The key considerations before you start an ERP procurement
In any procurement, the primary driver is what do you need to buy so being clear about the scope of the procurement activity is critical. And it’s not just about the product (software) itself.
Consideration should be given to system implementation support and business implementation support, including business change, necessary to implement and adopt a new product so you’ll need to assess whether you will need to procure those services too.
And timing is important. What is the event or point in time driving the need to change? Step backwards from that point through the governance requirements and procurement cycle to establish when the procurement needs to start.
What does a good ERP procurement timeline look like?
The length of a procurement cycle is dependent upon the products/services to be procured and the route to market, however, as a guide, preparing for, and conducting an ERP procurement can take between 4 and 6 months.
With a contract awarded and a provider onboard, the implementation of the new product can start, and you can expect a full scope implementation programme to take around two years.
Choosing the best route to ERP procurement
There are multiple routes to procure new products and services with many local authorities choosing the tried and tested Crown Commercial Service (CCS) frameworks, providing customers with access to a comprehensive array of pre-qualified providers and services.
G-Cloud (Government Cloud) can also be a great option to procure short-term cloud-based Software as a Service (Saas) and Platform as a Service (PaaS) solutions and associated services.
If you engage specialist support for the procurement and preparation phase, you’ll benefit from their expertise to help you choose the right routes to market for the products and services you need.
What are the common pitfalls when preparing to procure an ERP system?
Underestimating the complexity and investment, both in capacity and capability, required for a full scope ERP implementation is a common pitfall.
Greater awareness of the likely demands on local authority resources to prepare for and conduct an implementation programme will help avoid challenges and problems.
An assessment of the knowledge, experience and capacity of your inhouse team may trigger the need to acquire external expertise so the earlier you are aware of that need, the better prepared you’ll be to approach the market in a timely manner.
Why preparation is key for a successful ERP implementation
A successful ERP implementation can come down to having the right people with the right knowledge in the right place at the right time.
The preparation phase of an ERP implementation is critical to shaping the programme outcome, the product requirements, the timeline, the support necessary to implement the product and how extensively your business needs to change to effectively adopt the new product and realise benefits from its adoption.
Identifying early in the planning cycle which procurements need to take place and when will set the foundations for a successful implementation programme.
How the right partner can help you prepare
Your council’s internal procurement department will know the local authority procurement process. But when you engage an expert partner, you’ll have access to their specialist knowledge of the ERP market and the best routes to that market.
With Civiteq, you’ll benefit from our:
- Knowledge and experience of the providers, products and services in the ERP marketplace
- Expertise in developing an appropriate sourcing strategy that considers options and routes to market
- Hands-on experience of delivering ERP procurement support for local authorities
- Support with creating structured procurement documentation
- Business change expertise, so your council can realise the benefits of adopting new technologies and ways of working
- Business integration knowledge to support you to ‘get ready’ for implementation
We’ve built our extensive experience over the past 10 years supporting local authorities across the UK with their ERP procurement activities, including most recently with Dorset Council.
Get in touch or book a meeting with our Account Director, Chris Batt, to discuss your ERP challenges with us.