ERP Implementations: Key Success Factors in A Go-Live

Thorough Testing

Before you go-live, you have to test the system thoroughly. Invest a lot of time doing this so you can find issues. A few reasons testing is so important are:

If you carry out a thorough test before going live, you won’t have to correct any data that comes with its issues.
Undetected and unresolved issues can create bad data in your production database, and this is more costly and time demanding to resolve. It is easier done in a test database where you replace the database.
Processes like bank transactions or EDI, can lead to fines or restrictions if you send incorrect data.

Training

You have to train users properly on how to use the system. Make them understand how to log in, use the user interface, and do their tasks and roles in the system.
You or your representatives should be there to answer all their questions about the systems. Investing in good training like this will eliminate some stresses and fears experienced in going live.
Users will make lots of mistakes if they are not exposed to the system or are fearful of it. So, you train them, make them aware of any change, and give them time with the database before you go live.

Transition plan

The last step of going live is to have a thorough transition plan to have a smooth transition. Prepare ahead because it will be a busy day, and you need to have a resource on-site from your project team during go-live. This gives room for ease in resolving issues. Your team should also be prepared to start earlier and stay longer so that you can be sure that all the processes are fully functional.

Key elements to include in your transition plan are:

Prepare a checklist of the steps or actions you need to take at the go-live.
Prepare another list of all the users/players who need to work on the cutover. Include ways to contact these people on the list. This list should also include external IT services.
Have a dress rehearsal. It should look like the timing and event needed for the transition. This mock go-live will help you discover things that can disrupt a go-live. For instance, background processes that run at a certain time can shut down the serves or even a change in timeline.
Contact outside accounting personnel or auditors to see what might be needed for verifying data. You have to identify how you will obtain the required data and test run the reports in your old and new system. This will help you know how long this step will take.
Identify a method that prevents users from logging into the legacy system or know which system they are logging into if they have needs from the legacy system. It is frustrating when users spend the day working on the old system when they should have done that in the new system.
Determine a no go or a go point and also determine who can make this decision. Review all your critical business processes to ensure that they are working in tests and ready to go-live. The decision-makers should also be aware of when they can obtain a sign-off and make this decision.

You’ve already spent huge money, energy, and time in this system ready for your users. But it doesn’t stop there; you have to test, train, and plan your transition, which is time demanding. Invest time doing these three things, and you will minimize many risks and have a straight forward and smooth go-live.