It has probably been on the agenda for several months, perhaps even several years - Procurement of a new ERP. For some, it is associated with improvement and the possibility of development, while others think more about costly projects and are not as enthusiastic about learning new processes and functions.
Now the decision has been made and is anchored with the management team - you will carry out a procurement of the new ERP and it is up to you to see it through.
Regardless of whether you are looking at a new solution due to dissatisfaction with your current system, the system hindering you from implementing your current strategy, the existing system no longer being supported or being phased out, or for any entirely different reason, it is important to carefully consider your choice of a new solution.
The system and partner you choose will affect your business for a long time to come, and it is crucial to make a well-considered choice.
We know from experience that it can be overwhelming to manage a mapping and procurement of systems that are usually carried out in parallel with many other daily tasks and projects that need to be ongoing.
In this article, we therefore share 5 tips that will ease the way in choosing a new solution and supplier.
5 tips to simplify comparing quotes for ERP-systems
Tip no 1: Conduct a proper analysis of your business needs
In order to set requirements and express these as clearly as possible to all suppliers participating in the procurement, you need to understand your business needs as they are today and where you are heading.
We strongly recommend involving key individuals in the operational business in this process to avoid misunderstandings or important needs being discovered too late in the project.
Tip No. 2: Avoid "We want it to work in the same way as our current system"
This is a trap that is easy to fall into if you aren't careful. The vendors participating in the procurement often do not know how your current system works in detail unless you describe this specifically. And why do you want to change systems if you want it to work in exactly the same way as today?
Instead, focus on what needs to be achieved (requirements) and not how it should be achieved (the vendor's job to solve in the best way).
Tip number 3: Present your requirements at a meeting
It is common to send so-called RFIs (Request for Information) or RFP documents (Request for Proposal) to potential suppliers after developing your internal requirements.
This is great, but our tip is to also present your requirements, challenges, and future visions at a meeting.
This will save a lot of time and clarify any questions at an early stage. It will also make it much clearer what is most important to you, which can sometimes be difficult to distinguish by only reading an RFP.
Tip no 4: Be clear about what the quote should include
This may seem obvious, but when it comes to complex solutions that need to be compared, it is not always straightforward.
Some suppliers have even made it a habit to slim down the quote without being clear about it, while others are more realistic and consider your actual needs.
Therefore, it is important that you stay alert so you don't compare apples with pears.
Tip No. 5: Don't Just Compare the Price
Take the comparison further than just the estimated price tag. You're not just buying a solution, but likely a partner for several years to come.
Therefore, consider other factors than price such as:
- What is included in the offer?
- The impression of the partner when you meet
- Does the partner have the right types of resources to execute the project, further develop and support the system?
- What experience does the partner have in the industry you operate in?
- What other clients is the partner working with today?
- What are the future prospects for the solution the partner offers?
- Can the solution be customised and tailored as needed or is it an off-the-shelf product?
- What is on the product roadmap going forward?
- Who is behind the product?
