ERP project management reimagined – practical, efficient, successful.
- sabineknoll3
- Nov 3
- 5 min read
ERP project management reimagined – practical, efficient, successful.
A structured and methodical approach is crucial to the success of an ERP project. Imagine that your company invests millions in its ERP system, but then it doesn't run smoothly and you incur additional costs. Is that possible? Yes, it is, and it happens very often, because simply purchasing an ERP system does not guarantee success. What is crucial is professional project management that brings all parties together, minimises risks and optimally maps business processes.
In this article, we provide you with a detailed guide on how to successfully manage ERP projects, which steps are essential and how an experienced partner such as Everware Consulting can support you in this process.
What happens in ERP project management?
ERP project management refers to the planning, organisation, management and control of all activities necessary to successfully implement or optimise an ERP system in a company. The aim is to map business processes efficiently, control costs and implement the system within the agreed timeframe and budget. And this is where the first sticking point lies. Only when processes are optimally mapped and optimised can ERP be effective. Poor processes remain poor even in ERP.
Unlike traditional IT projects, ERP projects are not just about technical implementation, but also about change management, process analysis and organisational development. An ERP system changes the way a company works – and this is precisely where the biggest challenge lies.
Key success factors in ERP project management
A successful ERP project depends on several factors:
Clear goal definition and scope management: Before a project even starts, the goals must be clearly defined: Which processes should be mapped? What are the expectations of senior management? Without clear goals, scope creep and rising costs will result. We even go so far as to incorporate initial solution proposals on how to solve certain problems or accelerate processes.
Top management support: ERP projects affect all areas of a company. Active support from management is crucial in order to free up resources and enable quick decisions.
Committed project team: A multidisciplinary team consisting of IT, specialist departments and external consultants forms the backbone of an ERP project. Communication and clarification of roles are essential here.
Change management: Employees must understand why changes are necessary and be actively involved in their implementation. Training courses, workshops and transparent communication are essential.
Realistic time and budget planning: Unrealistic expectations lead to stress, delays and frustration. Experience from many projects shows that realistic planning is better than rapid implementation at the expense of quality. Be sure to get your finance department on board early on! They should be involved throughout the entire project, not just at the beginning when the budget is approved.
The typical steps of an ERP project
ERP projects usually go through several phases.
1. Analysis & definition of requirements
This phase is the foundation of the entire ERP project. The aim is to gain a clear understanding of the existing business processes and to define the requirements for the new system.
Analysis of the current business processes: Which processes are running and how? Where are there inefficiencies?
Define target processes: What should the processes look like after the ERP implementation?
Requirements documentation: Creation of a specification sheet that maps all of the company's requirements.
Best practices:
Conduct workshops with specialist departments.
Visually represent processes with BPMN or process maps.
Involve stakeholders at an early stage to avoid change requests later on.
2. Selection & preparation
Once it is clear what the company needs, the next step is to select the appropriate ERP solution and prepare the project.
Market analysis & shortlist: Comparison of different ERP systems in terms of functionality, scalability and costs.
System selection: Which ERP system best suits the company's objectives?
Project organisation: Defining roles, responsibilities and communication channels.
Risk planning: Identifying potential stumbling blocks and creating a risk management plan.
Best practices:
Do not base your decision solely on licence costs – consider the total cost of ownership (TCO).
Establish clear communication channels from the outset.
Plan project and change management in parallel.
3. Implementation & configuration
In this phase, the ERP system is tailored to the defined business processes. This is usually the most labour-intensive phase of the project.
System configuration: Adaptation of the ERP system to the defined business processes.
Data migration: Transfer of master data, inventory data and historical information.
Integration: Setting up interfaces to existing systems such as CRM, warehouse management or financial accounting.
Best practices:
Iterative approach with prototypes (‘fit-to-standard’ approach).
Test data migration multiple times.
Ensure transparent communication between the specialist department and IT.
4. Test phase
Before the system goes live, it is tested extensively. The aim is to ensure that it runs smoothly from a technical perspective and meets the requirements.
Unit tests: Checking individual modules for correct functioning.
Integration tests: Ensuring that all modules work together smoothly.
Acceptance tests: The specialist team checks whether the system meets the requirements.
Best practices:
Use realistic test data.
Derive test cases from real business processes.
Document results and record lessons learned.
5. Go-live, training & change management
Now the ERP system is going live – one of the most critical moments in the project. Good preparation is crucial here.
Go-live planning: Detailed schedule for going live.
Training: User training for all relevant employees.
Support plan: Support for users in the first few weeks after go-live.
Change management: Early integration of employees, gathering feedback.
Best practices:
Plan go-live on a weekend or public holiday to protect productive operations.
Define clear escalation paths in the support team.
Hold daily feedback meetings after go-live.
6. Optimisation & continuous improvement
The project does not end after go-live – on the contrary: now begins the phase in which the system is integrated into everyday life and optimised.
Monitoring: Monitoring system performance and process quality.
Adjustments: Optimisation based on initial experience. An ERP project does not end after implementation.
Lessons learned: Documentation of successes and challenges for future projects.
Best practices:
Regular system reviews (e.g. every 6–12 months).
Actively seek user feedback.
Continuously evaluate updates and new features.
How a Partner Supports ERP Project Management
An experienced partner like Everware Consulting can make the difference between a successful project and a costly, drawn-out problem project. We bring the following advantages:
Experience and Best Practices:We have supported numerous ERP projects across various industries and understand the common pitfalls.
Methodical Project Planning:From analysis to go-live, we follow proven project management standards.
Risk Mitigation:Through proactive risk management and early problem detection, we protect your budget and timelines.
Change Management Expertise:We actively support your employees to increase acceptance of the new system.
Objective Consulting:As an external partner, we can ask the critical questions and provide independent recommendations.
Conclusion: ERP Project Management Is More Than Just IT
ERP project management is a combination of process analysis, change management, technical implementation, and structured planning. Success depends on clear goals, a dedicated team, realistic scheduling, and an experienced partner.
At Everware Consulting, we help companies implement their ERP projects in a structured, efficient, and sustainable way. Our goal is to ensure that your ERP system is not only implemented but truly embraced – making your company more successful in the long term.
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