When should I do a system review?

The Importance of System Reviews

System reviews are a common topic of discussion within the ERP industry, and with good reason.  A system that is efficiently and appropriately set up for your business can enable you to harness the true power of ERP, which can become a crucial tool for driving your business forward.

It is no secret that, at times, businesses change. They can evolve, grow, or even pivot their key processes and offerings, and the current system architecture is often forgotten during these changes. Usually, a business will ensure that its ERP System is set up correctly to support the day-to-day process as each new decision comes into play. However, we often do not take a step back and look at the system, and its architecture as a whole.

Much like our daily business tasks, where we take the time to understand the impact of our individual activities, or departments’ activities, in the broader business, it is vital that we don’t focus on our ERP system as isolated rooms (processes/departments) and forget to inspect the system holistically.  

A system review can lead to a more efficient, streamlined ERP, resulting in cost savings, reduced risk of incorrect or inefficient processes, and improved reporting, invaluable benefits that could undeniably positively impact your business.

Of course, we understand that a system review requires planning, time, and money, and it is not always feasible to undertake a review frequently. Therefore, we wanted to outline some considerations of when and why you should review your system.

Change

Two types of change that can result in a requirement for a system review are Delivery Partner and key business changes…

Delivery Partner

A business may make the decision to change its System Partner from the original partner that configured and implemented the system.

Provided that you have performed due diligence on your new partner, and are walking into a trusted agreement, this is the key time to request a system review. Not only will a system review hugely benefit the new partner by providing them with critical knowledge of how your system functions and operates, but having a fresh set of eyes review your initial configuration could lead to advisories on how your system could be tweaked to provide you with a more reliable system. 

Business

Less often, a business will evaluate its business setup, or key offerings and decide to make a large-scale change to either or both. In this instance, it is obvious that the system will need to be adjusted or built upon to support the business’s decision. However, we can sometimes miss the chance to review the areas that may not be directly affected.

If you are deciding to make a larger scale change to your business, and therefore your ERP, take the time to review the whole system (even the parts you think will not be affected), to ensure that you are using the system in the most efficient way and have considered the impact of your new configuration on the whole system. In these cases, a review can highlight further areas of consideration in your system, preventing any wider blockers or risks that a new process could cause. Equally, the review may highlight some quick wins in the system that wouldn’t otherwise be considered, which could have a wider positive impact on the whole business.

Growth

When an ERP system is originally implemented, it should be implemented to fit your business. However, it’s no secret that many businesses aim for growth. During a time of growth, we understand that it is crucial to continually review your processes to ensure that growth is both stable and supported by the day-to-day running of the business, but often the systems can be left behind.

A business that does not review its ERP system, specifically through a time of expansive growth, will be left with a system that may no longer fit the business and can lead to user frustration, incomplete reporting, and missed processes, to name a few. Reviewing your ERP system and taking into consideration any future projects and changes that may be required to enable your system to support your growth, will allow you to forecast and plan to meet expected timelines and budgets.

Time

It seems simple, but it is crucial. Even if you have not had any planned changes, or have no planned goals for growth, it is vital to review your system periodically.

Many ERP systems provide upgrades, enhancements, and system changes year after year. Reviewing your system regularly, including any additional offerings, enables you to take advantage of features and functionality that could enhance your system, and result in more efficient processes.

Equally, over time, many businesses make small tweaks and changes to their system, slowly building out the system, but don’t often step back to look at the bigger picture. Regular system reviews will support you in ensuring all of the small tweaks and changes are aligned, and help you to spot any blockers, or potential risks in your system, resolving them before they become a larger issue.

Of course, there are various other reasons why a system review may be required, and many other benefits can be gleaned from a review than what we have listed, but we strongly believe, that a well-maintained ERP System can be a tool that helps strengthen and support your business.