Altus Dynamics Blog

Best Practices to Ensure a Smooth K12 ERP Implementation

Posted by Cait Abernethy on Jun 20, 2016 11:30:00 AM


At the moment, many school boards are deciding to ditch their archaic ERP technology for more robust solutions that offer powerful functionality designed specifically for K12 School Boards. With an exceptionally easy user experience for both teachers and staff, this new technology lightens the load of financial and administrative teams so they can get more done in less time, creating a better learning environment for students.

While there is no getting around the fact that ERP deployment is a major undertaking, the process doesn't have to be painful. With proper planning and execution, implementing a new ERP system should be a smooth process and quickly improve efficiency across your school board. To help you on your way, here are some critical ERP implementation best practices to consider when deploying a solution.

Develop a Project Management Plan with clear goals and objectives.

There is no substitute for early and careful planning. In fact, not having a clear plan mapped out before diving into an ERP implementation will likely result in costly delays. Your project management plan should define how the project is executed, monitored, controlled and closed, and you should begin this initiative by engaging in an analysis session with your chosen solution provider. In these sessions you should work alongside your solution provider to confirm your requirements and discuss solution options. By doing these two tasks simultaneously, you as a client will have a better idea of the total range of functionality available in the solution and can better tailor it to meet your specific needs.

communication-graphic.jpgGain internal support and commitment through a structured communications plan.

Implementing an ERP software system requires support and collaboration among all departments and processes within your school board. Ensure that any staff who will use the ERP system understand why you are implementing the system and how it will benefit them and their roles. Having a structured communications plan will support your project by: creating awareness, supporting project momentum, promoting collaboration, ensuring visibility, and building excitement; whereas not having full commitment may cause unnecessary setbacks, costing your school board precious time and money.

Allocate sufficient resources.

ERP software is an investment that requires a significant financial and managerial commitment. Before starting any ERP implementation, make sure that your company has the staff resources in place to see the project through to completion. This may seem like an obvious point, but many companies begin deployment without resourcing it adequately, resulting in overworked, unhappy employees and a less-than-optimal installation.

Identifying a dedicated project leader and a team for your ERP implementation will help ensure that the project goes smoothly. For ERP team members, consider reassigning or removing some of their normal job duties so they have enough time to concentrate on the task at hand. Identify a team leader with strong project management skills who can facilitate team communication, address any issues that may arise, and keep the implementation on schedule.

training.jpgDo not overlook the importance of training and adoption readiness.

Training is one of the most critical phases in your ERP initiative, and a lack of full and active adoption is a common barrier to ERP payback. Consult with your ERP vendor regarding the best training and support package for your business. Make certain they provide highly skilled consultants to train your employees on daily use of the ERP software and offer on-going support. Training should typically begin at least 2 months before the system goes live, while refresher courses can be offered in regular intervals.

Keeping these best practices in mind will help you launch your deployment on the right track and keep it there throughout the entire process. Researching the best ERP implementation option for your business, building consensus around the effort, setting realistic expectations, and giving your staff the support they need—these steps take more time, but they result in a more effective ERP experience and a better-run school board in the long term.


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This Post Was Written By Cait Abernethy
Cait Abernethy is the Marketing Coordinator at Sparkrock and is excited about marketing trends, enthralled by technology of all kinds, and is interested in the ways local actions can have a global impact.
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