Selecting a new ERP application is a project for companies before the actual ERP project has even begun. In this series, we look at the various aspects of ERP selection. While in the first part Basics and in second motivation were dealt with, the Third chapterl about responsibility in the selection project. The specifications were the topic in the fourth partbefore we now come to the communication with the ERP provider.
Initial contact with the ERP provider
SpecificationsThe products described here are then distributed to various providers. In the end, it is often impossible to say exactly how you got hold of them. By chance, Google, acquaintances, relatives, tender portals - there are many sources.
TIP
Organise "get-to-know-you" meetings with potential candidates before you distribute the specifications. This can shorten the process considerably.
The catalogue of requirements is sent to the sales department of a ERP provider or consulting firm are then put on the table. With more or less enthusiasm, a sales employee starts to work through all the many questions - as far as he can. He then calls in his consulting colleagues, who are clearly less enthusiastic about working on specifications alongside their day-to-day business. However, the deadline is ambitious - after all, it has already taken longer than expected to complete the self-analysis.
TIP
Be transparent about what is important to you. Then the provider will know what is important to you.
Questions about questions for the ERP provider
If the customer has been nice, he tells the provider how he weights which requirement. What he then gets back is a painstakingly prepared catalogue of questions in which as few requirements as possible have been classified as unfulfillable. It helps that the provider is allowed to comment on the information, which he then uses to emphatically relativise the previous statement. According to the motto: Everything is possible if all requirements are met!
TIP
Stay fair! Don't ask for the impossible. Then you will also get honest answers.
If the customer is even nicer, he allows queries. This results in a few telephone conferences, which lead to a second adjustment of the schedule, which is longer than expected.
Maximum requirements
So far so regular. However, there are also candidates who include almost impossible things in their specifications according to the motto: maximum requirements give maximum results. If the provider agrees, he must then deliver. First of all: You can't provide a better template for a foamy-head.
Of course, the license costs and the implementation costs of the ERP solution. And yes, an experienced provider will already be able to give you an estimate at this stage. However, this is based more on experience from other similar projects than on the specifications. ERP providers have often devised a highly complicated licensing mechanism, regardless of whether On premise or cloud. Without having precisely analysed the "real processes" and the users "involved" in them, it's a case of happy guessing.
TIP
Prices and costs remain in relation to a specification estimate - no more and no less.
This is not the time for price negotiations.
If the estimate alone is too high for your budget, you can opt out right away. It rarely gets any cheaper.
In principle, however, the following applies to the provider of such a Project not only offered, but also carried out: Afterwards, everything is different anyway (at least in parts). And there is still a specification that comes closer to the truth. Unfortunately, it still needs to be emphasised: These are two completely different documents: specifications and Specifications. But that is another chapter.
more on the subject:
ERP selection - if it were that easy / Part 1
ERP selection - if it were that easy / Part 2
ERP selection - if it were that easy / Part 3
ERP selection - if it were that easy / Part 4
ERP selection - if it were that easy / Part 5
