An ERP implementation always involves two teams, the customer and the supplier. In this collaboration, there is a risk that not all agreements and work are communicated and recorded. This also applies to the setup of the system. While it is precisely, for now and in the future, enormously important to document the ERP settings and to give the people involved access to this documentation (apart from the question of who is allowed to change the settings).
Different types of settings
In the settings of an ERP system, we distinguish between different types:
- Fixed settings: these settings must be the same for every customer for the system to work properly. It is important for both parties to be aware of which settings are fixed and should not be changed.
- Default settingsERP vendors often focus on a specific industry and therefore know the processes in the industry inside out and adjust the settings in the system accordingly. Often these default settings can be changed, but it is wise to do so only after consulting the ERP vendor, as it may affect the operation of the system.
- Customer-specific settings: Of course, in an ERP system there are also settings that can be adjusted to suit the customer's needs. For example, which document is printed for a purchase order. During an implementation this is often done in consultation with the supplier, but after going live, a customer can adjust these settings himself (preferably first in a test environment) without changing any processes.
Use of a furnishing document
Documenting all of the above types of settings in a setup document makes it clear to all involved which settings can be changed and whether consultation with the ERP vendor is required for this.
The framing document has varying purposes at different stages:
- Before implementation the fixed and default settings should already be in the database, something that can be checked with the setup document.
- During implementation the setup document can be used in consultation between the customer and supplier. For the default settings, the supplier can explain why they are the way they are and adjustments can be made in consultation. Customer-specific settings are also discussed and set in accordance with the customer's wishes.
- After implementation the setup document can be used as a handover document, both to the customer and to the supplier's support department. From that point on, the system is transferred to the customer who has signed for the setup to be as discussed at the time of delivery.
Logging changes
It is wise to turn on logging on the setup tables so that it can always be traced which settings were changed, who did it and when. If problems occur in the use of the ERP system caused by a change in setup that should never have happened, measures can be taken to prevent this from happening in the future.
Luuk Busschers is a Consultant at Dysel and helps customers achieve their goals by deploying industry-specific ERP software.
