ERP Blueprint

In this article I will display and suggest chapters, capitals and sections that are expected to be included in an ERP blueprint

Table of Contents

Any document that respects itself and even more an ERP Blueprint must have a table of content. The more detailed the table of content is, the easier it will be for the users to navigate and find information in the ERP blue print. Do not forget this is an operational document that persons will refer to constantly during the ERP project.

Introduction

This capital is not a must but I would enter it as a description of the goal and purpose of the document at hand. It must not be long but describe the reader what he or her should expect.

Terms and Definitions

This An important part of the Blueprint which will assist readers or users to get familiar with the different terms and definition used in this document. Types of terms and definitions:

• The meaning of Codes used in the document: PUR for purchase, SAL for Sales and son on
• The meaning of abbreviations
• Organizational terms
• Professional Terms
  

Stakeholders, Roles and Persons involved in the ERP Project

Stakeholders, persons, groups, organizations and their roles involved in the ERP project must be identified and defined in the ERP blueprint. This is a kind of a job description regarding the ERP project which defines the expectations of each in the project. The definition shall cover internal as well as external stakeholders. Another purpose is to allow an easy communication between the different roles. I would use a table that will assign each stakeholder to his or her area and expectations in the project:definitions:

Project Management in general uses the method of stakeholder register. It will definitely suitable here. Another way to describe the roles is by creating an organizational structure for project team. This will help identifying the hierarchies between the different entities.

Project Team Members

 What is the difference between a project team member and a stakeholder? Very easy – a team member must perform some work or tasks and to deliver the deliverable. Whereas the CEO of the company may be a stakeholder – a person who has interest in the project. The ERP blueprint will include all functions or roles that will participate in delivering the ERP system, intern as well as extern.

The goal of this capital is to refer anyone who has questions regarding an area in the project to a designated person.

Organizational Structure

This chapter has the goal of assisting the reader or user to get to know with the organization. This capital will contribute to the following ones. To each department or organizational unit or sub-unit included in the organizational structure include a description of its processes that are included in the ERP project. 

Goals and Objectives of the ERP Project

The goals and objectives of the ERP systems are the gross expectations of the ERP system. The goals are something general which reflect the vision of the project: To automate and digitize processes in the organization or to Facilitate faster and more accurate work. The objectives and sub objectives are clearer and measurable and thus easier to define. For example:

• Enhancing stock visibility and Lowering stock costs
  • Implementing stock system
  • Controlling stock movements
  • Counting stock levels
• Reducing manual work on purchase processes
  • Introducing purchase orders to a centralized system
  • Enabling a digital release process for purchase orders
  • Evaluating supplier performance
• Accelerating Reaction time to customer requests
  • Introducing sales orders to a centralized system
  • Improving follow-ups
• And so on… 

Business Process Scope of the Project

One of the most important objectives of the ERP blueprint is defining the overall ERP project scope. Why is it so important? Defining an accurate ERP project scope ensures the project includes only the work required, to complete the project successfully. How? This is done through the identification of key processes in the organization and pointing out the relevant process elements required to be covered. This will derive the most detailed work requirements of the project. For example, will HR processes be included in the ERP system? This objective will provide the a more accurate definition of the ERP project planning, control and integration. 

The scope will refer to:

• Localizations
• Departments
• Process and subprocesses 

For example (this is a very very very short list):

Business Process Details

Now you begin to work :). This is the heart of the ERP blue print. Here we are getting into business analysis and business requirement expected from the ERP system. After defining the business process scope, you are going deeper and define to each defined department technical data and process requirements:

• Master Data requirements
• Process transaction requirements

The next table is of course a very simple and short analysis. The more detailed you are the less questions arise during the process. 

This section may refer to a more detailed business documents that will provide a more detailed process analysis.
Which points you may have to cover in this section?

• Business process description including the workflow, integration with other departments and special business cases
• Master data requirements
• Resources for data for the process (users, extern systems)
• Access authorization and user policy
• Expected process output documents like purchase order operational lists
• Required reports and statistics

Opportunities for Improvements

The definition of the key processes in the organization that are included in the ERP blueprint creates the opportunity for process improvements. The ERP system offers many different functionalities that may serve the organization.

This is the right time to review them and decide which ones are relevant and will be implemented. The ERP business consultant usually analyses and assesses the intern processes and comes up with ideas and suggestions of how one can carry them out or improve them with the tools the system offers.

That requires off course analysis and assessment of the key and sub processes and changes might be needed. I personally recommend involving the key users as well as end users in this phase because they will bring the most effective inputs.

Enterprise Data

This is a critical phase that may affect the entire project. This chapter of ERP blueprint will define which enterprise data is covered in the ERP project; customer data, product data, finance movements and etc.

The chapter shall refer to the data conversions, integration planning, master data setup, data quality testing and any other data definitions.

The objective here is identify gaps between data requirments of the new system, required improvements for the enterprise data and testing of the data quality. For each area and scope of data the definition will include the type of data that will be included in the ERP project.

For example product data will be segmented with different business scopes: sub-assembly or semi-finished product, sales items, purchase items or services. One can define the relations and hierarchy between them. I link you to the next resource for more information.

ERP System Architecture

In this section you will describe the technical architecture of the ERP system; whether it is a ERP cloud based or a client server. This section shall include technical details that will allow the implementer to obtain a smooth installation. Which points you may have to cover in this section?

• Server maintenance
• Client access to the system
• Extern systems that must communicate with the ERP system
• Extern accessories like printers and barcode scanners