What are the most effective

ways to document ERP

system customization and
configuration?
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Define the scope and purpose

e the first to add your personal experience

ollow the standards and guidelines

e the first to add your personal experience

se diagrams and screenshots

e the first to add your personal experience

rovide examples and scenarios

Be the first to add your personal experience

Include code snippets and comments

Be the first to add your personal experience

Share your insights alongside other invited experts

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1.Define the scope and purpose

Before documenting ERP system customization and configuration, you
need to define the scope and purpose of the changes. This means
identifying the business requirements, objectives, and expectations that
drive the customization and configuration decisions. You also need to
specify the scope of the changes, such as which modules, features,
functions, workflows, and data elements are affected. Defining the scope
and purpose of ERP system customization and configuration can help you
avoid unnecessary or excessive changes, align the changes with the
business goals and strategies, and communicate the value and benefits
of the changes to the stakeholders.
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2.Follow the standards and guidelines

To ensure consistency and quality of ERP system customization and
configuration documentation, you need to follow the standards and
guidelines established by the ERP vendor, the industry, and your
organization. These standards and guidelines may include the format,
structure, language, terminology, style, and level of detail of the
documentation. They may also include the tools, methods, and
procedures for creating, storing, updating, and accessing the
documentation. Following the standards and guidelines can help you
create documentation that is accurate, complete, readable, and reusable.
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3.Use diagrams and screenshots

One of the most effective ways to document ERP system customization
and configuration is to use diagrams and screenshots to illustrate the
changes. Diagrams and screenshots can help you visualize and explain
the changes in a simple and concise way. They can also help you
highlight the differences between the original and the customized or
configured ERP system. For example, you can use diagrams to show the
data flow, the business logic, or the user interface of the ERP system
before and after the changes. You can also use screenshots to show the
appearance, layout, or functionality of the ERP system before and after
the changes.
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4.Provide examples and scenarios

Another effective way to document ERP system customization and
configuration is to provide examples and scenarios that demonstrate the
changes. Examples and scenarios can help you clarify and justify the
changes in a practical and relevant way. They can also help you illustrate
the impact and benefits of the changes for the end users. For example,
you can provide examples of how the customized or configured ERP
system can handle different types of transactions, data, or situations. You
can also provide scenarios of how the end users can perform their tasks
or solve their problems using the customized or configured ERP system.
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5.Include code snippets and comments

If you have made any code changes to the ERP system, you need to
include code snippets and comments in your documentation. Code
snippets and comments can help you document the technical details and
logic of the changes. They can also help you explain the purpose and
functionality of the code changes. For example, you can use

1. All

2. Business Administration

3. Enterprise Resource Planning (ERP)

How can you handle
change requests and user
feedback in ERP
customization?
Powered by AI and the LinkedIn community

Define clear requirements and expectations

Establish a change management process

Validate and prioritize user feedback

Test and document your customization

Monitor and improve your customization

1.Define clear requirements and
expectations
Before you start customizing your ERP system, you need to have a clear
understanding of what you want to achieve, why you need it, and how
you will measure it. This means defining your business requirements,
your customization scope, your success criteria, and your communication
plan. You also need to align your expectations with your stakeholders,
users, and vendors, and make sure everyone agrees on the goals, roles,
and responsibilities of the project. Having clear requirements and
expectations will help you avoid unnecessary changes and conflicts later
on.

Clear communication with stakeholders is key, ensuring that the

proposed changes are thoroughly understood and their implications
assessed. User feedback should be actively solicited and incorporated,
as it provides valuable insights into real-world usage and pain points. A
well-defined change management process helps in documenting,
reviewing, and approving modifications, maintaining transparency and
accountability throughout. Regular testing of customizations is essential
to identify potential issues early on and ensure a smooth transition.
Collaboration between the IT team and end-users fosters a sense of
ownership and buy-in, making the change process more effective.

As per my experience, first we need to understand the initial offering of

the system and test the same, then we need to analyse and compare
the same with current practices, if current practices are obsolete then
need to convince the stakeholders to adopt new practices, by giving
two to three live cases as input for better understanding. If you manage
 to convince then this will save time and money for the change request
which you have come across.

2.Establish a change management

process
Even with clear requirements and expectations, you may still encounter
change requests and user feedback during your ERP customization
project. These can be driven by various factors, such as changing
business needs, new regulations, user preferences, or technical issues.
To handle these changes effectively, it is essential to have a change
management process in place. This process should include a change
request form to capture the details, rationale, and impact of the proposed
change; a change control board to review, approve, or reject change
requests based on predefined criteria; a change log to track the status
and history of change requests; and a change communication plan to
inform the relevant stakeholders and users about the changes and their
implications.

Remember, just because you have a change management process it

doesn't give free licence for everyone to make changes on a whim.
Change during a complex ERP implementation should be a last resort
because of the implications for cost, timescales, user acceptance
testing and delivery. Nothing undermines confidence more that
continuous delays caused by unnecessary change and error. There are
of course situations where it is necessary, for example, new accounting
regulation, but by and large, I would recommend holding off until the
system is implemented and then review again, carefully prioritising
what has to be changed. If the project design was good at the start,
major changes shouldn't be required.
 As per my understanding change is required in every system to make it
updated with present external environment. What is important is how
change request are managed. We can make a process of issue ID
number and track the same with change request number which shall be
part of issue ID number. Issue can be bigger which can comprise of two-
three changes.
…see more

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3.Validate and prioritize user feedback

User feedback is essential for ensuring that your ERP customization
meets the needs and expectations of your end-users. However, not all
user feedback is equally valid or valuable, as some may be based on
personal preferences, outdated information, or unrealistic expectations.
To ensure you are incorporating quality user feedback into your ERP
customization, it is important to validate and prioritize it. This can be
done by asking clarifying questions to understand the user's problem,
need, or suggestion; verifying the accuracy and relevance of the user's
feedback with data, evidence, or other sources; evaluating the feasibility
and impact of the user's feedback on your customization scope, quality,
and timeline; and ranking the user's feedback based on its urgency,
importance, and alignment with your project goals and objectives. Doing
this will help you ensure that you are incorporating quality user feedback
into your ERP customization.

Add your perspective

Every ERP project team must have SMEs who act as bridge to take the
understanding between business users and project team as not all
feedbacks are necessary. We can make the list of what we must have
 and what is nice to have and based on the scope decision must be
taken on the feedback

One approach that helped me is to take user feedback and look at it in

the light of your project goals and objectives. Assess if this user
feedback will help you move towards achieving project goals and
objectives or is it something not so relevant in the big scheme of things.
Using this approach also helps to manage user expectations effectively.
In terms of prioritizing feedback and sequencing your work, you can use
a simple exercise from Agile methodology by weighing effort points
needed to deliver the change vs value points it gives in return business.
4.Test and document your customization
After implementing change requests and user feedback into your ERP
customization, it is important to test and document it to ensure that it
works as intended and meets requirements and expectations. Testing
your customization includes performing unit testing, integration testing,
system testing, and user acceptance testing. Additionally, you must
identify and resolve any errors, bugs, or issues that arise during testing.
Documenting your customization involves creating user manuals, training
materials, and support guides; updating technical specifications,
configuration settings, and code comments; and maintaining a change
log, change communication plan, and project documentation to record
your customization.
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User manual is most important to have to have an easy understanding

of the ERP to even the new users. Scripts of every session of System
integration testing and User acceptance testing must be made and
make sure that these test are performed by the involvement of ground
level users as well.
…see more
5.Monitor and improve your
customization
Finally, you need to monitor and improve your customization after you
have deployed it to your production environment. Monitoring your
customization involves collecting and analyzing user feedback, usage
data, and performance metrics to measure effectiveness and efficiency.
You should also identify and address any issues, problems, or gaps that
emerge during or after the deployment of your customization. It is
important to communicate and report the results and outcomes of your
customization to stakeholders and users. To improve your customization,
implement any enhancements, modifications, or corrections that are
needed or requested. Additionally, follow the change management
process for any new change requests or user feedback that arise during
or after the deployment of your customization. Lastly, apply the best
practices and lessons learned from your customization project to future
ERP customization projects.
 9 Documentation for Implementing
any ERP System
ERP system implementation can be tricky if various areas of work are not documented properly.
Enterprise resource planning software are developed based on various documentation which we
will discuss in this blog post. Although; it is not necessary to keep all the documents ready but
having 9 Documentation for implementing any ERP system would be fruitful and easy during and
after the implementation.

 #1 – Scope Document
Scope document for ERP is one of the basic step any organization will take forward in order to
ensure all the parameters and functions are defined and documented. Scope document can be
prepared by the internal team or through ERP consultancy firm such as Functional Consultant.

Although a Scope document may not be completely define the ERP requirements in some cases but
it provides a clarity to the vendor and management on what goals needs to be achieve through ERP
software implementation. It also define common understanding of what will be included and
excluded from the implementation. It helps to manage expectations, minimize scope creep, and
ensure the project stays on track.

Typically, a Scope Document for an ERP project includes the following key components:
 1. Project Objectives: Clearly state the objectives and expected outcomes of the ERP implementation
project, such as improving business processes, increasing operational efficiency, or integrating
disparate systems.
2. Project Deliverables: Specify the tangible outputs and results that will be delivered as part of the
project, such as a fully configured ERP system, documented business processes, and training
materials.
3. In-Scope and Out-of-Scope Items: Define the functionalities, modules, and processes that will be
included in the ERP implementation. Also, explicitly mention any specific items or functionalities that
will not be part of the project scope.
4. Project Timeline: Provide an estimated timeline or project schedule, including major milestones and
key activities, to give a sense of the project’s duration and important deadlines.
5. Assumptions and Constraints: Identify any assumptions or constraints that may impact the
project, such as resource limitations, budgetary constraints, or technical dependencies.
6. Change Management: Outline the approach and strategies for managing change within the
organization, including training plans, communication strategies, and user adoption activities.
7. Roles and Responsibilities: Clearly define the roles and responsibilities of each stakeholder involved
in the project, including the project team, management, and external consultants.

Looking to see a Sample Scope document for ERP

software – email us on [email protected]
 Business needs
Each department and functional area that is impacted by an ERP implementation will have different
needs from the new system. To ensure that everyone benefits from the implementation, it’s critical
to comprehend these various expectations. The project team and integration partners benefit
greatly from valuable insight into the best system configurations that comes from documenting the
full range of business needs.

The purpose of a Business Needs Document is to clearly articulate the organization’s current pain
points, challenges, and desired outcomes in relation to its business processes and operations. It
helps in aligning the ERP project with the organization’s strategic objectives and serves as a
reference for the project team, management, and ERP consultants.

A comprehensive Business Needs Document for an ERP project typically includes the following key
components:

1. Current Business Processes:

Describe the existing business processes and workflows within the organization, highlighting any
inefficiencies, bottlenecks, or pain points that need to be addressed.
2. Desired Business Objectives:
Clearly state the desired outcomes, goals, and objectives that the organization aims to achieve
through the implementation of the ERP system. This could include improving operational efficiency,
enhancing data visibility, streamlining supply chain processes, or improving customer service.
3. Functional Requirements:
Specify the specific functionalities and features required from the ERP system to meet the
organization’s business needs. This may include modules such as financial management, inventory
management, sales, purchasing, manufacturing, human resources, and more.
 4. Reporting and Analytics:
Outline the reporting and analytics requirements, including the type of reports and dashboards
needed, key performance indicators (KPIs), and data visualization requirements.
5. Integration Requirements:
Identify any integration needs with existing systems or third-party applications that the ERP system
should seamlessly connect with.
6. Security and Compliance:
Outline the security and compliance requirements, including data protection, user access control,
regulatory compliance, and auditing capabilities.
7. Organizational Change Management:
Describe the approach and strategies for managing organizational change, user adoption, and
training requirements to ensure successful implementation and user acceptance.

 Business processes
Before the team can design and launch an ERP solution that serves the organization’s needs, you
should first understand the business processes that will flow through the platform or be affected by
its implementation. By thoroughly documenting each process, you’ll gain a comprehensive view of
which processes will change, where new processes are needed, and where redundant processes
can be consolidated.

The purpose of a Business Process Document is to analyze and document the organization’s
current business processes, identify areas for improvement, and design efficient and optimized
processes within the ERP system. It serves as a reference for the ERP implementation team,
stakeholders, and end-users to understand the current state and desired future state of business
processes.

A well-prepared Business Process Document typically includes the following components:

1. Process Descriptions:
Provide detailed descriptions of the organization’s current business processes, including inputs,
outputs, activities, decision points, and stakeholders involved.
2. Process Maps and Flowcharts:
Visual representations, such as process maps and flowcharts, can be included to illustrate the flow
and sequence of activities within each process.
3. Process Roles and Responsibilities:
Identify the roles and responsibilities of individuals or departments involved in each process, outlining
their responsibilities, authority, and interactions.
4. Key Performance Indicators (KPIs):
Define the metrics and KPIs that measure the performance and effectiveness of each process,
allowing for monitoring and continuous improvement.
5. Process Pain Points and Challenges:
Identify the pain points, bottlenecks, and inefficiencies within the current processes that the
organization aims to address through the implementation of the ERP system.
6. Future State Processes:
Design the optimized processes that align with best practices and the capabilities of the ERP system.
This includes documenting any changes or improvements to be made, new process flows, and the
expected benefits.
 7. Process Gap Analysis:
Analyze the gaps between the current state and future state processes, highlighting the areas where
the ERP system will bring improvements and where customization or configuration may be required.

 Support groups and their areas of responsibility

The successful completion of your ERP implementation is being aided by numerous sub-teams.
Even though some people don’t work directly with the new technology, their assistance is crucial to
getting the system up and running. Keep a record of those support groups and their duties. This
aids stakeholders in understanding where help is offered, what resources are available, and how to
approach them for assistance.

The purpose of this document is to provide clarity on the support structure, escalation paths, and
responsibilities within the ERP system support framework. It serves as a reference for both the
support teams and end-users to understand who to contact for specific types of support and the
scope of each support group’s responsibilities.

A well-defined Support Groups and Their Areas of Responsibility document typically includes the
following components:

1. Support Groups and Teams:

Identify and describe the different support groups or teams involved in supporting the ERP system.
Examples may include Help Desk, Technical Support, Functional Support, Database Administrators,
and System Administrators.
2. Roles and Responsibilities:
Clearly define the roles and responsibilities of each support group, outlining their specific areas of
expertise and the types of issues they are responsible for handling.
3. Support Levels and Escalation Paths:
Define the support levels or tiers within the support structure, specifying the criteria for escalation
from one level to another. This helps ensure efficient handling of support requests and escalation of
critical issues when required.
4. Incident Management:
Outline the incident management process, including how incidents are reported, categorized,
prioritized, assigned, and tracked. This helps in ensuring that incidents are properly managed and
resolved within defined timelines.
5. Communication and Collaboration:
Define the communication channels and protocols to be followed for effective collaboration between
support teams, end-users, and stakeholders. This includes communication methods, response times,
and channels for reporting and tracking support requests.
6. Service Level Agreements (SLAs):
Specify the SLAs or service targets for different types of support requests, such as response times,
resolution times, and availability of support.
7. Knowledge Base and Documentation:
Describe the process for maintaining a knowledge base and documentation repository that contains
solutions, best practices, and troubleshooting guides. This facilitates knowledge sharing and enables
faster resolution of common issues.

 Internal and external integrations

 The ERP platforms of today are capable of integrating with a wide range of other systems, both
inside the company and across a number of external vendors, service providers, and information
sources. In order to maintain good system security, guarantee uninterrupted data flows, and
provide a positive user experience, these connection points must be thoroughly documented.

The purpose of this document is to identify the integration points and requirements, both within
the organization’s internal systems and with external systems or partners. It serves as a reference
for the integration team, stakeholders, and technical personnel involved in configuring and
implementing the integrations.

A well-prepared Internal and External Integrations document typically includes the following
components:

1. Internal Integration Requirements:

Identify the internal systems and applications within the organization that need to be integrated with
the ERP system. This may include systems such as CRM (Customer Relationship Management), HRMS
(Human Resources Management System), inventory management, e-commerce platforms,
production systems, and more.
2. External Integration Requirements:
Identify the external systems or partners that require integration with the ERP system. This could
involve integrating with suppliers, customers, logistics providers, payment gateways, or other third-
party systems.
3. Integration Objectives:
Clearly state the objectives and expected outcomes of the integrations. This may include improving
data accuracy, streamlining information exchange, eliminating manual data entry, or improving
business process efficiency.
4. Integration Scope:
Define the scope of the integrations, specifying the data elements, processes, and functionalities that
need to be integrated. This helps to prioritize integration efforts and focus on critical integration
points.
5. Integration Methods and Technologies:
Outline the integration methods and technologies to be used for each integration, such as API
(Application Programming Interface) integration, file-based integration, web services, EDI (Electronic
Data Interchange), or middleware tools.
6. Data Mapping and Transformation:
Describe the data mapping and transformation requirements between the ERP system and the
integrated systems. This includes defining the data formats, field mappings, data validation rules, and
any necessary data transformations.
7. Security and Authorization:
Address the security and authorization aspects of the integrations, ensuring that data exchanges are
secure, and access controls are implemented to protect sensitive information.
8. Testing and Validation:
Define the approach and plan for testing and validating the integrations to ensure data accuracy,
system compatibility, and smooth operation between the ERP system and the integrated systems.

 Security and privacy practices

Once the new ERP system is operational, the current cybersecurity and data privacy regulations
may no longer be appropriate. You might need to take into account greater regulatory governance,
different types of information, and increased data volume. It is possible for your company to put in
 place the necessary controls and procedures to continue to be compliant when using the new
platform if you have detailed documentation of your current security and privacy practises.

The purpose of this document is to demonstrate the organization’s commitment to data security
and privacy and to provide guidelines for maintaining the confidentiality, integrity, and availability
of data within the ERP system. It helps establish trust with stakeholders and ensures compliance
with applicable laws and regulations related to data protection.

A well-prepared Security and Privacy Practices document typically includes the following
components:

1. Data Security Measures:

Describe the technical and organizational security measures in place to protect the ERP system and
the data it manages. This may include access controls, user authentication, encryption, network
security, vulnerability management, and disaster recovery planning.
2. Data Privacy Policies:
Define the organization’s policies and practices regarding data privacy, including how personal and
sensitive data is collected, processed, stored, and shared within the ERP system. This includes
adherence to relevant privacy regulations such as GDPR (General Data Protection Regulation) or
CCPA (California Consumer Privacy Act).
3. User Access and Authorization:
Specify the procedures and controls for granting user access rights to the ERP system, ensuring that
access is granted on a need-to-know basis. This may include user role definitions, access controls,
segregation of duties, and user account management.
4. Data Encryption:
Outline the encryption methods and practices used to protect sensitive data stored within the ERP
system or transmitted between systems. This ensures that data remains confidential and protected
from unauthorized access.
5. Incident Response and Management:
Describe the procedures for identifying, responding to, and managing security incidents or breaches
within the ERP system. This includes incident reporting, investigation, containment, and recovery
procedures.
6. Data Retention and Disposal:
Address the policies and practices for data retention and disposal within the ERP system. This
ensures that data is retained only for the required period and is securely disposed of when no longer
needed.
7. Auditing and Monitoring:
Explain the processes and tools in place to monitor and audit the ERP system’s activities, including
user actions, system changes, and data access. This helps in detecting any unauthorized activities
and ensures accountability.
8. Employee Training and Awareness:
Highlight the training and awareness programs implemented to educate employees about security
and privacy practices, promoting a security-conscious culture within the organization.

 Customization requirements and expectations

The scope and depth of customizations the business wants to implement are the one area in an
ERP implementation project where scope creep is most likely to happen. Compile detailed
descriptions of the anticipated software changes and keep track of which stakeholder group (or
groups) requested each one to keep customizations under control.
 The purpose of this document is to clearly define the customization requirements and desired
outcomes to ensure that the ERP system is tailored to the organization’s specific requirements. It
helps manage expectations, ensure alignment between stakeholders, and provide a reference for
the customization process.

A well-prepared Customization Requirements and Expectations document typically includes the

following components:

1. Customization Objectives:
Clearly state the objectives and expected outcomes of the customization efforts. This may include
improving specific business processes, enhancing user experience, integrating with external systems,
or implementing unique features.
2. Customization Scope:
Define the scope of the customizations, specifying which modules, functionalities, or specific areas of
the ERP system require customization. This helps in prioritizing customization efforts and focusing on
critical areas.
3. Customization Specifications:
Provide detailed specifications for each customization requirement. This includes documenting the
desired changes, new features, user interface modifications, workflow enhancements, reports, or any
other specific customizations needed.
4. Data Customization:
Identify any specific data requirements or modifications needed within the ERP system. This may
include data fields, data structures, data validation rules, or data migration requirements.
5. Integration Requirements:
Specify any integration requirements with external systems or third-party applications that need to
be customized or developed. This could involve defining the data exchange formats, APIs, or
communication protocols.
6. Security and Access Control:
Define any specific security requirements or access control rules that need to be customized within
the ERP system. This may include user roles, permissions, data segregation, or multi-level approval
processes.
7. User Interface and User Experience:
Document any specific expectations for the user interface design, layout, navigation, or usability
enhancements required to improve the user experience within the ERP system.
8. Reporting and Analytics:
Specify any custom reporting or analytics requirements, including the specific data elements, key
performance indicators (KPIs), dashboards, or advanced analytics functionalities needed.
9. Change Management:
Address the change management aspects of the customizations, including communication plans,
user training requirements, and strategies for user adoption and acceptance of the customized ERP
system.

 Data management needs and processes

It is wise to document the steps required to clean, format, and migrate data that will enter the
platform because there are frequently multiple sources sharing data through an ERP system,
including internal departments and external partners. Everyone has access to the information they
need to avoid entering inaccurate data into the new solution thanks to clear and concise protocols.
 The purpose of this document is to define the organization’s data management needs, establish
guidelines for data management processes, and ensure the accuracy, integrity, availability, and
security of data within the ERP system.

A well-prepared Data Management Needs and Processes document typically includes the following
components:

1. Data Governance Framework:

Define the data governance framework that outlines the roles, responsibilities, and processes for
managing data within the organization. This includes data ownership, data stewardship, data policies,
and data management committees.
2. Data Quality Management:
Specify the processes and procedures for ensuring data quality within the ERP system. This may
include data validation rules, data cleansing procedures, data enrichment processes, and data quality
metrics.
3. Data Integration and Exchange:
Define the processes and mechanisms for integrating data from various sources into the ERP system.
This includes data integration interfaces, data import/export processes, and data synchronization
between the ERP system and other systems.
4. Master Data Management:
Address the management of master data within the ERP system, including the identification, creation,
maintenance, and governance of core data entities such as customers, vendors, products, and
employees.
5. Data Security and Privacy:
Define the processes and measures to ensure the security and privacy of data within the ERP system.
This includes access controls, user authentication, data encryption, data masking, and compliance
with relevant data protection regulations.
6. Data Backup and Recovery:
Specify the processes and procedures for data backup and recovery to ensure data availability and
business continuity. This includes defining backup schedules, storage mechanisms, and disaster
recovery plans.
7. Data Retention and Archiving:
Define the policies and practices for data retention and archiving within the ERP system. This
includes identifying data retention periods, archiving procedures, and data disposal processes in
compliance with legal and regulatory requirements.

 Training program
You can assess how well each component of your training programme fits with the functions and
features of the new ERP solution by keeping a thorough record of it. List the supplies that
attendees of the training will receive, and keep track of how the in-person and online training
modules will progress. With this fundamental documentation in place, you’ll also find it simpler to
maintain an efficient refresher programme.

The purpose of the Training Program document is to define the training objectives, scope, content,
delivery methods, and timelines for the ERP system’s training initiatives. It helps in ensuring a
smooth transition to the new system, promoting user adoption, and facilitating the successful
implementation of the ERP system.

A well-prepared Training Program document typically includes the following components:

 1. Training Objectives:
Clearly state the objectives of the training program, such as familiarizing users with the ERP system’s
functionalities, enabling them to perform specific tasks, or enhancing their understanding of relevant
business processes.
2. Target Audience:
Identify the target audience for the training program, including end-users, managers, administrators,
or other relevant stakeholders. Tailor the training content and delivery methods to suit the specific
needs of each user group.
3. Training Needs Analysis:
Conduct a thorough assessment of the training needs of the end-users. This involves identifying
knowledge gaps, skill levels, and any specific training requirements based on job roles and
responsibilities.
4. Training Content:
Define the content of the training program, including training modules, topics, and learning
objectives. This may include system navigation, data entry, report generation, specific module
functionalities, and best practices related to using the ERP system.
5. Training Methods and Delivery:
Specify the training methods and delivery formats to be used, such as instructor-led training, online
training modules, e-learning, workshops, or a combination of these. Determine the most appropriate
delivery method based on the audience, availability, and training objectives.
6. Training Materials and Resources:
Identify the training materials and resources required, such as user manuals, training guides, job aids,
system documentation, and access to the ERP system for hands-on practice.
7. Training Schedule and Timeline:
Create a training schedule and timeline that outlines the dates, duration, and locations of the training
sessions. Ensure that the schedule accommodates the availability and needs of the participants.
8. Evaluation and Feedback:
Define the methods for evaluating the effectiveness of the training program, such as assessments,
quizzes, or feedback surveys. Use the feedback to identify areas for improvement and make
necessary adjustments to the training program.
9. Post-Training Support:
Address the post-training support mechanisms, such as a help desk, user forums, or dedicated
support staff, to provide ongoing assistance and address any questions or issues that arise after the
training.

Data Analytics and Reporting: Address the processes and tools for data analytics and reporting
within the ERP system. This includes defining key performance indicators (KPIs), reporting
requirements, data visualization tools, and data analysis processes.

Data Documentation and Metadata Management: Document the processes and standards for data
documentation and metadata management within the ERP system. This includes data dictionaries,
data lineage, data models, and metadata management practices.

 Documentation of ERP System Implementation

Project Plan
Projects to implement ERP are difficult and have many moving parts. Because of this,
documentation is crucial to the project’s success. The following are some of the most crucial
documents that ERP implementation projects absolutely must have:
 1. Requirements Document:
The business needs that the ERP system must address are listed in the requirements document. It
should be as thorough as possible so that the vendor can determine the complexity of the project and
create a solution that satisfies the client’s requirements.
2. Functional Design Document (FDD):
The FDD outlines the configuration of the ERP system to meet business needs. The modules,
procedures, and workflows of the system should be represented in detail by diagrams and
descriptions.
3. Technical Design Document (TDD):
The TDD details the technical specifications of the ERP system, including the needed hardware and
software, database architecture, and security measures.
4. Test Plan:
The tests that will be run to make sure the ERP system complies with the requirements and is
prepared for deployment are described in the test plan.
5. Training Plan:
The training programme is outlined in the training plan for ERP system users. It should outline the
subjects that will be covered, the techniques that will be employed, and the training schedule.
6. Change Management Plan:
The organization’s strategy for managing the changes brought on by the implementation of the ERP
is laid out in the change management plan. The plans for communication, training, and support should
all be included.

There might be additional documentation needed for particular projects in addition to these crucial
ones. For instance, if the Statement of Work (SOW) and the ERP system are integrated:

The SOW serves as the official contract between the client and the ERP vendor. The project’s scope,
deliverables, timeline, and budget should all be clearly stated. There will need to be documentation
that outlines the integration process with other systems.

The organisation can improve its chances of success by thoroughly documenting the ERP
implementation project. The documentation will aid in ensuring that everyone is operating from the
same set of guidelines, that the project is finished on schedule and within budget, and that the ERP
system satisfies business requirements.

Additional tips of Effective ERP Process

Documentation.
1. Speak in simple clear language
2. Create detailed documentation as much as possible.
3. Diagrams and illustration is useful. It assist to understand complex concepts to the clients.
4. Stakeholders should be consulted at various stages of the documentation process.
5. Maintain the documentation’s accuracy.