have not been able to fill? 􀂃 Does the institution have any IT resources with experience in implementing software packages similar in size and complexity to an ERP system? • Outsourcing or backfilling options

  13. Functional Readiness • Staffing levels & experience of the functional staff determine the “readiness” of the institution to embark on the ERP project • Functional areas have small staffs • Consider hiring additional staff

  14. Resources & Effort Readiness • Understanding of how big your ERP implementation will be –tremendous need for financial and people resources Specific recommendations 􀂃 Talk to other institutions who have implemented ERP systems. • Talk to their information technology departments. • Encourage the functional areas to talk with like functional departments.

  15. Resources & Effort Readiness • Ask about their lessons learned. • Find out what has changed after implementation. 􀂃 realistic expectations across your institution 􀂃 Make sure they all know how extensive this project will be and the levels of support that will be needed from all areas.

  16. Ready or Not? Recognizing the key areas of readiness – beyond just time and money.

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