RubinBrown takes time to partner with clients to drive success and make sure that the new ERP solution is working well even after implementation. Because of our emphasis on communication and follow-through, we have a strong resume of companies who valued our insight into the ERP selection process.

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• Our consultants have over 20+ years’ experience in enterprise software assessment and selections system and business process re-engineering (BPR) projects.
• We reduce the risk of selecting a system that does not match business goals and objectives
• We validate ERP recommendations with objective analysis
• We improve cost and time estimates for the planning process
• We ensure ERP implementation partners follow a consistent, independent, and objective process
• We increase employee participation and buy-in/user acceptance

1. Outline your needs for your business. A new ERP system is necessary when core aspects of business management and processes have changed. Some common signs you need to look for an ERP system replacement include:
   • A high number of business processes that could be automated to improve business efficiency.
   • A lack of transparency around inventory for different items, including raw materials, that results in production delays.
   • A general lack of efficiency that results in bottlenecking of any kind.
   • A decline in customer satisfaction that could be improved with a more organized system of semi-automated touchpoints.
   • Concerns about cybersecurity, since older ERP systems tend to be more vulnerable. Interviewing key stakeholders including employees, salespeople, managers, and other stakeholders is a great way to start understanding the unique requirements your future ERP solution needs to meet. This will also help to generate support from employees, which will be great in the long-term when the right ERP system is implemented and training begins. Sorting different items on the company’s wish list by priority is also important. The more custom functionality a system has, the higher the budget needed to accommodate it. ERP systems are typically comprised of a set of capabilities that are supplied by modules. Each ERP module is an application that is responsible for a separate business function. So, by understanding which functions your ideal ERP solution needs to perform, you are in essence defining your selection criteria.
2. Upper Management Support Implementing the right ERP solution is a time-consuming process that needs support from management to perform well. Often, training to help employees implement a new system can take weeks or months. So, having upper management support helps motivate employees and ensure that the proper resources are provided to successfully support the implementation project. Upper Management support is key when it comes to employee morale, decision-making, and allocating resources properly.
3. Integration with Existing Business Applications A new ERP system does not necessarily mean everything about company operations will change to accommodate the new system. For most companies, you will need to choose ERP software that can be integrated with the other applications you are currently using. Many ERP systems do come with certified integrations so that the ERP software can be integrated and synced with other business applications. Other applications could include e-commerce platforms, accounting software, inventory management systems, custom relationship management applications, or project management software. Making sure that your ERP system can integrate easily with your existing applications helps streamline processes and improve efficiency.
4. Total Cost of an ERP System There is often a set budget for ERP system upgrades. Cost is important to consider, especially when there are so many factors that could impact the total overall cost of the new application software:
   • Software licensing fees – this is the cost of the ERP software
   • Hardware and infrastructure costs – this is the cost of servers, network equipment, and other technology needed to run the new software effectively
   • Implementation and customization expenses – occasionally ERP software will need to be customized in order to operate effectively. These are just the baseline expenses to set up the physical system, which do not always include employee training or additional project resources. Our independent ERP selection consultants can help navigate, prepare for, and/or even avoid these "hidden costs". Having a budget and understanding the potential return on investment for different ERP software is essential to choosing the right system. Enhanced return on investment through a new system can increase since you can now offer additional services or products with the updated ERP software, or you can optimize operations to eliminate redundant expenses that were unavoidable with the previous system.
5. Technology and Future Scalability Since an ERP system is an investment, it is important to understand how a company wishes to grow over the next few years. Things to consider with future growth include expanding into new regions, offering new products and services, or acquiring other businesses. Thinking about the future growth of your business can help get a better understanding of what functionalities your ERP system will need long-term to help facilitate that growth. There are also different levels of configuration that are possible based on the ERP system you select. Many companies find that a configurable system is usually more desirable than a rigid system, because a configurable system allows for more adjustments and flexibility that could aid your business in the long term.
6. Necessary Customizations Occasionally, ERP systems will need to be tailored in order to fulfill business needs. This can require coding or development work to achieve unique functionalities that cannot be accomplished with the normal system’s configuration. Often, customizations are necessary with businesses that have highly specialized workflows. Customization can also be necessary for industries such as healthcare that need additional software to make sure the system is adhering to laws and regulations. Customizations have a large impact on the overall budget and complexity of an ERP implementation, so understanding if this is truly necessary to your business will be essential. A reputable ERP selection consultant will understand different out-of-the-box configurations with ERP software and can guide you to less complex solutions if they exist.

Software Demonstration is a key component of the ERP selection process. This can help your team get on the same page and excited about the new system. Additionally, feedback from employees who will use the software on a daily basis can help circumvent any problems that could arise if you neglect to consult the correct people. Starting with short demos just to get a feel of what different vendors are offering is a great way to narrow down the list of ERP software vendor and implementation partners. This demo would be more focused and would offer a broader overview of specific offerings within different ERP systems.

After options are excluded from the shorter demos, doing a longer demonstration with the remaining vendors is also crucial to getting employee buy-in and evaluating your enterprise software needs. This should be done with the entire team, because the vendor will be systematically going through the ERP software and how it fits within your business specifically.

Depending on industry, the functionality needed with your ERP software can vary greatly. RubinBrown has experience working with clients across verticals, including those listed below.

INDUSTRY | CONSIDERATIONS

Manufacturing	Production Planning, Material Requirements Planning, Quality Management
Retail	Inventory Management, Point of Sale Integration, e-Commerce Integration
Construction	Project Management, Equipment Management, Bidding and Estimation
Food & Beverage	Regulatory Compliance, Lot and Batch Tracking, Bill of Materials
Aerospace & Defense	Serialized Tracking, Supplier Management, Make-to-Order and Engineer-to-Order capabilities
Logistics	Real-time Fleet Tracking, Warehouse Management, Regulatory Requirements

A Request for Information (RFI) is for more general information around the ERP software. This could include general capabilities and more general price estimates. A Request for Proposal (RFP) is a more formal document that highlights specifics around functionality considerations, price, and other capabilities. An RFI is a better option if your company does not yet have the most clear idea of its needs, while an RFP is requested once your company has a better idea of the functionality it needs.

This step is crucial to protect your business information since it is being shared with potential vendors and consultants. This protects your business process and other proprietary data involved with your company.

An ERP requirements document should include everything you need a potential vendor to know. This includes a highlight of the company including products and services, any business applications that operate across the business, any future plans for the company in term of expansion, data migration information, budget constraints, and timelines.