Not all ERP Implementations fail. In fact, a survey done by Panorama Consulting Group in 2020 found that 52% of ERP implementations are successful. Success was contributed to the people and processes involved in the implementation, as well as proper change management. Whereas unsuccessful ERP implementations were due to inadequate business processes and inadequate project planning.
Proper project planning is crucial for success and one way to ensure success with your ERP implementation is to keep scope creep at bay.
What is scope creep? It’s a lot like it sounds – extra ideas for features or requirements that are added along the way during a project that fall outside the initial project scope. These additional items expand the scope of the project, and impact the budget and timeline. Often called requirement creep, kitchen sink syndrome, or feature creep, this phenomena at its worst can completely derail your project, at its best, will distract you and your team from focusing on what matters most.
Don’t let scope creep destroy your implementation. Here’s are the top 10 things that help to keep scope creep in check:
- Choose a Strong Project Management Team
Defining clear objectives for the company is key. Therefore, you need to also define a leader at the very beginning to make sure every decision along the way aligns with the needs of the business. As you choose other steering committees and project teams, the leader will be the person to monitor the project and can identify the signs of scope creep and decide if change orders are needed. - Define Clear Tasks and Services Upfront
When working with an implementation team outside your business, it’s worth the time to have a few extra meetings initially to make sure you have clearly defined who does what. Do not assume you and your partner are on the same page. Always define detailed deliverables and implementation services, and their respective timelines and costs. - Validate Requirements Before Implementation
Make sure to ask key stakeholders to review all requirements before they’re approved, and project leaders should make sure this list of requirements covers all needs across all departments. Additionally, your implementation partner should also review the requirements since their previous implementation experience may help them identify missing items. - Outline the Project Tasks and Cost Details
Keeping scope creep in check requires a solid plan that everyone can follow. This plan should outline all tasks and associated costs. This way, any additional feature, customization, or integration, if not already planned on can be discussed, extra costs can be determined, and the project team and leader can decide if a change order is needed. - Create a “Parking Lot” for Scope Creep Items
Scope creep ideas are not always useless – in fact they are sometimes perfectly suited for your business growth goals and fit well into your solution design. The problem is that these items are often beyond your initial budget and timeline. Other times, these additional items may fall within your budget, but will extend the implementation project. Use the parking lot method – bookmark these ideas for after the ERP project is complete, and your company is up and running smoothly. Then, working with your vendor, you can determine if you’d like to move forward with a second phase of improving your ERP solution. - Define an Internal Process for New Features
Having a set process for the suggestion of new features needed will keep the lines of communication open. Everyone involved can discuss the features, associated costs, and additional time. If the feature isn’t warranted at this time, put it in the parking lot to discuss for phase 2. - Construct Clear Timelines
The ERP implementation vendor and the project leader should create clear timelines for the project, so team members clearly see what they need to do an by when. Additionally, this will help people understand the challenges of adding scope to the project. A good timeline will show everyone involved, their upcoming tasks, due dates, and the risks of how adding new features during the project could negatively affect key milestones. - Communication is Key
Good communication is a key component for any successful project. Project leaders need to make sure there are methods in place for easy and frequent communication. This helps to increase the chance that team members discuss potential new features with the right people and the right team members evaluate them. - Focus on Why
Businesses usually decide to implement a new ERP solution because there are legitimate internal reasons for it. By the time a project is planned, it is a strategic priority for the entire business. Reasons for an implementation may include streamlining processes, reducing costs, and improving reporting capabilities.The project team needs to discuss why the new ERP system is important to the business so the reasons for the implementation are clear to everyone. Communicating the why helps the team prioritize new requirements as they arise and ensures that team members add only critical changes to the requirements list. - Schedule a Little Slack
Even if you follow all these rules exactly, there still might delays on tasks, or you might find you really need an additional feature as you’re implementing. Make sure to build in some extra time in the schedule to handle unexpected needs. Leaders should manage this time carefully to ensure the team doesn’t use all the unallocated time early in the project.
Our history of successful implementations has taught us the best practices for keeping scope creep from destroying a project. We are committed to helping your business improve and grow. We stand behind our solutions and are committed to providing the support you need to ensure success with your new ERP solution.
Give us a call today at (866) 901-9955 to discuss your needs.
