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Writer's pictureDr. Marvilano

The Modern Approach to ERP Implementation: Balancing Standardization and Customization

 

ERP systems, or Enterprise Resource Planning systems, are the backbone of modern business operations. They provide a unified platform to manage everything from accounting to inventory.

 

In the past, companies would heavily customize their ERP systems to match their unique processes. While this made sense at the time, it also came with some significant drawbacks.


 

The Drawbacks of Heavily Customized ERP Systems (The Legacy Approach)


1. Embedding Inefficiencies


When companies heavily customize their ERP systems, they often embed existing inefficiencies into their processes. Many of these custom processes aren't optimized, meaning they can lead to higher SG&A (Selling, General, and Administrative) costs and a failure to adopt industry best practices. Essentially, if you put bad processes into a shiny new system, you're still going to get bad results.


 

2. High Implementation Costs


Customizing an ERP system isn't cheap. It requires a lot of time, effort, and money. This makes ERP implementations costly and time-consuming, often leading to significant disruptions in business operations. Instead of a quick setup, companies might find themselves tangled in a project that drags on for years.


 

3. Difficulties with Updates and Extensions


A heavily customized ERP system is like a puzzle where none of the pieces fit together quite right. When it’s time to update or add new features, everything becomes a challenge. This lack of standardization makes it hard for the company to stay agile and responsive to new needs or technological advancements.


 

4. Increased Complexity and Maintenance Costs


The more you customize, the more complicated your ERP system becomes. This complexity means higher maintenance costs and a greater need for specialized skills to manage the system. Over time, this can become a financial and operational burden.


 

5. Scalability Issues


As businesses grow, their ERP systems need to scale up as well. However, heavily customized systems often struggle to adapt to new requirements. The custom code can act as a bottleneck, making it difficult for the system to handle increased workloads efficiently.

 



 

Today, there's a shift towards a new approach: using standard processes with minimal customization. Let's dive into why this change is happening, what benefits it brings, and how your company can implement it effectively.

 

 

The New Approach: Standardization with Minimal Customizations

 

These days, more companies are shifting towards using standard ERP processes with minimal customization. This approach offers several big advantages over the old way of doing things.


 

1. Alignment with Best Practices


By sticking to standard processes, companies can align themselves with modern best practices in business operations. These standardized ERPs are designed based on the collective knowledge and experience of industry leaders. This means companies can ensure their processes are efficient and up-to-date, which helps cut down on SG&A costs.


 

2. Lower Implementation Costs and Time


Implementing a standardized ERP system is much cheaper and faster than customizing everything. With minimal customization, the risk of failure drops significantly, and the ERP system can be rolled out within weeks instead of years. This rapid implementation means less disruption to daily operations and a quicker return on investment.


 

3. Ease of Updates and Extensions


A major perk of standardized ERP systems is how easy they are to update and extend. Since they follow common standards, adding new features or integrating third-party solutions is much simpler. This compatibility ensures that the company can stay agile and responsive to changes in the market or technology.


 

4. Enhanced Security and Compliance


Standardized ERP systems often come with robust security measures and compliance protocols built in. Since they adhere to established standards, these systems are better at maintaining security and meeting industry regulations. This proactive approach reduces the risk of data breaches and ensures compliance with necessary regulatory requirements.


 

5. Better Scalability and Future-Proofing


Standard ERP systems are built with scalability in mind. As your business grows, these systems can easily adapt to increased demands without significant rework. This scalability ensures that your ERP system remains a valuable asset, supporting long-term growth and future-proofing your investment.


 

6. Facilitates Better Decision-Making


Standardized ERP systems often include advanced analytics and reporting tools. These tools provide real-time insights into various aspects of the business, helping you make informed decisions. Access to accurate and up-to-date data means you can make strategic choices that drive better business outcomes.


 

7. Encourages Continuous Improvement


With standardized processes, companies are encouraged to continuously assess and improve their operations. This culture of continuous improvement is supported by regular updates and enhancements that come with a standardized ERP system. By constantly refining processes, businesses can stay ahead of the curve and achieve greater efficiency.

 




While standardized ERP systems offer numerous benefits, they also come with a significant drawback. One of the primary disadvantages is that standardized processes may not perfectly align with the unique requirements and nuances of every business.

 

This can be particularly problematic for companies where unique processes are integral to their competitive advantage, potentially leading to inefficiencies and a loss of the distinctive qualities that set them apart in the marketplace.

 

Therefore, a strategic approach is needed, one that embraces standardization while allowing for the customization of 3-5 key processes. This ensures that companies can maintain their competitive edge without sacrificing the efficiency and scalability that standardized ERPs provide.


By differentiating between key and standard processes, your company can fully reap the benefits of standardization while maintaining a competitive edge:

 

  • Efficiency: Standard processes benefit from best practices, leading to streamlined operations and cost savings.

 

  • Agility: Focusing customization efforts on key processes ensures your company remains agile and responsive to market changes.

 

  • Scalability: Standardized processes are easier to scale as your business grows, ensuring long-term sustainability.

 

  • Innovation: Customizing key processes allows you to innovate and improve in areas that provide the most value to your business.

 

 

The Strategic Approach: Primarily Standardized with Selective Customizations


To successfully implement the new ERP approach, it's essential to balance between standardizing processes and customizing key processes to fit your unique needs. Here’s a step-by-step guide:


 

Step 1: Identify Key and Standard Processes


Start by mapping out all your business processes. Categorize them into key and standard processes. Remember, a company typically has fewer than five key processes, so be selective and strategic. Key processes might include unique product development workflows, proprietary customer service methods, or specialized manufacturing techniques.

 


Step 2: Implement Standard Processes First


For your standard processes, stick to the ERP system's out-of-the-box solutions. These processes are designed based on industry best practices and will help you achieve immediate efficiency and cost savings.


 

Step 3: Review and Analyze Key Processes


Once the standard processes are in place, turn your attention to the key processes. Start by implementing the standard ERP processes for these areas to use as a baseline. This will help you identify any gaps or shortcomings in the standard approach.


 

Step 4: Customize Key Processes for Competitive Advantage


After identifying the gaps, tailor the ERP system to fit your key processes. Ensure that any customizations enhance your competitive advantage. Here’s how to do it effectively:

 

  • Assess the Fit: Review the standard process and pinpoint where it doesn’t meet your needs. For example, if your competitive advantage lies in your supply chain efficiency, assess how the standard process handles supply chain management and where it falls short.

 

  • Involve Stakeholders: Engage with key stakeholders, including department heads and frontline employees, to gather insights on what’s working and what’s not. Their input is invaluable in shaping a process that truly fits your business needs.

 

  • Iterate and Improve: Customizing should be an iterative process. Make changes incrementally and continuously assess their impact. Ensure that each adjustment genuinely improves your competitive edge.


 

Step 5: Ensure Integration and Compatibility


Even with customized key processes, maintaining integration and compatibility with the overall ERP system is crucial. This ensures that the custom processes don’t disrupt the standard processes and that your system remains scalable and easy to update.

 


Step 6: Train and Support Your Team


Implementing new processes requires comprehensive training and support for your team. Ensure that employees understand both the standard and customized processes. Provide continuous training and resources to help them adapt and leverage the new ERP system effectively.

 


Step 7: Monitor and Optimize Continuously


ERP implementation is not a one-time project but an ongoing effort. Continuously monitor the performance of both your standard and key processes. Use the ERP system’s analytics tools to gather data and insights. Regularly review these insights to identify areas for further optimization and improvement.


 



Switching from heavily customized ERP systems to standardized ones marks a significant shift in how companies manage their operations. While customization once seemed necessary, it often led to inefficiencies, high costs, and rigidity. The new approach of minimal customization promotes efficiency, reduces costs, enhances agility, and supports long-term growth.

 

By embracing standard ERP systems and strategically customizing only key processes, companies can align with best practices, stay responsive, and foster a culture of continuous improvement, ensuring they remain competitive in a rapidly changing business landscape.

 

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