Should companies adjust their processes to ERP or other way around?

Enterprise resource planning (ERP) systems attempt to integrate several data sources and processes of an organization into a unified system.

There was a big hype around ERP system in the business community around the world in the 1990s. ERP systems have been seen as an ultimate weapon against disintegrate unclear processes. They promised to lift company to the next level of information and process maturity and at the same time reduce inventories, lead times, and overhead costs. Additionally, they carried with themselves industry specific “best practice” process models, which were previously highly valued and guarded possession of the consulting companies.

Yes, implementation of ERP system had its drawbacks too. Among others, following are frequently mentioned:

· Large ERP systems are very expensive both in terms of license fees and implementation costs (According to Panorama Consulting, Average costs of ERP implementation are $6.2 mil. Also, license fees have sometimes character of a tax as they represent percentage of sales volume, number of employees, etc.)

· Implementation of ERP system is risky (according to Robbins-Gioia survey in 2001, 51% of ERP implementation were considered unsuccessful)

· Implementation of ERP takes more time than you think (according to Panorama Consulting, average project duration is 18.4 months and in 57% cases the project takes longer than expected)

· Companies fail to adjust its processes to the ERP system and therefore unable to capture the benefits

Let’s look a bit deeper into last point of adjusting the processes. Is it good that ERP comes with pre-defined processes? The answer is yes and no or it depends (choose, which one you like).

Firstly, the pre-defined rules & processes can help you if the company should comply with various international standards like ISO:9001, IFRS, Basel II, etc. as the system already has it all. Moreover, the company will get regular updates should the international standards change. Secondly, in case of building a company from scratch, using pre-defined processes in the ERP system, allows for rapid company build up without lengthy process design. Thirdly, ERP implementation project cost and duration is significantly reduces if pre-defined processes are used.

However, using any kind of “best practices”, pre-defined processes etc. makes your company look alike any other companies in the industry. Then, what if your competitive advantage is in distinctive operational process? In theoretical example that all companies would be using ERP system with the same processes, their operational models would be identical and only differentiating factor would be product itself and marketing. In reality it is not yet the case, but both consulting companies with benchmarking and GAP analysis tools and ERP system integrators contributed to standardization of within and among industries. No wonder, that many consulting companies teamed up with ERP system integrators often forming joint ventures.

In summary, ERP system implementation brings tremendous benefits in integrating the whole company’s data into one system. Following pre-defined processes, which come with the ERP package, helped many companies to strengthen internal discipline, increase informational quality, and make better decisions. Despite that ERP system is not for every company and not to be applied to every functional area. Stand alone software packages for areas like CRM (Customer Relationship Management) are still far better than CRM modules included in the ERP system. Additionally, if your company has a distinctive operational model, which is part of its competitive advantage, it might be sensible thinking about custom developed software or flexible standard package that allows to follow company’s process instead of changing it.