Checklist for Effective ERP Project Implementation Kickoff

Once the organization has worked through these proven methodologies and has selected an ERP system that can meet the performance expectations that stakeholders have identified, it’s then time to consider a checklist for the ERP project kickoff.

1. Start with the ERP Project Charter:  The ERP project charter must be completed with client and vendor input and agreement.  The charter must capture the full details of the project.  One of the most important elements is the in-scope/out-of-scope section which clearly articulates what elements are included in the ERP project, and what are out of scope. Another key area thoroughly lists out the software and technical interfaces impacted by the project. Deviation from scope typically results in change orders with the vendor. The charter includes a section that identifies typical workloads for the folks involved with the project. 

2. Involve All Key Stakeholders:  In advance of the ERP project kickoff, take the time to consider the full scope of key stakeholders within the organization and the extended enterprise.  What functional areas need to be represented, including suppliers, partners, and others.

3. Set Clear Team Roles, Responsibilities:  The ERP project kickoff must involve all key stakeholders who have an understanding of the ERP project team roles and responsibilities.

Company leadership needs to understand these roles and the impact on team members work day throughout implementation so that workloads can be adjusted because regular business must still be accomplished while the project goes on.

4. Set the Project Organization:  Timelines, benchmarks, project interdependencies, strategies need to be reviewed and discussed during the ERP project kickoff.  By setting a clear organization, the company can fully understand what the project will entail and the investment in time that is required.

5. Build the Pre-Initiate Checklist:  This list is offered to accelerate the ramp-up of all team members and enable key decisions in a deliberate and informed manner – thus reducing cost, increasing team efficiency, and ensuring the quality of work products and decisions. Most issues on this checklist are on the project critical path; ignoring them or pushing them later into the project may compromise the implementation.

6. Master Data Management: After signing contracts with the vendor and before the project really gets started, which is typically 30 – 60 days or more, activities can then turn to master data management to get all resources lined up and underway to manage the IT technical environment set up.

7. Build out an Education Program: From company-wide workshops to targeted education training sessions by functional area, planning for education must be woven into the ERP project kickoff meeting.  All parties must have a solid foundation of how the system works and what the new system will mean for their departments and the entire organization starting from the functional areas to leadership and change management.