After hours of demos, Q&A sessions, and playing around in the proverbial software sandbox, you’ve finally selected a new accounting ERP (enterprise resource planning) system.  Congratulations!  Now the tough work begins…but before you fret about how to pull historic data out of your current system, it’s very important to select the right ERP implementation partner (ERP-IP).  As one who has had both the absolute best and the worst, it is imperative that you also take the time to carefully select your ERP-IP to help guide your team through the implementation process.  

Below are five questions to ask while interviewing prospective implementation partners. 

1. Will my implementation team have direct working experience (as a user) in the software?

One of the best ERP-IP teams I have worked with had worked previously in the software, before becoming a consultant.  If the team also has worked in various roles in accounting too, that’s a bonus.  There is so much to be said for your implementation partner team knowing not only how to do tasks in the new system, but also understanding the why.  An ERP-IP team that has working knowledge of how to use the system as a user will immediately gain an implied trust from your accounting team. They will also have the tools to help build out the new system to fit your company’s needs.

2. What reporting tool will be used to ensure deadlines are met, and how often do you advise stakeholders of progress?  

Your implementation consulting partner should treat this as a professional project, with project management software that will provide you, the stakeholder, with periodic progress reporting.  If the team says they will use Excel, end the interview right there.  There are so many facets that need to be carefully tracked, and your ERP-IP should have sophisticated software to track it.  Asana, Wrike, and Monday are great tools that will provide you and your team with ample progress reporting.

3. How involved will your team be with integrations? What is the extent you will work with other vendor partners on troubleshooting? 

If your ERP system is going to be integrated with other software systems, it is key that your ERP-IP team is involved with your accounting team AND your vendor partners in testing, trouble-shooting, and re-testing until full integration. This is often the most challenging part of a new implementation for your accounting team, primarily because many accountants aren’t IT professionals.  It is crucial to document each possible integration you may have – banking, credit cards, vendor-pay, other operational software – and let the ERP-IP team know that you will expect their IT-expertise to help your team get those integrations right.

4. Talk to me about how your team will perform process reviews and make recommendations for improvements.

As subject matter experts in the software, the ERP-IP should be working with and advising your team on process improvements with efficiencies gained in the new software.  This is where your buck will stretch further if the ERP-IP team has hands-on experience in the software and can help your team understand how to use the new system to best fit your business.  Some implementation consultants will want to charge for this additional work, but there are many out there that give this advice as part of the overall project plan.  It not only speaks of their customer service, but how well they trust their consultants on their team to communicate their knowledge of accounting and the software solution.

5. How does Post Go-Live support work?

Through this entire process, the consultant’s team will gain intimate knowledge of how your business is structured, how the new system is set up, and the challenges of your accounting team in the new system.  A good ERP implementation partner will recognize this and will allow the implementation team to consult post go-live.  If the ERP-IP does not traditionally offer this, request it as part of the scope of work.  Having consultants (who know your business and your new system) remain available to help your team will save you hours and dollars in consulting time not spent on getting a new consultant up-to-speed.

Implementing a new accounting system is an ambitious project, and one that will require a great deal of human and capital resources.  Selecting an implementation partner for your new ERP is just as important as selecting the right software itself.  At the end of the day, it comes down to selecting the partner you are most comfortable with in terms of their knowledge, expertise, and how much involvement you will want their team in the process.  As with all things in business, communicating expectations and holding both internal and external teams accountable will ensure that the process is a smooth one.

-Aimee Clardy, CFO

If you would like further information about Crown CFO & fractional CFO services, reach out to Mike DeMaio – [email protected]