Once purchased, you will work with your ERP system for the next 10 to 20 years. Choosing the right provider is therefore one of the critical moments in the ERP implementation process. It is therefore important to proceed systematically and not skip any important steps.
However, one tool in the selection process is still often underestimated: the provider briefing. In this article, you will find out why it is so important and what the agenda for an ideal briefing should look like.
What is a vendor briefing (in the ERP selection process)?
A vendor briefing is a personal preparatory meeting between you (as the client company) and the vendors who are on the shortlist for the introduction of your new ERP system. Typically these are 3 to 6 companies. In the briefing, you provide them with all the relevant information required for the subsequent ERP workshops.
In the workshops, the ERP service providers present their system and run through the most important processes with your project team. Your subsequent selection decision depends largely on the impression you gain in the workshops. You should therefore make sure that the providers are as well prepared as possible and understand your requirements precisely.
Find out more: What is an ERP workshop?
What goals are you pursuing with the provider briefing?
An information package with a standard presentation and documents is not sufficient as a briefing. This is because the key objectives can only be achieved in a meeting with the ERP provider.
An information package with a standard presentation and documents is not sufficient as a briefing.
Convey a realistic picture of your company
Every company tends to present itself as positively as possible – that’s human nature. In prefabricated presentations, weaknesses or problems are often relativized or concealed. Yet it is precisely this information that is interesting: after all, the ERP project is intended to eliminate some of these problems. ERP providers can ask specific questions and analyze the problems. They can address issues that you might have forgotten in a document. This results in a comprehensive, realistic picture of your situation.
Better workshops
The briefing helps the ERP providers to fully understand the company’s requirements and expectations. In the subsequent workshops, they can then respond in the best possible way and show in detail how they would meet their individual requirements. The quality of the workshops increases noticeably.
Time saving
You avoid misunderstandings and unnecessary queries that disrupt or delay the course of the workshops. You also benefit from a solid foundation in the later phases of the collaboration. The more questions you clarify at the beginning, the fewer loops will be necessary later on.
Gain a professional impression
In the personal meetings, you can ask specific questions about your specific requirements and discuss the solutions proposed by the service providers. This will give you an impression of how well they understand your industry and your individual challenges. These insights will help you to better assess the technical suitability of the providers for your ERP project.
Gaining a human impression
In addition to the technical level, the interpersonal level also plays an important role in a project. In the briefing meetings, you get to know the ERP provider’s employees personally and gain an initial impression of the collaboration. You can assess whether the chemistry is right; whether there is a basis of trust for a partnership.
Open communication
There are minor and major challenges and conflicts in every ERP project. These must be addressed openly. In a personal provider briefing, clear communication can be “practiced” right from the start. It offers the opportunity to clear up ambiguities and misunderstandings. By both sides talking openly about their expectations, opportunities and limitations, disappointments can be avoided later on.
The ideal agenda for a supplier briefing
The following points should be on the agenda for the event:
Presentation of the company and the project team
First of all, ERP providers want to get to know your company. In a presentation, show them your company structure and culture, your business goals and so on. Keep in mind: It’s not about a marketing presentation to present yourself in the best possible light. You want to give the service provider information that is relevant to the ERP project. Also explain your future plans that the ERP should support: such as strong growth, internationalization or digital business models.
Then introduce the project team that will accompany the ERP implementation. This way, the external partners know who their contacts are and what roles and responsibilities they have in the project.
Tour of the company
If at all possible, the briefings will take place at your premises. After the presentation, you give your visitor a tour of your premises. This allows them to supplement the previously abstract information with their own experiences. Show them the various departments in which the ERP will be used. Let your project team, or some of them, take part in the tour. They can answer questions directly.
Find out more: Why a company tour with the ERP provider is worthwhile
Process description and sample data
Finally, describe the processes that the ERP system will later map. Concentrate on the core processes of your company. In particular, address any sticking points and challenges that need to be overcome. Formulate clear expectations for each process:
- What is the goal?
- What special cases do I need to be aware of?
- Are there interfaces to other processes or systems?
- Which of your current processes do you have difficulties with?
Provide the ERP service providers with sample data. This allows them to reproduce the processes later in the ERP system and demonstrate them in the workshops. The data should be real, if legally possible, or at least resemble the real data. Compile a small, high-quality selection of data records that completely cover the core processes: 20 are better than 5,000.
Also important: Give all providers exactly the same data. This is the only way you will have a direct, objective comparison later in the ERP workshops.
Learn more: How to correctly describe sample processes for ERP workshops
Tips for the provider briefing
Prepare carefully
Gather all relevant information and structure it in a logical sequence. Create an agenda that clearly sets out the briefing process and is made available to all participants in advance.
Involve all relevant stakeholders
Make sure that all important internal stakeholders take part in the provider briefing or can at least contribute their requirements and expectations. In addition to the project team, this also includes representatives of the specialist departments that will be working with the ERP system.
Communicate expectations and requirements clearly
Communicate your expectations and requirements clearly and unambiguously. Formulate specific questions and tasks that the ERP providers can use to present their solutions.
Create a pleasant atmosphere
Choose a suitable room where all participants feel comfortable and can concentrate on their work. Plan sufficient breaks and provide drinks and snacks. A positive atmosphere promotes open exchange and creativity among all participants.
Documenting results and findings
Document everything carefully. Record which questions have been clarified, which requirements are particularly important and which points are still open. This documentation will help you to evaluate the results of the briefing and plan the next steps in the ERP selection process. At the same time, it serves as a reference for further cooperation with the ERP providers.
Conclusion: the effort pays off in any case
Vendor briefings cost significantly more effort than compiling documents and sending them out to everyone. These events cost time – time in which you and the members of your project team are not available. Plan half a day per invited company.
The effort is certainly worth it. The briefings allow all candidates on your shortlist to prepare optimally for the subsequent workshops. This gives you the best possible information basis for selecting your ERP provider.
Whitepaper on the ERP provider briefing
ERP workshops are indispensable in ERP system selection. Find out how you can get the most out of the workshops.
